Phipps Tips Week 4

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Marking Exhibits Electronically Made Simple

As we begin a new year with the pandemic still a driving force to keeping legal proceedings in the cloud, we continue to watch and learn about the “latest and greatest” tech solutions for transitioning from in-person depositions to remote litigation. Exhibit handling is the topic that we, as a court reporting firm, are most asked to aid with as attorneys prepare for a remote deposition, so I would like to provide some helpful tips using software that is available to all.

Adobe Acrobat PDF files are the standard electronic document format today. When preparing for a remote litigation deposition, our firm can digitally pre-mark the PDF files for you or the stenographer will do so after the proceeding as concluded. At the onset of the pandemic, our firm vetted the various methods and software products available for digitally stamping PDF exhibits with exhibit stickers and found one program that we feel works best: Final Exhibits by Done By5. If you are interested in digitally pre-labeling or applying page numbers to your exhibits prior to the deposition, this software can easily be utilized by users with very little technical experience. Because most of our proceedings are taking place in the cloud as opposed to in-person, labeling or numbering your documents in advance drastically cuts down on the potential for any document identification confusion because the stenographer is able to reference a unique ID within the transcript as the document is being introduced and discussed during the remote proceeding.

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  • Once you have your custom sticker or page number (Bates-like) set, drag and drop onto an exhibit and the software will place sequential stickers in the same relative position on all the loaded documents automatically.
  • Adjust each individual document by simply dragging the sticker to make certain that you have not inadvertently covered up important information on the exhibit. You can also rotate and edit stickers and numbering to fit the needs of each document.
  • After you have confirmed all stickers or page numbers are correct, Final Exhibits automatically applies and flattens the document to prevent changes.

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How can I turn picture files and other document types into PDF files?

If you are a Windows OS user and currently do not have a PDF printer listed in your printers, the Microsoft PDF Printer is a no-cost option that works well for converting non-PDF files and documents into PDF files. If you need assistance setting up a PDF printer and do not have access to in-house IT support, this Microsoft support article provides very simple instructions to walk you through the setup. Mac users have the option to save the active document directly within the print menu from any application. For more information on how to turn files into PDF exhibits using a Mac, please visit this Apple support article.

Thank you for taking the time to review these tips and I look forward to sharing more information with you.

Please take care and stay safe!

Scott Marcus, Director of Operations
Office: 888-811-3408 x2701
Email: smarcus@phippsreporting.com
Website: www.phippsreporting.com

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