PDF FunctionalityMaking the Most of PDFTranscripts and Exhibits

John GarnettDirector YesLaw

John GarnettDirector

PDF FunctionalityMaking the Most of PDFTranscripts and Exhibits

What is PDF?

PDF = Portable Document Format

Document format independent of app software or hardware

Document looks/prints the same regardless of platform Windows, Mac OSX, iPad, Android, …

Introduced by Adobe in 1993, published specification

PDF 1.7 released as public standard (ISO 32000-1:2008)

Royalty free us

Free software to view, search, markup and print PDF files

Most every computer has the ability to view a PDF

De facto rich electronic document standard (ASCII +)

Rich Document Format

Multiple fonts (typefaces, sizes, plain, bold, italic)

Accented and foreign character support (e.g. San José)

Graphic elements – page borders, logo graphics

Bookmarks for single-click access to desired content

Intra-document and external hyperlinks

Attachments – multiple files included in one file package

Digital signatures – to tamper proof documents

Built in compression

Has all the features for an excellent transcript

Practicable for use?

Electronic and platform independent

Not proprietary, e-Discovery compatible

Open standard with free viewing software for all platforms

Most every computer already has PDF viewing software

Well known file type not known as a vector for malware

Not blocked by email malware filters

Feature rich yet secure and compressed for mobile

Already an e-filing standard and understood by attorneys

Excellent solution for transcript delivery

PDF Applications

100’s of available applications across multiple platforms Windows PCs, Mac OSX, iOS iPads iPhones, Android Devices

Windows 8 “Reader” – default PDF viewing app Does not support all features – we do not recommend

Mac OSX Preview – default PDF viewing app Does not support all features – we do not recommend

Adobe provides the “Gold Standard” for PDF Files Supports all features Adobe Acrobat Reader = free viewer Adobe Acrobat Standard & Pro = create PDF files

Adobe PDF Applications

Adobe Acrobat Reader (free) View, search, print, markup, markup reporting Annotate, highlight, underline, bubble, arrows

Adobe Acrobat Reader for iPad and Android (free) Download from the app store, view, search, print, markup Save marked up transcripts then open on PC

Adobe Acrobat Standard – Pay ($) Create PDF files

Adobe Acrobat Pro – Pay more ($$) Adds attorney tools: redaction, Bates Stamping, batch processing 3D Graphic and Prepress “preflight” tools

Adobe PDF Applications

Adobe Acrobat Standard DC Buy it/perpetual license = $299 Monthly subscription (1-yr commitment) $12.99/mo Monthly subscription (month-to-month) $22.99/mo

Adobe Acrobat Pro DC Buy it/perpetual license = $449 Monthly subscription (1-yr commitment) $14.99/mo Monthly subscription (month-to-month) $24.99/mo

Adobe Acrobat DC = Document Cloud Send and track (large) documents – too large to email

Buy vs. Subscribe

Window of compatibility with Windows & Office Versions

5-Year Support Window for Application

Acrobat 8 (Nov 06) not compatible with Windows 7

Acrobat XI (Oct 12) for XP and later (not Vista) is required for compatibility with Office 2013

Adobe Acrobat DC (Apr 15) for Windows 7 and later So if your on XP you cannot buy the latest version Are you about to upgrade to Windows 7, 8 or 10? You’d have to pay to update your Acrobat software

Expect a 2-Year Release Schedule

Adobe Releases

Adobe Acrobat Version Release Date Features

Adobe Acrobat 8Reader 8 November 2006 Update 8.1 in June 2007 for Office 2007

Vista, & 64-bit Windows

Adobe Acrobat 9Reader 9 June 2, 2008 Standard creates forms

*support ended in June 26, 2013

Adobe Acrobat XReader XAdobe Reader X for AndroidAdobe Reader X (10.1) for iOS

November 15, 2010 November 18, 2010October 9, 2011

Acrobat Std & Pro save search results to spreadsheet and PDF reportsAdds mobile device support*Software supports ends in Nov 15, 2015

Adobe Acrobat XIReader XI October 15, 2012

Update for Touch/TabletOffice 2103 CompatibilityWindows XP, 7 and 8 (not Vista)No Page extract for digitally signed docs

Adobe Acrobat DCAcrobat Reader DC April 6, 2015

Adobe Document Cloud (Send and Track)New Touch/Tablet InterfaceWindows 7, 8 & 10 compatibilityNo XP and Vista compatibility

Standard PDF 14 Fonts

Times – Serif Font (Times New Roman)

Helvetica – San Serif Font (Arial)

Courier – Monospaced Font (Courier New)

Symbol: p

Zapf Dingbats:

Supported by all PDF-compliant viewers No need to provide a font descriptor in the file – keeps file small Look of document remains consistent

Monospaced vs. Variable Pitch

1 UNITED STATES DISTRICT COURT 2 NORTHERN DISTRICT OF CALIFORNIA 3 SAN FRANCISCO DIVISION 4 ---o0o--- 5 6 SECURITIES AND EXCHANGE ) 7 COMMISSION, ) 8 Plaintiff, ) 9 vs. ) No. C-08-4238 CRB10 RAJ P. SABHLOK and MICHAEL C. )11 PATTISON, )12 Defendants. )13 ______________________________)

1 UNITED STATES DISTRICT COURT 2 NORTHERN DISTRICT OF CALIFORNIA 3 SAN FRANCISCO DIVISION 4 ---o0o--- 5 6 SECURITIES AND EXCHANGE ) 7 COMMISSION, ) 8 Plaintiff, ) 9 vs. ) No. C-08-4238 CRB10 RAJ P. SABHLOK and MICHAEL C. )11 PATTISON, )12 Defendants. )13 ______________________________)

1 UNITED STATES DISTRICT COURT 2 NORTHERN DISTRICT OF CALIFORNIA 3 SAN FRANCISCO DIVISION 4 ---o0o--- 5 6 SECURITIES AND EXCHANGE ) 7 COMMISSION, ) 8 Plaintiff, ) 9 vs. ) No. C-08-4238 CRB10 RAJ P. SABHLOK and MICHAEL C. )11 PATTISON, )12 Defendants. )13 ______________________________)

Courier - Monospaced

Helvetica – Variable Pitch Times Roman – Variable Pitch

Monospaced vs. Variable Pitch

1 M A S T E R I N D E X - V O L U M E 20 2 EXHIBITS 3 FOR THE PEOPLE: 4 NO. DESCRIPTION ID. EVD. 5 2 KNIFE 5738 6 3 DIAGRAM 5761 7 4 DIAGRAM 5761 8 5 DIAGRAM 5761 9 7 CD 573010 8 CD 569111 9 TRANSCRIPT 573012 10 TRANSCRIPT 5691

Courier - Monospaced

Times Roman – Variable Pitch 1 M A S T E R I N D E X - V O L U M E 20 2 EXHIBITS 3 FOR THE PEOPLE: 4 NO. DESCRIPTION ID. EVD. 5 2 KNIFE 5738 6 3 DIAGRAM 5761 7 4 DIAGRAM 5761 8 5 DIAGRAM 5761 9 7 CD 573010 8 CD 569111 9 TRANSCRIPT 573012 10 TRANSCRIPT 5691

Hyperlinks

Hyperlinks to locations within document e.g. hyperlinked word index with page:line references

Hyperlinks to attached documentse.g. Hyperlinked exhibits attached

Hyperlinks to external webpagese.g. hyperlinks to company webpage in footer

Hyperlink to Adobe Advanced Search Tool

Hint: add Back Navigation buttons

Hyperlinks

Hyperlinks

Hyperlinks

Hyperlinks

Hyperlinks

Bookmarks

Links to co. websites: contact, schedule depo, or help page

Links to select pages: examination index, exhibit index Session Index: morning and afternoon sessionsExamination index: where each direct/cross beginsExhibit Index: where each exhibit is introducedWord Index pages

Links to attached documents: attached exhibits

Exhibit Cross Reference

Hyperlinked Word List

Bookmarks

Printing

Print with no scaling

Do not fit or shrinkoversized pages

No auto-rotate orcentering

Print Document andMarkups

Maintains youroriginal formatting

Bookmarks

Bookmarks

Bookmarks

Exhibits – Attachments Open by Default

Exhibits

Attached exhibits make the transcript file larger

Scan at 200-300 dpi and not 1200 dpi(300 dpi is 2x larger than 200 dpi)

Do not scan B&W photocopies in color(color is 10-20x larger than B&W)

What PDF version is your scanner using(1.3 PDF might be 4x larger than 1.7 PDF)

Use Adobe Acrobat to Optimize and OCR(deskew, despeckle, downsize, and OCR)

Exhibits – How Big Should They Be?

B&W photocopy of a documentB&W 200 dpi 10-15 kB/pageColor 300 dpi 20-45 kB/page

8 ½ x 11 color photographColor 250-350 kB/page

Electronic Signature and Digital Certificate

PDF FunctionalityMaking the Most of PDFTranscripts and Exhibits

John GarnettDirector YesLaw