With the advance of electronic filing and paperless offices, attorneys and paralegals use Adobe Acrobat Pro on a daily basis. Not only can you turn a Word document into a PDF, but you can also use it to sign, redact and Bates stamp documents. In this blog post, I’ll show you how to use these tree basic features with Adobe Acrobat XI Pro.
Save time and paper! Instead of printing, signing, scanning and then emailing your electronic document, sign your document directly with Adobe Acrobat Pro. Under Fill & Sign, select Place Signature. You have several options to create a signature:
Redaction is often used for litigation and public record requests. Once done, there is no going back. So don’t forget to save a copy of the original document before you redact it. Under Tools, select Protection and click Mark for Redaction. With your mouse, select the text you want to redact and click Apply Redaction. If you are looking for specific words to redact, use the Search and Remove Text function. You can also change the Redaction Properties if you want to pick a different color or add text over the redacted elements. You can even refer to the Freedom of Information Act and the Privacy Act provisions.
Bates numbering is used to organize and find litigation documents. Under Tools, go to Pages. Click on Bates Numbering and select Add Bates Numbering. On the top left corner of the window, click Add Files. Then you have the option to add files, folders or use open files. Let’s say your documents are already open. Click on Add Open Files. Select which open files you want to Bates number. When you’re done click OK. You can then format the numbering by choosing the font style, size and color. After selecting where you want the Bates numbering to appear on each page, click on Insert Bates Number. Select the number of digits and the start number. Add a prefix or suffix, if necessary, and click OK. A Bates numbering preview will appear. If everything looks good, click OK and Adobe Acrobat Pro will apply the Bates numbering to your documents.
Hope this quick tutorial was helpful. If you have any questions, comment below.
Thanks to the General Practice Solo Small Firm Section of the Florida Bar, I attended my first legal tech seminar last week. On Day 1, the speakers talked about courtroom technology, e-discovery, social media and blog ethics, Microsoft Office, PowerPoint and Adobe Acrobat. Day 2 was mostly on practice management. There was also an interesting conference on social media discovery and jury selection. I learned a lot and met great attorneys and paralegals. For those who couldn’t make it, these are my favorite tips of the Wild Wild Tech Seminar:
The GPSSF Section will host another legal tech seminar next January. I highly recommend it for anyone who wants to keep up with legal technology and trends.
This is one thing they don’t teach you in law school (or paralegal school for that matter) even though it’s often part of your daily tasks. You learn how to find public records on the job, often at your client’s expense. The good thing is, it’s a lot easier and quicker to perform public records searches now than 10 years ago. You don’t have to go on a special trip to your local courthouse or send your request by snail mail. Most public records are now a click away. Below are some of my favorite local and statewide websites for free public records searches.
Clerk of Court
Your local clerk of court website offers a wide range of records. Court records generally include civil, criminal and traffic court matters. You can also find records related to real property transactions, liens, plats, marriage, divorce and death.
The property appraiser website is the best place to look for real property information. For each real property, it lists the parcel control number, current and past owners, recent transactions, appraisals, structure details, a map and basic tax information.
The tax collector website provides tax information related to real property, tangible property and businesses. This is where you can find if someone’s taxes are due!
Division of Corporations of the Department of State
In Florida, the website is called Sunbiz. This is where you can find corporate records and filings. You can locate a company’s filing date, status, address, registered agent and members. You can also perform a business name search to see if the name is already used.
Still can’t find what you are looking for? Don’t forget to look at federal websites such as the U.S. Securities and Exchange Commission for public companies information and the U.S. Patent and Trademark Office for patent and trademark searches.
Now it’s your turn. Which free public records website do you use on a regular basis?
According to a recent Florida Bar News article, some Florida lawyers are still not complying with a Rule of Judicial Administration minimizing the amount of sensitive information in court filings. This is worrisome because online court records may become accessible by the public in the near future. As a refresher, below is a recap of what is confidential and sensitive information pursuant to the Florida Rules of Judicial Administration and how to handle it.
Rule 2.420 provides that confidential information is exempt from the public’s right of access to judicial records. When a filing contains confidential information, a Notice of Confidential Information within Court Filing must be filed by the attorney. Confidential information consists of the following:
Rule 2.425 address the filing of sensitive information. It bans any portion of social security number, bank account, charge, debit and credit card numbers from court filings. Except as provided otherwise, sensitive information may be filed, but is limited to the following format:
The long lists enumerated above may explain why some attorneys are still filing documents with confidential and sensitive information. There is just simply too much to remember. In a situation like this, a checklist may come in handy. Create and use your own confidential/sensitive information checklist before you electronically file a document with the court.
Do you want to learn more tips about the practice of law? Make sure you subscribe to our monthly email newsletter. Previous issues have covered various topics such as e-filing and electronic trial notebooks.
Disclaimer: The content on this website is for informational purposes only and is not intended to be legal advice. Your Paralegal Help Desk's blogger is not an attorney and cannot give legal advice. If you have a legal issue, you should immediately seek the advice of a licensed attorney in your state.