1970 Evidence Convention Guide to Good Practice The Use of Video-Link Hague Conference on Private International Law – Conférence de La Haye de droit international privé 1970 Evidence Convention Guide to Good Practice The Use of Video-Link Guide to Good Practice on the Use of Video-Link under the Evidence Convention Published by The Hague Conference on Private International Law – HCCH Permanent Bureau Churchillplein 6b 2517 JW The Hague Netherlands +31 70 363 3303 +31 70 360 4867 [email protected] www.hcch.net © Hague Conference on Private International Law 2020 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, including photocopying or recording, without the written permission of the Permanent Bureau of the Hague Conference. ISBN 978-94-90265-99-1 Published in The Hague, the Netherlands FOREWORD On behalf of the Permanent Bureau of the HCCH, I am delighted to present this Guide to Good Practice on the Use of Video-Link under the Convention of 18 March 1970 on the Taking of Evidence Abroad in Civil or Commercial Matters (Evidence Convention). The drafters of the Convention had the foresight to adopt an approach that is completely technology neutral – an approach which, as this Guide demonstrates, has stood the test of time. The use of technology to facilitate the operation of the Convention has ensured that it can keep pace with the realities of our rapidly changing world. Now, as the Evidence Convention nears its fiftieth anniversary, it continues to attract new Contracting Parties from across the globe. Since the publication of 3rd edition of the Practical Handbook on the Operation of the Evidence Convention in 2016, the increasingly frequent use of video-link and videoconferencing technology has necessitated more detailed and more targeted guidance in this area. The Guide draws upon the discussions of the Experts’ Group on the Use of Video-Link and Other Modern Technologies in the Taking of Evidence Abroad, chaired by Chief Justice James Allsop of the Federal Court of Australia. The work of the Experts’ Group was mandated by the HCCH Council on General Affairs and Policy, on the recommendation of the Special Commission on the Practical Operation of the Evidence Convention. It also incorporates references to responses provided by the authorities of Contracting Parties responsible for the implementation and day-to-day operation of the Convention. At the Permanent Bureau, the main drafting and preparatory work was carried out by Ms Mayela Celis (former Principal Legal Officer) and Mr Brody Warren (Legal Officer). I also wish to thank Mr Keith Loken (Consultant on Secondment to the Permanent Bureau and former Assistant Legal Adviser for Private International Law at the Department of State of the United States of America) for his contributions to the preparation of the draft Guide. I am also grateful to the members of the Experts’ Group for their insights and comments. Finally, a special thanks to Dr Gérardine Goh Escolar (First Secretary), Ms Rym Laoufi (former Legal Officer), and Ms Lydie De Loof (Publications Officer) for their work in finalising the Guide, as well as the many interns of the Permanent Bureau who were involved in this project. While they are too numerous to be listed here, I wish to acknowledge their contributions. This Guide has been updated to November 2019. I recommend that readers consult the HCCH website on a regular basis for supplementary practical information and updates regarding the Convention. Just as the Evidence Handbook continues to be widely used and cited, I am confident that this complement to the Handbook will prove equally valuable for the users of the Convention. Christophe Bernasconi | Secretary General TABLE OF CONTENTS INTRODUCTION ........................................................................................................................................................... 7 WHAT IS VIDEO-LINK? ........................................................................................................................................... 13 ABOUT THIS GUIDE .................................................................................................................................................. 17 ABBREVIATIONS ........................................................................................................................................................ 21 GLOSSARY ................................................................................................................................................................... 25 PART A INITIATING THE USE OF VIDEO-LINK ....................................................................................... 35 A1 PRELIMINARY CONSIDERATIONS .............................................................................................. 37 A1.1 Legal bases............................................................................................................. 38 a. The use of video-link under internal law .............................................................. 39 b. The use of video-link under other instruments ............................................... 42 c. The use of video-link under the Evidence Convention ............................. 43 A1.2 Direct vs indirect taking of evidence ................................................................ 46 A1.3 Legal restrictions on the taking of evidence ................................................... 50 A2 THE USE OF VIDEO-LINK UNDER CHAPTER I ....................................................................... 52 A2.1 Letters of Request ................................................................................................. 52 A2.2 Content, form and transmission of the Letter of Request ............................. 53 A2.3 Responding to the Letter of Request ................................................................ 55 A2.4 Notifying or summoning the witness / expert and other actors ................ 56 A2.5 Presence and participation at execution of Letter of Request ..................... 57 a. Presence of parties and / or their representatives (Art. 7)...................... 57 b. Presence of members of the judicial personnel (Art. 8) ........................... 58 A2.6 Coercive measures and compulsion ................................................................ 60 A2.7 Oath / affirmation .................................................................................................. 61 A2.8 Identification of witness / expert and other actors ........................................ 62 A2.9 Penal provisions .....................................................................................................63 A2.10 Privileges and other safeguards ........................................................................ 64 A2.11 Costs ....................................................................................................................... 65 A3 THE USE OF VIDEO-LINK UNDER CHAPTER II ...................................................................... 67 A3.1 Consuls and Commissioners ...............................................................................67 A3.2 Need for permission from the State of Execution ......................................... 69 A3.3 Notification of the witness ................................................................................... 71 A3.4 Attendance, presence, participation of the parties, their representatives, and / or judicial personnel ........................................... 72 A3.5 Coercive measures and compulsion ................................................................. 73 A3.6 Oath / affirmation .................................................................................................................................. 74 A3.7 Identification of witness / expert and other actors...................................................... 75 A3.8 Penal provisions ...................................................................................................................................... 76 A3.9 Privileges and other safeguards ................................................................................................. 78 A3.10 Costs ................................................................................................................................................................ 79 PART B PREPARING FOR AND CONDUCTING HEARINGS USING VIDEO-LINK ................... 81 B1 Consideration of potential practical obstacles................................................................... 85 B2 Scheduling and testing .................................................................................................................... 88 B3 Technical support and training .................................................................................................... 90 6 GUIDE TO GOOD PRACTICE UNDER THE 1970 EVIDENCE CONVENTION – THE USE OF VIDEO-LINK B4 Reservation of appropriate facilities ........................................................................................ 92 B4.1 Use of documents and exhibits .................................................................................................. 93 B4.2 Private communications ................................................................................................................... 94 B4.3 Special cases ............................................................................................................................................