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When information under the Legal Aid Ordinance is submitted
in form of electronic records by virtue of the Electronic
Transaction Ordinance (ETO) , the following points
should be noted:
SCOPE OF EXEMPTION/DISAPPLICATION
Electronic information under the Legal Aid Ordinance will
not be accepted if the relevant provisions of the Ordinance
fall within the scope of exemption or disapplication made
by virtue of -
| (a) |
Schedule
1 of the ETO on matters excluded from the application
of sections 5-8 of the ETO under section 3 of the ETO
such as wills, statutory declarations, etc; |
| (b) |
Schedule
2 of the ETO on proceedings excluded from the application
of sections 5-8 of the ETO under section 13(1) of the
ETO (including the proceedings excluded by virtue of the
Electronic Transactions Ordinance (Amendment of Schedule
2) Order 2000 gazetted on 3 March 2000); and |
| (c) |
Sections
15 and 16 of the ETO. |
By its nature, legal aid applications in the form of electronic
records will not be accepted. However, you may submit pre-application information electronically through our Legal Aid Electronic Services Portal (LAESP).
GENERAL FORMAT, MANNER AND PROCEDURE
For submission of electronic information under the Legal Aid
Ordinance by virtue of the ETO, the format, manner and procedure
specified below shall be adopted:
Language
1.
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Electronic records which contain English characters only shall be encoded in the American Standard Code for Information Interchange (ASCII) or ISO 10646-1:2000.
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| 2. |
Electronic records which contain Chinese characters shall be coded as follows:-
(a)
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Chinese characters shall be coded in Big-5 and English characters shall be coded in ASCII, and the set of Chinese characters is restricted to the characters defined in Big-5 or the characters included in the Hong Kong Supplementary Character Set (HKSCS) published by the Government in 2001; or
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(b)
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Chinese and English characters shall be coded in ISO 10646-1:2000, and the set of Chinese characters is restricted to the Chinese characters within the Chinese-Japanese-Korean (CJK) Unified Ideographs defined in ISO 10646-1:2000 or the characters included in the HKSCS published by the Government in 2001.
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Manner of Delivery of Electronic Records
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| 3. |
Where electronic records are compressed, the following compression standards shall be followed:-
(a)
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Zip file (.zip); or
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(b)
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GNU zip file (.gz)
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| 4. |
Electronic records shall be sent as follows:
(a)
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through electronic mail conforming to the Simple Mail Transfer Protocol (SMTP), and either the Multipurpose Internet Mail Extension (MIME) or the Secure Multipurpose Internet Mail Extension (S/MIME) standard and with size not exceeding 10 MB;
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(b)
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in the form of 1.44MB diskette with size of 3.5 inches in MS-DOS format for files not exceeding one diskette's storage capacity;
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(c)
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in the form of CD-ROM in ISO 9660 format;
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(d)
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in the form of DVD-ROM in ISO 13346 format; or
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(e)
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in electronic-form to be uploaded via LAESP with e-cert authentication.
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File format
| 5. |
An electronic record and all electronic records contained in it shall be given, served and presented in the following file format standards:-
(a)
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Plain text (TXT);
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(b)
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Microsoft Rich Text Format (RTF);
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(c)
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Hypertext Mark Up Language (HTML) Format;
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(d)
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Adobe Portable Document Format (PDF) v1.2, 1.3, 1.4, 1.5, 1.6, or 1.7 (ISO 32000-1) (compatible to Acrobat version 3, 4, 5, 6, 7 or 8);
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(e)
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Encapsulated PostScript Files (EPSF) for graphics / images only;
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(f)
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Tag Image File Format (TIFF) for graphics / images only;
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(g)
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Portable Network Graphics (PNG) for graphics / images only;
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(h)
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Graphic Interchange File Format (GIF) for graphics / images only;
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(i)
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Joint Photographic Experts Group (JPEG) for graphics / images only;
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(j)
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Autodesk Drawing Exchange Format (DXF) for Computer Aided Design (CAD) drawings only; or
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(k)
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Electronic-form format (VXF) downloaded from LAESP.
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Digital signature
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| 6. |
An electronic record given, presented or served under a statutory provision must be signed with a digital signature if:-
(a)
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the provision expressly requires the signature of a person; or
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(b)
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the provision requires the submission to be made in a specified form and the specified form has a signature requirement.
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| 7. |
A digital signature shall be attached to an electronic record in accordance with the Secure Multipurpose Internet Mail Extension (S/MIME) standard, the Public-Key Cryptography Standards (PKCS #7) or PDF v1.5/1.6/1.7 (ISO 32000-1).
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| 8. |
For an electronic record which comprises multiple electronic files and which has to be signed, each individual file shall be separately signed digitally.
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Others
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| 9. |
Electronic records given, presented or served shall not contain computer instructions, including but not limited to:-
(i)
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computer viruses; and
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(ii)
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macros, scripts and fields that depend on the execution environment and the execution of which will cause changes to the electronic record itself or the information system displaying the electronic record.
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| 10. |
For submission of Government forms to Government, the Electronic Government Forms (in the form of a software) should be used to generate electronic records and, if required, to make digital signatures. The format of individual supporting document, if any, attached in an electronic record should comply with all the relevant requirements specified in the Format, Manner and Procedures of Electronic Transactions.
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E-MAIL ADDRESS
Except for information that must be submitted through LAESP, submission of other information under the Legal Aid Ordinance in form of electronic records by virtue of the ETO can be made to ladinfo@lad.gov.hk.
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