This document provides information on how to request access to use the secure file exchange, Galaxkey, to upload documents to specific workspaces (additional guidance: Secure File Exchange – GOV.UK (www.gov.uk)).
We have included additional information for providers who wish to submit a Claim a non-standard magistrates’ court payment form and/or CRM18/CRM18A forms.
Accessing SFE:
Email SFESupport@justice.gov.uk to request access.
You will need to provide the following information:
- Your name and firm domain email address (Please note: You cannot use CJSM email addresses)
- Name and firm domain email address of the person who will act as administrator for the system for your firm (if this is not going to be you)
- Firm name
- Account number
- Details of what you would like to use SFE for (see table below for more information)
Available workspaces for file uploads:
| Team name | Workspace description |
| Core testing | This workspace should be used to submit files requested for audit where it is not possible to do so by email due to size. Files are requested from all areas of the business for Core Testing, please do not confuse this with the specific team workspaces. Example: Core testing may request a non-standard fee file which has already been assessed and paid by the legal aid agency. Please upload the requested file to the core testing workspace, not the crime team workspace |
| Advocate graduated fee scheme (AGFS) | Advocates to submit evidence to support claims for work done in the Crown Court. The only information uploaded to this workspace should be evidence that would previously have been submitted on disk, USB memory device or external hard drives to the legal aid agency office in Nottingham. |
| Litigator graduated fee scheme (LGFS) | The purpose of this workspace is for litigators to submit evidence to support claims for work done in the Crown Court. The only information uploaded to this workspace should be evidence that would previously have been submitted on disk, USB memory device or external hard drives to the legal aid agency office in Nottingham. |
| Special preparation (Crime) | The purpose of the Special Preparation workspace is for providers to upload evidence in support of a Special or Wasted Preparation claim submitted under the ‘Litigator Graduated Fee Scheme and Advocate Graduated Fee Scheme’ that would previously have been submitted by Disc, USB memory device, or external hard drives to the Legal Aid Agency office in Nottingham or for material which will not upload on to the Crown Court for Defence portal. |
| Criminal cases unit (CCU) | This workspace should only be used on the following workstreams to submit supporting papers for assessment where it is not possible to do so by email due to size. •Very high cost cases (VHCC) •Proceeds of crime application (POCA) •Central funds claims Providers must contact CCU@justice.gov.uk prior to submission who will create a claim folder. |
| Mental health escape cases | The purpose of this workspace is for providers to upload files in support of mental health escape case claims. Any requests can be made to SFE or can come via the relevant email boxes: Subject header to be noted as ‘Galaxkey registration request’. Email: EC.MHU@justice.gov.uk |
| Immigration / asylum escape cases | The purpose of this workspace is for providers to upload files in support of immigration / asylum claims. Any requests can be made to SFE or can come via the relevant email boxes: Subject header to be noted as ‘Galaxkey registration request’. Email: ECImmigration@justice.gov.uk |
| Civil escape cases | This workspace should be used for submitting Civil Escape cases which include cases relating to: •Claims Against Public Authorities •Clinical Negligence •Community Care •Debt •Discrimination •Education •Employment •Family •Housing Loss Prevention Advice Service (HLPAS) •Housing •Inquest •Public Law •Welfare Benefits CLA’s can come through to the Civil EC workspace. We require the registration request to refer to CLA’s if it is just for these alone. Any associated appeals made in the above cases can be uploaded to the workspace. Any requests can be made to SFE or can come via the relevant email boxes: Subject header to be noted as ‘Galaxkey registration request’. Email: Civil-EC@justice.gov.uk |
| Peer review | This workspace should only be used on the following workstreams to upload files for Peer Review (PR) only. •Civil categories (Mental Health, Immigration & Asylum, Family and Housing) •Crime (Crown Court files and Crime Lower matters) Providers must contact Peer.Review@justice.gov.uk prior to submission who will create a workspace. Special preparation (peer review): The purpose of this workspace is for providers to upload their files for Peer Review which have been requested via a File list email sent directly to the provider. |
| CIS (Application platform used prior to CCMS) | The purpose of this workspace is to submit CIS (platform used prior to the introduction of CCMS) civil finance bills |
| High cost family (HCF) | The purpose of this workspace is for providers to upload evidence in support of a claim submitted in relation to High Cost Family cases where that would previously been submitted as files of papers to the LAA South Tyneside office for detailed assessment by the High Cost Team. |
| Contract Assurance and Risk Management and Assurance, Assurance Analyst Team (CARM/AAT) | CARM Assurance Analyst workspace (Crime / Immigration / Family / other file reviews) The purpose of this workspace is for providers to upload files and other evidence in support of Controlled Work claims and subsequent appeals where requested. |
| Housing loss prevention advice services (HLPAS) | This workspace should only be used by HLPAS providers to submit HLPAS monthly submissions using the HLPAS Contract Report Form |
| Exceptional case contract team | This workspace should be used to submit supporting files for assessment, where it is not possible to do so by email due to size. Providers must contact ECCBusinessSupport@justice.gov.uk prior to submission who will create a claim folder. |
Additional information:
Claim a non-standard magistrates’ court payment
As of the 6 July 2020 we no longer accept ‘claim a non-standard magistrates’ court payment’ (previously CRM7) through our secure file exchange (SFE) platform, as per the contingency communications sent out at the start of the global pandemic (March 2020).
From this date, ‘claim a non-standard magistrates’ court payment’ and the supporting file will need to be submitted as they were prior to the contingency arrangements coming into effect.
You can submit paper ‘claim a non-standard magistrates’ court payments’, along with the file, by post or DX. Alternatively, you can submit your ‘claim a non-standard magistrates’ court payment’ via the LAA online portal, where the file can be attached electronically, submitted by post or DX where requested.
CRM18 / A forms
The magistrates billing team, who process CRM18s, do not accept submissions via the SFE platform.
CRM18’s can either be posted (see below) or emailed to the Crime Exceptional Inbox: Crime.Exceptional@Justice.gov.uk
CRM18A’s need to be posted to the following address:
3rd Floor B3.20, 1 Unity Square, Queensbridge Road, Nottingham, NG2 1AW