1 TOP TIPS: PDFing in Your Practice: What Every Estates Lawyer Should be Doing with Acrobat and PDFs 2012 Wisconsin Solo & Small Firm Conference October 2012 Ross L. Kodner, Esq. MicroLaw, Inc.
2 Your Presenter: Ross L. Kodner, Esq. CEO/Senior Legal Technologist MicroLaw, Inc. Milwaukee/Madison, WI Web: Marquette Univ. Law School, 1986 (Law Review) Founded MicroLaw, Inc. in 1985 Legal Technologist, Educator, Author More than 1500 law offices assisted across North America Frequent author and speaker nationwide on legal technology subjects Chair, Milwaukee Bart Technology Committee and Wisconsin Law & Technology Conference ( ) Founder: Wisconsin Solo & Small Firm Conference (2008) Chair, ABA LPM Section Computer & Technology Division and Member, TECHSHOW Board, Co-Chair, LegalWorks Planning BoardLegalTech CLE Planning Board ( ) Technolawyer Legal Technology Consultant of the Year 1999 (Lifetime Achievement Award), Contributor of the Year 2001, 2002, 2005, 2006 Author, How Good Lawyers Survive Bad Times (ABA Publishing, 2009 tinyurl.com/howgoodlawyers) Columnist, SmallLaw Technolawyer.com (2006- Present)
3 The PDF First Approach More and more lawyers and legal professionals are migrating to a PDF First methodology for electronic document exchange and for internal storage of scanned documents PDF is a non-proprietary file standard with Adobe s Acrobat being the most popular toolset available PDF has many advantages as a file format...
4 Advantages of the PDF First Approach PDF format advantages include: Universal visual compatibility when sending documents to people who ALL have the free Adobe Acrobat Reader Acrobat Reader pre-installed on all systems today Eliminates MOST Microsoft Word Metadata issues and with other programs as well Can create secure files that can t be tampered with by the recipient Can create smart forms for electronic fill-in Can be fully text-searchable, making them a strong candidate as a standard document storage format, especially for imaged files
5 Electronic Exchange of Legal Documents: Ethical Challenges Sending documents electronically is a pervasive fact of life in law practice every single day With an ethical obligation to maintain client confidences, the challenges of sending documents via are myriad Open internet is inherently insecure and arguably, using it for client communications is per se unethical, absent ethical rules permitting it... (few and far between)
6 Ethically Sending Attachments Sending editable Word, Excel or PowerPoint files as attachments means disclosing large amounts of potentially confidential information contained in the metadata beneath the surface of the document Converting those files first to SECURE PDF files addresses the security concern, especially if password protected Adobe Acrobat Standard and Pro allow this capability
7 Ethically Sending Itself While not specifically the subject of this presentation, there are many ways to secure Outlook Add-ins to Outlook such as Symantec s PGP Desktop are highly effective for encrypting on the sender s end and then decrypting it on the recipient s end Or you services such as Yousendit.com or Sendthisfile.com to send securely encrypted s and attachments to anyone
8 The PDF Players Some programs (i.e. Corel s WordPerfect Office Suite) and some imaging products incorporate PDF-ing capabilities without using a third-party PDF writer However, most applications require a PDF writer module Adobe is the primary player in the PDF scene with its Acrobat Standard, Acrobat Professional and Acrobat Elements applications Pricing per seat ranges from: Professional MSRP: $449 / Upgrade: $149 - Street: $340ish (less with licensing) Standard MSRP: $299 / Upgrade: $99 - Street: $200ish Elements MSRP - licensing only for seats
9 Adobe Hits a Legal Home Run with Acrobat X They Listened to Lawyers Needs and Met Them Acrobat 9 took the PDF toolset from utility status to full-blown legal document generation application and the latest X (10) goes further New functions we need: Smart Security - setup up security profiles you can apply to your outbound PDFs with a single click Security Reminders -be reminded to turn on PDF security when you create a PDF Virtually instantaneous program loading Bates stamping and secure redaction Enhanced editing, document comparison a lawyer s dream Smart Security - setup up security profiles you can apply to your outbound PDFs with a single click
10 Acrobat XI is Just Appearing More of an evolution of X than anything else Acrobat XI has just been released in early October Lots of info about new functions here: You can now formally edit PDFs (more easily than before) Much easier ability to work with and create fillable forms for your clients to fill out You can much more easily restrict editing of your PDFs protecting your client/case information when you send out PDFs to others
11 The Adobe Acrobat Family PDFing in Your Practice for Solo & Small Firms Adobe is the primary player in the PDF scene with its Acrobat Standard, Acrobat Professional and Acrobat Elements applications
12 Acrobat X s Radically Changed Appearance Some Love It, Some Not So Much... Either Way, It s Very Different Acrobat X brings a radically different interface and visual look and feel compared to prior versions you might be familiar with There are three core tool panels that open on the right side of the screen: 1. The Tools panel controls virtually all core PDF-usage functions and is the panel you ll use most often, likely having it always open. 2. The Comments panel handles all markup and review functions. 3. The Share panel is focused on electronic PDF-based collaboration and is likely to be used the least. Let s take a look at the new Acrobat Pro X lay of the on-screen land, shall we?
13 Acrobat X s Radically Changed Appearance Some Love It, Some Not So Much... Either Way, It s Very Different The new Open screen appears when you first launch Acrobat X Pro accessing recent files and with some basic Getting Started functions
14 New York LegalTech The new menus and February 2004 PDFing in Your Practice for Solo & Small Firms buttons are minimalist, shifting functions to the control panes to the right The new control panes with Tools used most often
15 Touring the Panes The Tools Pane Will Be Most-Used The new Tools Pane and its Pages, Content, Forms, and Action Wizard sections
16 The Tools Pages Functions You ll Use Them Daily! The Pages section lets you rotate, delate and insert pages, as well as add Headers/ Footers and Bates stamps
17 Touring the Panes Content Section for Editing / Adding The Content section lets you edit text, use the Typewriter (Add or Edit Text Box), imbed pictures and video, etc.
18 Touring the Panes The Action Wizard for OCRing Text The Action Wizard let s you create PDF macros as well as Recognize Text to make PDFs searchable
19 Touring the Panes Thou Shalt Protect Thine Text! The Protection section lets you encrypt and secure as well as securely redact content in your PDF
20 The Adobe Acrobat Family PDFing in Your Practice for Solo & Small Firms Adobe is the primary player in the PDF scene with its Acrobat Standard, Acrobat Professional and Acrobat Elements applications
21 Biggest Differences Between Acrobat Standard and Pro? Several major differences for legal users: Pro has the Space Optimizer function to shrink PDF file size (great for exhibits that are graphical) Pro has the ability to create fillable forms - Standard only can fill them in, not create them Pro has Bates stamping Pro has secure Redaction
22 Saving an Optimized PDF Saving an Optimized PDF can dramatically shrink the size of the file sometimes as much as 75% smaller than the original. Zero downside the file looks exactly the same. This could make it possible to a file that might otherwise be too large to avoid rejection by a recipient s system.
23 Acrobat The Typewriter Extremely useful no eed to use a physical ypewriter (except for ulti-part forms)! Let s you type directly on a scanned form Fill in all the blanks and checkboxes, just like a real typewriter Edit your typewritten entries later no more correction tape! Let s see it in action! Select the Add/Edit Text Object item from the Content section of the Tools pane in Acrobat, then press the Typewriter button from the toolbar that appears
24 Acrobat The Typewriter Here s the new Typewriter Toolbar that will be visible in Acrobat
25 Acrobat The Typewriter Click the Typewritter button from the Toolbar, position your cursor and just type away, just as if you were typing on a paper form using a traditional typewriter
26 Acrobat The Typewriter You can edit or reposition the typed item anytime later. Press ESC to turn off the typing insert mode, changing your Acrobat cursor to a small hand. Then click on the typed text to select it. You can then move it, or double-click in it to go into edit mode to change the text (see next slide)
27 Acrobat The Typewriter In edit mode, you ll see several options become available on the Typewriter Toolbar including icons to increase or decrease the size of the text, changing line spacing and changing the font and type size. You can also edit the text itself while in this mode.
28 Acrobat The Typewriter When done, just so a File Save to save your changes be sure not to overwrite the original blank form you might want to use it again (so a Save As may make more sense)
29 Bates Stamping Major differences for legal users: Incredibly versatile Bates stamping functions Secure redaction (can t be removed without a password) Acrobat X Reader will allow saves of forms Automated form field recognition and fill-in with Pro Handy for estate planning and corporate books too! Go to Tools, Pages, Edit Page Design to select Bates Numbering
30 Acrobat Bates Stamping Setting up Bates Numbering ptions is one of the key steps, s well as laying out the ppearance and location of the ates Numbers to be stamped n your PDFs Stage your PDFs first an ption so you don t overwrite our original discovered ocuments if this is mportant to you.
31 Bates Stamping Step by Step Next step choose and organize the files you want to Bates stamp using Add Files first, then Arrange Files to put them in the order in which you want them numbered and stamped Add files or folders stage first if it makes sense
32 Next, set your Bates stamp settings for a particular case (and save them for that case). Indicate the position, format, etc. PDFing in Your Practice for Solo & Small Firms
33 Bates Stamping Step by Step Adjust the final appearance setting to determine whether the Bates stamps will appear OVER the text or the text will shrink to allow room to fit the stamp
34 Bates Stamping Step by Step Finally, set your umbering format and ou re done and ready to pply the stamps!
35 Acrobat Secure Redaction Major differences for egal users: Incredibly versatile Bates stamping functions Secure redaction (can t be removed without a password) Acrobat X Reader will allow saves of forms Automated form field recognition and fill-in with Pro
36 Acrobat Secure Redaction Major differences for egal users: Incredibly versatile Bates stamping functions Secure redaction (can t be removed without a password) Acrobat X Reader will allow saves of forms Automated form field recognition and fill-in with Pro Go to Tools, Protect, Redact
37 Acrobat Secure Redaction Secure redaction is a two step process: Marking for Redaction, and Applying Redactions
38 Acrobat Secure Redaction Redaction Toolbar controls all secure text redaction functions When redaction is applied to a document it cannot be removed, period so save the redacted version separately!!
39 Acrobat Secure Redaction There are different redaction modes select a rectangle, or select text then preview the redaction
40 Acrobat Secure Redaction Check the redaction properties in a document Go to Advanced Redaction Redaction Properties
41 Acrobat Secure Redaction Search for matching text that needs redaction, then apply redaction to the document found under Advanced, Redaction, Search and Redact
42 Acrobat Bookmarks Create a Table of The Bookmarks function lets you create a clickable Table of Contents to navigate throughout your document. Properties allow you to be sure the next person who opens the file can see your Table of Contents. Click the Bookmarks icon on the left side of the screen to start. Contents
43 Acrobat Bookmarks Create a Table of Next, scroll to the page you wish to add to your Table of Contents ( Bookmark List in AcrobatSpeak). Then click the Add Bookmark function and type the title of the bookmark, or... Quick Tip: Highlight a section title in the PDF, then click the Add Bookmark function and watch what happens! Contents
44 Bookmarks = Table of Contents+ Be sure to save after adding bookmarks or you will lose them! Also, you can reorder them by click and dragging takes a little mousing practice Be sure to set your Properties to display Bookmarks when the file is opened, otherwise people won t see them!
45 Acrobat Finishing PDFs with Properties When finishing a PDF before sending, polish it with Properties Properties allow you to enter contact information and control the initial view the recipient sees when they open your PDF Go to File / Properties to get there Be sure to re-save the PDF when done!
46 Acrobat Finishing PDFs with Properties Adjust the Navigation tab to either Page Only or Bookmarks Panel and Page if you ve employed Bookmarks in your PDF Adjust the Page Layout to Single Page and Magnification to Fit Page then the recipient will see a full page when they open the PDF
47 Acrobat Finishing PDFs with Properties On the Description tab, you can add a Title, Author, Subject and in the Keywords, you could add full contact information Also check the File Size to make sure the file isn t too large to send as an attachment if it is, use a large file sending service such as YouSendIt.com or SendThisFile.com
48 Searching Your PDF Files Text-based PDFs can be full-texted search by search engines and PDF-aware document managers like Worldox Use the Recognize Text Function (formerly called Paper Capture ) function to convert non-text documents into searchable text it s under Tools, Recognize Text SAVE WHEN DONE!
49 Searching Your PDF Files Text-based PDFs can be full-texted search by search engines and PDF-aware document managers like Worldox Use the Recognize Text Function (formerly called Paper Capture ) function to convert non-text documents into searchable text it s under Tools, Recognize Text SAVE WHEN DONE!
50 Acrobat Packaging = 3- Ring Electronic Binders Combine multiple PDF files into a electronic three-ring binder which is hyperlinked and fully navigable with an automated Acrobat Bookmark list! Uses limited only by your imagination! Go to File / Combine / Merge Files into a Single PDF to start...
51 Acrobat Packaging = 3- Ring Electronic Binders Next, from the Combine Files screen, select Add Files or Add Folders and then navigate to the files you want to include in your electronic three-ring binder
52 Acrobat Packaging = 3- Ring Electronic Binders Select the files (or an entire folder) you want to include It can be helpful to stage the files in advance so they are all in a single folder
53 Acrobat Packaging = 3- Ring Electronic Binders The selected files will be listed on the Combine Files screen You can reorder the sequence by using the Move Up / Move Down buttons and also adjust the file size that will result (for easier ing, web posting, etc.)
54 Acrobat Packaging = 3- Ring Electronic Binders After the packager churns away and adds all the files (which can even be Word files, JPGs, etc., not just PDFs very slick!), then save the package file and name it.
55 And the three-ring electronic binder (the PDF Package ) is done! Click the bookmark button on the left side of the screen to show the fully hyperlinked, navigable bookmark list to maneuver through the included documents! PDFing in Your Practice for Solo & Small Firms
56 Acrobat Tidbits of Note Tip: the cheapest way to get Adobe Acrobat Standard edition (the full PDF writer) is to acquire it as part of the software bundle when buying Optiplex and Latitude PC systems from Dell It s cheaper than the highest volume volume-license pricing! REASONS FOR ACROBAT: Tends to create the smallest-sized PDF files Security is the most complete of all PDF writers Form-fill in - it s the standard Digital signatures Minor concerns about the PDF compatibility of competitive products - especially the PDF writers bundled with devices like scanners
57 Adobe Acrobat - Far Beyond Other PDF Tools Acrobat has graduated from utility status to full-blown application Significant commenting, editing, markup, review, and organization functions are ideal for document collaboration and exchange situations As well as building easy navigability into documents like contracts, briefs, articles, etc. Let s look...
58 This PDF has a status stamp, highlighting, bookmarks, and multiple reviewer s comments
59 Critical Tip: Securing PDF Files is a MUST! Disturbing Myth: PDF files can t be edited WRONG!!! They can unless you apply PDF security to lock them down and consider digital signatures You need to apply security to every document you PDF and send electronically!
60 Security in Acrobat in One-Click Go to Tools, Protect, Encrypt, Manage Security to create a security policy you can then easily / quickly apply
61 Securing Your PDF Files The Security dialog box appears Let s explore the options for locking down our PDF files to varying degrees, depending on the circum- stances
62 Securing Your PDF Files Then it s very quick, fast and easy to apply your new security setting in Acrobat X BE SURE TO SAVE AFTER SELECTING YOUR SECURITY OPTION!
63 How to Make PDF Files Turning your documents into PDF files is surprisingly simple Method One: Print the file, selecting the Adobe PDF printer driver
64 Method Two: Some programs like Microsoft Word will show PDF buttons on their toolbars when Adobe Acrobat is installed Take a look at the following approach for Word 2010 PDFing in Your Practice for Solo & Small Firms How to Make PDF Files
65 How to Make PDF Files In Word 2010, Adobe Acrobat installs one click buttons on the Acrobat add-in ribbon
66 How to Make PDF Files In Adobe Acrobat itself, pull down the Create PDF menu to create a PDF from a File, Multiple Files, a Web Page, Scanned Documents and Even the Windows Clipboard
67 Digitally Signing Your Acrobat lets you digitally sign your PDF files either using Webissued digital certificate-based signatures or your own Acrobatcreated signatures This ensures that a document you create has not been altered since you created it and came from you PDF Files
68 Collaborate and Review - More Acrobat X offers an enormously powerful collaborative document comment and review function Multiple people can conduct a document review Add comments to the document - with each reviewer identified by name and a unique color Powerful than Word
69 Collaborate and Review - More Powerful than Word Acrobat can add dynamic stamps to the reviewed document, indicating who reviewed it, when it was review or approved... Acrobat can add useful stamps like Sign Here, Draft, Final, Confidential or even a custom stamp created from your own image file
70 Collaborate and Review - More Acrobat has extensive text commenting tools including strikeout, underlining, highlighting, replacing and editing text, and adding explanatory notes to it all Powerful than Word
71 Collaborate and Review - More Powerful than Word Here is an example of both highlighted and stricken text, with an explanatory note attached
72 Show a Comment Summary to see all the comments reviewers have added in a list form, by sequence they were added to the PDF file These can be extracted and saved to a file as well
73 PDF Resources Abound: PlanetPDF is One
74 PDF Resources Abound: The PDF For Lawyers Blog
75 Rick Borstein s Excellent Acrobat Blog (he s their Legal Markets Mgr.) Blogs.adobe.com/acrolaw
76 PDF Resources Abound: The Lawyer s Guide to Adobe Acrobat David Masters recent book is very helpful Buy it at the ABA Law Practice Management website for $59.95 (or $49.95 for ABA LPM Section members)
77 PDF Survival Summary You need to adopt some form of PDF strategy in any type of law practice today The PDF First approach to standard document exchange makes a great deal of sense Buy smart: If Adobe, the least-cost way to acquire is with a Dell PC bundle PDF It, then Secure It! You MUST employ PDF security Now go forth and PDF!
79 Thank You! Inquiries for Assistance in Starting Up or Helping Your Firm: Ross L. Kodner, Esq. MicroLaw, Inc. Phone: Web: 2012 Wisconsin Solo & Small Firm Conference October
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