CREATING PDF DOCUMENTS FROM
A SCANNING SYSTEM
For those documents that are not computer generated and must be
scanned or imaged because a word processor version does not exist,
the preferred method is to scan the document directly into a PDF
format using your PDF Software. Scanning to a format other than
PDF [e.g. TIFF] would add both delay and labor requiring not only
the scan but then a conversion to PDF.
There are several factors to consider when determining how the
scanning will be done.
The quality of the document when scanned is determined by the
level of detail recorded by the scanner. This detail is referred
to as the resolution which is measured by the dots per inch [dpi].
A higher resolution is slower to scan [this is also dependent on
the scanner and the number of pages that are scanned] and also
creates a document with a larger file size. This causes the uploading
of the document into ECF and the retrieval of the document from
ECF to be slower.
There is a trade off between the resolution, the speed at which
the document is scanned and the file size of the scanned document.
It is important therefore to find a resolution that will provide
a high quality document with a file size that does not hamper the
length of time it takes to scan, load and retrieve the document.
Of those surveyed most users that scan recommend and the Clerk’s
Office requires a resolution between 200 to 300 dpi. [See the Procedures
Implementing Electronic Case Filing].
Another factor to consider is the mode of scanning. Almost always,
it should be done in black and white so that the file size will
be as small as possible. However, there are some documents that
may need grayscale instead. This will produce a file that is much
larger in size than the document scanned in black and white. Never
scan in color unless absolutely necessary. This too will produce
a document with an extremely large file size which will take longer
to up into ECF and may cause it to be submitted in multiple submissions.
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