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Acrobat 9 Legal Addendum


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Acrobat 9 Legal Addendum

  1. 1. Adobe® Acrobat® 9 Addendum: Reviewer’s Guide for Legal Professionals Microsoft® Windows® XP or Windows Vista™, Mac OS X (Adobe Acrobat 9 Pro only) Adobe Portable Document Format (PDF) lets legal professionals capture and view information from any application and share it with anyone around the world. Because Adobe PDF is an accurate and self-contained representation of a document, it has been adopted as the de facto electronic filing format by the courts. For example, the United States Federal Judiciary mandates the use of PDF in its Case Management/Electronic Case Files (CM/ECF) system. Over 320,000 attorneys have filed 31 million cases using this system.1 While Adobe Acrobat is still used often for purposes of electronic filing, legal professionals now leverage Acrobat for many other functions including document review, form authoring and data collection, Optical Character Recognition (OCR), case analysis, document security, closing binder preparation, etc. Acrobat 9 offers many new and enhanced features which can increase the productivity of legal professionals. The Adobe Acrobat 9 Family The Acrobat 9 product family features three versions: Acrobat 9 Standard, Acrobat 9 Pro, and Acrobat 9 Pro Extended. We’ve provided you with Acrobat 9 Pro Extended so you can experience the widest range of capabilities of the products. In the main Acrobat 9 Reviewer’s Guide, we’ve included a table that describes which features are available in each version of the product—and which features are new or enhanced in each version. We have also indicated which features are new or enhanced throughout this document. This Guide is an Addendum This addendum should be used in adjunct to the Acrobat 9 Reviewer’s Guide, which provides a comprehensive overview of the key new and enhanced features of the product family. This addendum contains feature commentary of specific interest to legal professionals. 1 Source:
  2. 2. 2 Table of Contents Solving Client Communication Problems with PDF Portfolios 3 NEW: Using PDF Portfolios for Case Analysis 4 Embedding a Search Index 4 NEW: Use Case PDF Portfolios for Court Reporting 5 Enhanced Export to Microsoft Word 5 Enhanced: Save a PDF as a Word File 5 Enhanced: Can you do that to a lot of files? 6 Bates Numbering 7 Enhanced: Using the Bates Numbering Feature 7 New: Split Document 9 Typewriter Tool 10 Enhanced: Using the Typewriter Tool 10 New: Document Comparison 11 Enhanced: Metadata Removal 12 Other Noteworthy Enhanced Features 14 Enhanced: PDF Preflight Fix-up for Font Embedding 14 Enhanced: Simplified Document Scanning 14 Enhanced: Improved Text Touch-up Editing 14 Enhanced: New OCR Option: ClearScan 14 Enhanced: Easy Conformance with PDF Standards 16
  3. 3. 3 Solving Client Communication Problems with PDF Portfolios Delivering professional, easy-to-understand sets of documents to clients is a challenge for law firms. Have you ever received an e-mail message with multiple attachments? What are the attachments? Why are they there? In what order should I read them? When an e-mail attachment is open, context for the viewer changes. Any instructions in the e-mail are not visible when viewing an attachment in another application. While e-mail is a great delivery mechanism, an e-mail message isn’t an efficient way to organize and deliver documents. PDF Portfolios created with Acrobat 9 offer an easy way to deliver a final set of documents so that the client… Comprehends the purpose of the documents• Understands the relative value of each document• Knows what do with the documents• Doesn’t lose important documents• More importantly, PDF Portfolios are engaging and add value to the set of documents. Do you ever get an e-mail with lots of attachments? It can often feel confusing and overwhelming to recipients. The Grid View of a PDF Portfolio includes thumbnails and icons. The sliding view is animated. The List View offers a spreadsheet-like view of a set of documents. In this view, fields may be sorted to find the types of documents needed.
  4. 4. 4 NEW: Using PDF Portfolios for Case Analysis Case analysis is the process of looking at the documents in a case and making decisions about them. Quickly finding a key fact among hundreds or even thousands of documents efficiently can help attorneys save time and win cases. Many solo and small firms do not own a dedicated software program for case analysis. Using PDF Portfolios, it is possible to collect, analyze, and search across thousands of documents while keeping them more securely organized and in one place. PDF Portfolio header fields may be created to track important facts associated with documents such as the issues, people, document types, bates numbers, etc. Header fields may then be sorted by issue, date and so on. An example of a PDF Portfolio used for case analysis. Embedding a Search Index PDF Portfolios may contain an embedded search index which offers fast keyword search across all the documents contained in the PDF Portfolio. To add a full text index to a PDF Portfolio, choose Advanced > Document Processing > Manage Embedded Index More Powerful than PDF Packages Acrobat 8 added a PDF Package feature that many legal professionals found useful for case analysis. See Acrobat 9 offers many improvements in this area: • Instant entry into header fields • A date field type to allow the notation and sorting of dates to establish a timeline • Ability to find text in files other than PDF including Microsoft Word, Excel, and PowerPoint • Ability to preview files other than PDF including Microsoft Word, Excel, and PowerPoint
  5. 5. 5 NEW: Use Case PDF Portfolios for Court Reporting Court reporting agencies need to securely send groups of files to their legal service clients. For example, the agency may send an ASCII deposition transcript, PDF version of the transcript, a large number of exhibits, and various instructions. Court reporting agencies also increasingly offer video deposition services. Ensuring that video can play on all of the operating systems in use by clients is a challenge. Acrobat 9 Pro Extended allows court reporting agencies to convert many different formats of video to Adobe Flash® video which can be embedded natively—along with other deposition documents—into a PDF Portfolio. Now, with the free Adobe Reader® 9, court reporters have a platform- and player-agnostic method to distribute video depositions. Enhanced Export to Microsoft Word Acrobat 9 offers enhanced—and more editable—export to Microsoft Word. Legal professionals often receive documents in PDF which need to be revised. For example, a firm may need to respond to interrogatories sent as a PDF. Enhanced: Save a PDF as a Word File To save a PDF as a Microsoft Word file: Choose File > Export > Word Document. Flow or Layout Acrobat 9 allows you to choose how a file is exported to Microsoft Word or RTF formats. A new option—which is also the default choice—is Retain Flowing Text. This option favors easy editing over exact positioning on the page.
  6. 6. 6 Enhanced: Can you do that to a lot of files? Performing OCR on one document is easy. What if you need to make 20, 50, or 1,000 documents searchable? Or, add a watermark on 100 documents? Acrobat 9 now makes it easy to perform operations across multiple files: OCR• —(Document > OCR > Recognize Text in Multiple Files using OCR . . .) Headers and Footers• —(Document > Header and Footer > Add. . . ) Background• —(Document > Background > Add/Replace. . . ) Watermark• —(Document > Watermark > Add . . .) Reduce File Size• —(Document > Reduce File Size . . .) Split Document• —(Document > Split Document . . .) Export to Word and other formats• —(File > Export > Export Multiple Files . . . ) Create PDF• —(File > Create PDF > Batch Create Multiple Files . . .) Acrobat 9 makes it easy to perform operations on multiple files. Above: Adding a watermark to multiple files. An“Apply to Multiple”button is available. A simple interface allows the user to add a number of files to be processed.
  7. 7. 7 Bates Numbering Acrobat 9 improves upon previous versions by offering the following new Bates Numbering features: Simplified selection window to add either files or folders to a Bates run. In addition, sort files for improved ordering.• Rename files to the Bates Number range. For example, a 15-page document with a starting Bates number of 004567 would• be automatically renamed 004567-004582. Bates number files in a PDF Portfolio.• Convert files other than PDF to PDF and Bates number.• Create log file of Bates operation.• Enhanced: Using the Bates Numbering Feature 1. Choose Advanced > Document Processing > Bates Numbering > Add. 2. Click the Add Files button at the top of the Bates Numbering window. About Bates Numbering Law firms and the courts have unique numbering needs for sharing documents in discovery. Counsel, opposing counsel, and the courts need a common numbering system when referring to documents. The Bates Company— around the year 1865—invented an automatic stamping machine that numbered progressively. Each time the machine was pressed down onto a sheet of paper, a rotating wheel incremented by one. Pages were generally numbered using a six-digit sequence. For example, page 921 in a document set would be 000921. Courts and law firms quickly adopted this system which is commonly referred to as Bates Numbering. Today, it is fast and affordable to convert all case documents to PDF and then Bates stamp. Inexpensive scanners such as the Fujitsu ScanSnap (approximately US $400) scan 18 double-sided pages per minute directly to PDF format. 3. Click the Output Options button. a. Number documents in place or number and place in a new folder as a copy. b. Adjust filenames with a prefix/suffix or rename to the Bates range: e.g. 105340-105347.pdf. c. Create a log file for the Bates process. 4. Click OK to exit Output Options. 5. Click OK again.
  8. 8. 8 Bates Appearance Options If you have documents which extend edge-to-edge, Acrobat 9 can shrink them as needed so that the Bates Number won’t appear on top of page elements. If your documents vary in page size, you may elect to keep the position of headers and footers consistent. 6. The Bates Numbering window appears. a. Settings may be saved and reapplied. b. Set the Font, Size and Color of text. c. Set Appearance Options (see sidebar). d. The Add Header and Footer window allows you to control the style and placement of the Bates number on the document. Bates Numbers and Metadata The position and location of Bates numbers are stored in document metadata. If the Examine Document feature is used to remove document metadata, the Remove Bates Numbers menu item will no longer be available. Bates Logging A log file is written which contains the original document name, starting Bates Number and ending Bates Number. Insert Bates Number Bates Numbers may have both a prefix and a suffix. Make sure to leave spaces or dashes before/after either a prefix or a suffix to keep the Bates Number easy to read.
  9. 9. 9 New: Split Document Clients sometimes have limits on the size of files which may be accepted through their email gateways. Sending a client a 7MB file may not be possible. Courts which offer electronic filing publish rules which specify how PDF documents are filed. Some courts offer a limitation on the total file size—typically two to five megabytes. Other courts limit the number of pages to 200, 300, or 500 pages per file segment. The new Split Document feature in Acrobat 9 allows legal professionals to split documents three different ways: By file size• By number of pages• At top-level bookmarks• To split a document: 1. Open a PDF. 2. Choose Document > Split Document. 3. Select the way you wish to split the document: Why would I split by Top-level Bookmarks? Setting bookmarks to delineate major sections for electronic filing allows legal professionals to have more control over where a document will be split. Using Top-level Bookmarks, an attorney can make sure that an exhibit is not split into multiple parts. To ensure that each segment is split correctly, place a top-level bookmark for the first page of the file. Bookmarks should be placed in logical page order for best results. 4. Click Output Options to set labeling and location: 5. Click OK to exit the Output Options window. 6. Click OK to split the document.
  10. 10. 10 Typewriter Tool The Typewriter tool, first introduced in Acrobat 7.05, offered a simplified way to add text on top of a document. Like a typewriter, it was limited to black, Courier text. The updated tool in Acrobat 9 offers the following improvements: Typeface• Typeface Color• Typeface Size• Enhanced: Using the Typewriter Tool 1. Choose View > Toolbars > Typewriter. 2. Click the Typewriter icon on the toolbar to type anywhere on top of a document. 3. Select the text you typed and use the Typewriter toolbar to make other changes. Typewriter Entries are Annotations Each entry made with the Typewriter tool is an Acrobat annotation and will appear in the Comments panel. Adobe Reader Users Can use the Typewriter! Acrobat 9 Pro and Acrobat 9 Pro Extended users may enable documents so that users of the free Adobe Reader can type on top of a document. Choose Tools > TypeWriter > Enable Typewriter Tool in Adobe Reader…
  11. 11. 11 New: Document Comparison Legal professionals need to protect work product when sharing documents with clients or opposing counsel. Since PDF documents are not easily editable, the format has become a standard for document exchange in the legal market. With both sides exchanging documents in PDF, firms need a robust tool to compare PDF documents to detect textual changes. Acrobat 9 includes a Document Comparison feature which helps legal professionals quickly spot changes in documents. What new Document Comparison features are in Acrobat 9? Acrobat 9 includes a completely new document comparison engine which may be controlled via an easy-to-access panel. Detected changes are stored as document annotations which may be sorted, analyzed, and even summarized to create a new document. The new comparison engine can be“tuned”to focus or ignore document components such as headers and footers, backgrounds, and images. This feature allows attorneys to quickly detect key textual changes where they are most likely to be encountered in the body of the document. Unlike other document comparison tools, Acrobat does not force users to view two documents in a side-by-side view (although a synchronized side-by-side view is available). The “one-up”view allows legal professionals to focus on key changes and avoid mistakes. Summarize the Differences! A useful and visual method to spot differences is to summarize the comments made by the document comparison engine. After running a comparison, choose Comments > Summarize Comments. Summarize Comments Window. Try the second option. A Summarized Document showing all the changes from the original is an easy way to spot changes. Show changes at the character level. How do I compare two scanned documents? 1. OCR each document. 2. Choose Document > Compare Documents . . . 3. Choose the left most option (Reports, etc.).
  12. 12. 12 Enhanced: Metadata Removal In recent years, legal professionals have become increasingly aware of the risk of accidental disclosures of confidential information in document metadata. While PDF is relatively benign compared to Microsoft Office documents, legal professionals require the equivalent of digital bleach—the ability to easily find and remove document metadata. The enhanced Examine Document feature in Acrobat 9 ensures that documents are clean and safe to send. Acrobat 9 can remove metadata, hidden text, bookmarks, comments, and other potentially dangerous information from documents. To examine a document for metadata: 1. Choose Document > Examine Document. 2. The new Examine Document panel opens. What is hidden text? Hidden text is any text which is not visually apparent in the document. Some examples are: 1. Black text on a black background. 2. White text on a white background. 3. Colored text on an identical or similarly colored background. 4. Text that is obscured by another object. 5. Text that is three points or smaller. Small text may appear visually as dirt at certain view percentages. The Hidden text category is expanded. 3. Click a + sign to expand a metadata category. Improvements in Examine Document 1. Examine and remove hidden text, layers, and objects on a per item basis. 2. Preview any type of metadata. 3. Examine metadata from a convenient panel. 4. Examine Document is now available via Batch Processing.
  13. 13. 13 4. Click the Show preview text to preview the metadata. Preview of Hidden Text in document. 5. Click OK to exit the metadata preview. 6. To remove metadata from the document, check the appropriate categories and click the Remove button at the bottom of the panel. Why give the other side the benefit of your OCR? Examine Document can remove the hidden text for a PDF which has been scanned and OCR’d. Acrobat 9 Pro and Acrobat 9 Pro Extended users can run Examine Document via a Batch Sequence to remove text from hundreds of documents at a time. Check it out: Advanced > Document Processing > Batch Processing.
  14. 14. 14 Other Noteworthy Enhanced Features Enhanced: PDF Preflight Fix-up for Font Embedding The United States Patent and Trademark Office (USPTO) and other regulatory agencies require that all documents uploaded to the agency have fonts embedded. Firms sometimes receive documents from experts or co-counsel which may not contain all the fonts necessary to pass the USPTO’s requirements. To see this feature, choose Advanced > Preflight. Enhanced: Simplified Document Scanning Acrobat 9 offers a simplified document scanning interface which allows novice users to quickly take advantage of a digital workflow. Presets are available for the most common scanning tasks such as black-and-white, grayscale, and color. Acrobat scanning features may now be launched from the front panel buttons on most scanners. To see this feature, choose File > Create PDF > From Scanner and choose one of the options. A TWAIN or ISIS compatible scanner is required to use this feature. Enhanced: Improved Text Touch-up Editing An enhanced Text Touch-up tool makes it possible in most cases to do simple inline edits which will reflow paragraphs. First, choose Edit > Preferences and choose the Touchup Text category. Enable reflow and close Preferences. Next choose Tools > Advanced Editing > Touchup Text. Enhanced: New OCR Option: ClearScan ClearScan is a new OCR option designed to improve the appearance of scanned paper documents: Searchable Image OCR at 400% ClearScan OCR at 400%
  15. 15. 15 4. Click the Edit button. 5. Choose ClearScan from the PDF Output Style menu. To try ClearScan OCR: 1. Open an existing image-only PDF. 2. Choose Document > OCR Text Recognition… 3. The Recognize Text window appears: 6. Click OK twice. Why use the ClearScan OCR option? ClearScan produces documents that are easier to read on most monitors. Since ClearScan documents contain vector renditions of characters, print speed may improve.
  16. 16. 16 Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA World Wide Web This document was created with Adobe InDesign® CS3 software and font software from the Adobe Type Library. © 2008 Adobe Systems Incorporated. All rights reserved. Adobe, the Adobe logo, Acrobat, Flash, and Reader are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. Mac OS is a trademark of Apple Inc., registered in the United States and other countries. Microsoft, Windows, and Windows Vista are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners. 05/08 Enhanced: Easy Conformance with PDF Standards PDF/A—PDF for Archiving—is an ISO Standard intended for the long term archiving of documents. Law firms may need to create PDF/A files because a number of regulatory agencies prefer or mandate the use of PDF/A. Acrobat 9 makes it easier to convert existing PDF documents for conformance to the PDF/A standard: 1. Open an existing PDF. 2. Choose File > Save As. 3. Choose PDF/A from the Save as Type list at the bottom of the window. When you open a PDF/A document, a new Standards panel appears: The new Standards panel allows users to quickly detect if a PDF conforms to regulatory standards.