Electronic Filing

Frequently Asked Questions (FAQ) for Preparing Electronic Version of Appeal Documents

1. What is PDF?
2. What is a PDF document with Optical Character Recognition (OCR)?
3. How do I know if my PDF document is OCR enabled?
4. How do I number my pages electronically?
5. How do I know if I have correctly numbered all of my pages in my electronic version?
6. What are bookmarks?
7. How do I create bookmarks in a PDF document?
8. What is a sub-bookmark and how do I create one?
9. How do I remove a security setting?
10. How do I set the resolution to 300 dpi (Dots Per Inch) when scanning a document?
11. How do I check the file size of an electronic document?
12. How do I enable commenting?
13. What do I do if I need to submit a multimedia document or a digital photo?
14. Can I file one electronic document for multiple cases?
15. Where can I get more information about filing an electronic document?

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1. What is PDF?

Portable Document Format (PDF) is a computer file format for publishing and distributing electronic documents. It preserves the original appearance of a printed/scanned document and makes the document accessible for viewing and printing on virtually any system. The Supreme Court of Canada has implemented PDF as its standard electronic document format for appeal documents.

2. What is a PDF document with Optical Character Recognition (OCR)?

A PDF document with Optical Character Recognition (OCR) is a document in which you can search or select text when you use appropriate software such as Adobe Reader.

3. How do I know if my PDF document is OCR enabled?

Your PDF document is OCR enabled if you can search for a specific word contained in your document using appropriate software, such as Adobe Reader. If you obtain a search result list, that means the software is able to recognize and find the characters of the word in your document.

4. How do I number my pages electronically?

Adobe Acrobat Professional 8 allows you to number pages using the following method:

1. From the menu bar, select "View", then "Navigation Panels", then "Pages".
2. From the “Pages” panel, select the cover page. Then, hold the shift key on your keyboard and select the last page of your table of contents. This will highlight the selected pages and all pages in between.
3. From the "Options" menu of the “Pages” panel, choose "Number Pages".
4. From the "Numbering" section of the dialogue box, set the "Style" drop-down list to "None". Click "OK".
5. From the “Pages” panel, select the first page of your remaining pages. Hold the shift key on your keyboard and select the last page of the document. This will highlight all remaining pages.
6. From the "Options" menu of the “Pages” panel, choose "Number Pages". Click "OK".
   
   Your document is now numbered properly.
   
   The document numbering remains consecutive regardless of tabs, section titles and/or blank pages.
7. Scroll to the bottom of the “Pages” panel. The final number in your electronic document should match the final number in your printed copy.
   
   Each PDF document should be prepared using this numbering system.

5. How do I know if I have correctly numbered all of my pages in my electronic version?

If you are using Adobe Professional and/or Adobe Reader, select from the menu items, “View”, “Go To” and then “Page”... A dialogue box will appear. It will prompt you to enter a page number. Enter the number of the last page of your printed version. If your last page in both your printed and electronic versions are the same, then you have correctly numbered your pages. You may also use the “Page Navigation” field located on your toolbar to enter a page number.

6. What are bookmarks?

Bookmarks are navigational links which permit the reader more efficiently to move through the document by using an interactive chapter list or table of contents on the left pane of your screen. They save the reader from scrolling through a large document looking for a specific topic. By clicking on a bookmark takes the reader to the page related to that particular bookmark.

Bookmarks are often generated automatically by various software during PDF creation.

7. How do I create bookmarks in a PDF document?

Adobe Acrobat Professional 8 allows you to bookmark your electronic document for easy navigation.

1. To create a bookmark, from the menu bar, select “Tools” then “Select and Zoom”, then “Select tool”
2. From the menu bar, select “View” then “Zoom” then “Fit page”
3. From the menu bar, select “View” then “Page Display” then “Single Page Continuous”
4. Scroll the document until the text for the bookmark is at the top of the current page.
5. Highlight the section of text in your document that you wish to bookmark using the mouse. Note that the highlighted text will become the bookmark name.
6. From the menu bar, select "Document" then "Add Bookmark". The bookmark tab will appear at the left side of the screen showing your newly created bookmark.
7. To delete a bookmark, select the bookmark in the “Bookmarks” panel, then, from the “Options” menu of the “Bookmarks” panel, select “Delete Bookmark”.

Changing the bookmark order

It is recommended that you create your bookmarks in the proper order (from top to bottom) using the method previously described. If, however, you find it necessary to move bookmarks in the bookmarks panel, simply click-and-drag them to their appropriate location.

8. What is a sub-bookmark and how do I create one?

If, in the printed version you have highlighted a passage by underlining it or by placing a vertical line in the margin, you must create a sub-bookmark for that passage.

1. First create your bookmark as previously described. Select the bookmark you wish to nest under another bookmark.
2. From the “Options” menu of the “Bookmarks” panel, select "Cut". Select the “parent” bookmark under which you want to paste the “child” bookmark, and, from the “Options” menu of the “Bookmarks” panel, select "Paste under Selected Bookmark”.

9. How do I remove a security setting?

Any security setting in your electronic document must be deactivated before performing edits and to ensure accessibility for the visually impaired.

With the PDF document open:

1. From the menu bar, select "Advanced", then “Security” then "Show Security Properties".
2. Under the "Security Method" drop-down menu, select the option "No Security" if it is not the current option.
   
   If you are prompted to enter the password that was used to secure the document originally, enter it into the input box and click and click "OK".
   
   You will be asked if you want to remove the security, click “OK”.
3. Click “OK” in the “Document Properties” dialogue box and save your document using “File>Save As…” to give it a new name if desired.

10. How do I set the resolution to 300 dpi (Dots Per Inch) when scanning a document?

If you scan a document using Adobe Professional, from the menu, select "File", select "Create PDF", select "From Scanner". You can also select "From Scanner" directly from the "Create PDF" menu on the toolbar. Once you have chosen "From Scanner", follow these directions:

1. On the Acrobat Scan dialog box, select the scanner from the Input section;
2. From the Text Recognition and Metadata section, select the checkbox "Make Searchable (Run OCR)" and "Make Accessible";
3. In that same section, select the option button. This will open another dialog box entitled "Recognize Text Settings";
4. Select 300 dpi from the Down sample image dropdown;
5. Click on "Scan".

11. How do I check the file size of an electronic document?

Your document must not exceed 75,000 KB (which is equal to 75 MB). Adobe Acrobat Professional 8 allows you to check the file size of an electronic document using the following method:

1. From the menu bar, select "File", then "Properties". Select the "Descriptions" tab, where you will find the file size under the "Advanced" section.
2. If you are unable to reduce the size of the document to less than 75,000 KB, contact the Registry office by phone at 613-996-8666 or by e-mail at registry-greffe@scc-csc.ca.

12. How do I enable commenting?

You must enable the commenting functionality for your PDF document. This should be the last step before saving your document as, once enabled, editing features of the document become limited.

1. Save your document prior to enabling the commenting feature. From the menu bar, select "Comments" then "Enable for Commenting and Analysis in Adobe Reader...".
2. It is recommended that you use a different file name for this new document. Click “Save”.

13. What do I do if I need to submit a multimedia document or a digital photo?

Multimedia documents such as videos should be filed in MPEG (Motion Picture Experts Group) format. Photos must be saved at 300 dpi and filed in JPEG (Join Photographic Experts Group) format. An Electronic Filing Form (PDF Format, 165 kb) must be filed for each multimedia document or photo, either on the same CD-ROM or a separate one, if necessary.

14. Can I file one electronic document for multiple cases?

Yes, but you need to file only one Electronic Filing Form (PDF Format, 165 kb) which must identify each case number to which this form relates.

15. Where can I get more information about filing an electronic document?

Contact your Agent. You may also contact the Registry at 613-996-8666 between 9 am and 5 pm Eastern Time (standard time or day-light saving time, as the case may be), Monday to Friday, except on holidays, or by e-mail at registry-greffe@scc-csc.ca. All questions on the requirements set out in the Guidelines for Preparing Documents to be Filed with the Supreme Court of Canada (Print and Electronic) may also be addressed to the Registry office. The Court will not provide technical support.