Easy-To-Use, Secure Transcripts Accepted by the Courts and Corporate Email Systems

Easy-to-use, secure transcripts accepted by the courts and corporate email systems

Improve your professionalism with RB-PDF transcripts

We know that change can be hard, but sometimes it’s necessary. For example, you might be happy with your current transcript solution — or at least so used to its idiosyncrasies that you think you are comfortable with it — so why change?

If you are not receiving transcripts in PDF format, we can think of a few reasons to request them, which are detailed below. Most importantly, PDF is fast becoming the standard format in the courts, so soon you may have no choice but to switch. (Visit www.uscourts.gov/cmecf/cmecf_about.html to learn more.)

We make it easy by offering you RB-PDF transcripts, which improve on popular transcript features, such as easy keyword searches, while adding important new features, such as compatibility with business email systems and the courts.

We invite you to request RB-PDF transcripts with your next order. Then, use the handy instructions on the back of this brochure to view, search and print your transcripts. Please contact us if you have any questions or would like a demonstration.

What is PDF?

PDF, “Portable Document Format,” is a universal file format which can be viewed on any computer (Mac, PC, Unix, etc.). Documents created in other formats can be converted to PDF, and the resulting PDF file will look the same as the original file.

With PDFs, the recipient does not need the program the original document was created in to be able to view the document as it was intended. All they need is the free Adobe Reader installed on their computer.

Of particular interest to the legal community, PDF:

• is full-text searchable across multiple documents simultaneously;

• can be digitally signed;

• is secure, so it is accepted as an email attachment through company firewalls;

• can print condensed transcripts;

• is the preferred format in the federal courts for e-filing and archiving;

• can be saved as an image file for trial presentation purposes.

The latest version of Adobe’s PDF creation tool, Acrobat 8 Pro, includes:

• true redaction, so you can delete selected content instead of covering it up;

• metadata flags, so you can find and remove hidden data, attachments and comments;

• Bates numbering.

What is RB-PDF?

RB-PDF is a transcript format with several unique features for lawyers.

Depending on your preferences, RB-PDFs can:

• include printable word indexes and/or hyperlinked word indexes;

• be emailed to you and/or you can download them from our website;

• have exhibits embedded in them, so you can access any exhibit by clicking a reference to it in the transcript;

• have the original ASCII file and/or a Summation file attached to it;

• be compiled with other transcripts into a single file, instead of multiple individual files.

What is ASCII?

ASCII is the simplest form of text with no intrinsic formatting mechanism, so it can be read and edited in a variety of word processing applications. Like PDFs, ASCII files can be viewed on any platform and cannot be infected with computer viruses. However, due to the lack of formatting, ASCII files cannot be guaranteed to read the same on every computer.

Benefits of PDF over ASCII

• PDF retains the appearance of the original document and is read-only, guaranteeing page and line integrity.

• Exhibits can be hyperlinked to their references within the transcript and embedded in the PDF.

• PDFs can be digitally signed and password protected.

• PDFs can be full-text searched across multiple documents at once.

• PDF is the preferred format for e-filing with the courts.

What about other formats?

Other transcript formats, such as e-Transcript, are proprietary formats with dedicated features for the legal profession, such as keyword search, embedded exhibits, guaranteed page and line integrity, digital signatures and condensed printing. Due to their proprietary format and their potential for harboring computer viruses and other security risks, these types of files are not accepted by many companies’ email systems, nor are they recommended for archival purposes.

Benefits of PDF over other transcript formats

• As a universal file format, a PDF file can be read on any operating system using the free Adobe Reader.

• It is considered safe to email and can pass through most computer firewalls, due to its virus protection and recognized reliability.

• PDFs have more search capabilities beyond simple keyword searches. They can be searched with multiple search criteria through multiple documents, such as an entire folder, at once. Refer to “How to search RB-PDF transcripts” for more information.

• PDFs can be saved as image files for trial presentation purposes.

• PDF is becoming the standard format for legal documents: 98% of the federal courts use PDF for archive documents and electronic filings; international and lower courts are implementing similar systems.

• PDFs can be made accessible to people with disabilities and/or for mobile devices, such as cell phones and PDAs.

Using RB-PDF transcripts

RB-PDF transcripts are easy to use. To begin, double-click the file ([filename].pdf) to open it.

• If it opens in Adobe Reader, you can read, search and print either full-size or condensed.*

• If it opens in Adobe Acrobat 8 Professional, you can also perform redaction, apply Bates Numbering and search for and remove metadata.*

• If it does not open, download and install the free Reader from www.adobe.com.

* Depending on security settings.

How to search RB-PDF transcripts

You can search PDFs in either of two ways: Find, for simple keyword searches, or Search.

Simple keyword searches

Quickly located a keyword or phrase in an open PDF document with the Find toolbar.

1. To access the Find toolbar:

In Acrobat, click Edit > Find or press Ctrl+F/Command+F.

In Reader, it’s located at the top of the Reader window.

2. Enter a keyword or phrase in the Find text field.

3. To restrict your search, click the arrow next to the text field and choose one of the selections, such as:

Whole words only – Finds only occurrences of the complete word you entered.

Case-Sensitive – Finds only occurrences of the words that match the capitalization you entered.

4. Press Enter/Return. Or in Reader, select Find Next in Current PDF in the text field drop-down.

5. The first instance of the search text in the document highlights. Repeat step 4 or click the Next icon on the Find toolbar to find additional instances of the search text.

Additional searches

Use the Search window for more complex searches, such as multiple criteria and/or multiple document searches. Acrobat finds all the instances that meet the criteria and returns the results in a hyperlinked list so you can quickly locate any entry.

Note: If documents have security restrictions, you cannot search them as part of a multiple-document search. You must open those documents first and search them one at a time.

1. To access the Search window, click Edit > Search, select Open Full [Reader/Acrobat] Search from the drop-down menu on the Find toolbar, or Shift+Ctrl+F/ Shift+Command+F.

2. Enter a keyword or phrase in the text field.

3. Choose which document(s) you want to search. For a multi-PDF search, click All PDF Documents In, then:

Select one of the default locations in the pop-up menu. Or

Choose Browse For Location. Select the location you want to search, and click OK.

4. Click the checkboxes to restrict your search. To specify additional search criteria, see “Using advanced search options.”

5. Click Search.

Note: During a search, you can click a result to view it without interrupting the search. Clicking Stop under the search-progress bar cancels further searching and limits the results to the occurrences already found. To see more results, run a new search.

Using advanced search options

1. Click Use Advanced Search Options near the bottom of the Search window. Enter a keyword or phrase and choose a location to search as outlined above.

2. In the Return Results Containing drop-down, choose:

Match Exact Word Or Phrase – for the entire string of characters, including spaces, in the same order as entered.

Match Any Of The Words – for any instances of at least one of the words typed.

Match All Of The Words – for instances that contain all your search words, but not necessarily in the order you type them.

Boolean Query – for instances in which you used Boolean operators in your keyword/phrase search entry.

3. With a multi-PDF search, you use the drop-downs and their related text fields under Use these additional criteria to restrict your search based on file characteristics such as File Name or Date Created.

4. Click the single checkboxes to further restrict your search to whole words, case matching, or words stemming from the same root word (i.e., a search for opening also returns open, openly, opened, opens).

5. Click Search.

How to print condensed RB-PDF transcripts

With PDF, you have the ability to print full or condensed (up to 16 pages per sheet) versions of any transcript. Use the following process to print condensed transcripts.

1. With the transcript open in Reader or Acrobat, choose File > Print.

2. Under Page Handling, choose Multiple pages per sheet in the Page Scaling drop-down.

3. The default scaling is 4 pages on a sheet. Change the number, if desired, by selecting another option in the Pages per sheet drop-down.

4. Check the Preview window on the right side of the dialog box, make adjustments to your selections if needed, then click OK.

Note: More information on viewing, searching and printing PDFs can be found in the Adobe Reader and Acrobat Pro help menus.