In ECF, electronic documents must be submitted in Portable Document Format (PDF). There are two types of PDF documents - "electronically converted PDF documents" and "scanned imaged PDF documents." An "electronically converted PDF document" is a document created from a word processing system (MS Word, WordPerfect, etc.) and then converted to a PDF document using PDF creation software. A "scanned PDF document" is created when a preexisting paper document, such as a contract, is converted to PDF using a scanner.

The Administrative Procedures for ECF require that only electronically converted PDF documents may be filed through ECF unless the filer possesses only a paper copy of the document to be submitted, in which case a scanned PDF may be submitted. AP 2.3(a). Compliance with this rule is important because 1) converted documents are smaller in size and take up less room on the ECF system, and 2) converted documents are "searchable" while scanned imaged documents are not. As both attorneys and judges increasingly begin to work with electronic documents rather than paper, this search functionality becomes correspondingly more important.

Unaware of this requirement, many attorneys are printing their pleadings, signing them and erroneously submitting a scanned copy of the pleading. Remember, the proper method for submitting pleadings, memoranda of law, affidavits created during the course of the litigation, and any other document created on your word processor, is in converted PDF format and not scanned PDF format. In addition to remembering to convert rather than scan your word processing documents, it is also important that you work with your IT support person to assure that the searchable text function in your PDF conversion software program is activated.

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