Make Scanned Court Documents Text-Searchable
Many courts that accept electronic filing – including a number of US federal district and bankruptcy courts – require documents to be filed as text-searchable PDFs, and scanned exhibits are a common reason for a rejected filing. OCR adds a searchable text layer to the scan without changing what the page shows. Always check your court's local rules for its exact requirements.
How to Prepare a Scanned Document for E-Filing
- Work on a copy Keep the original scan and run OCR on a copy of the exhibit or pleading.
- Run OCR Upload the file to OCR PDF and choose the language of the document.
- Choose PDF/A if required Tick "PDF/A for archiving" only if your court or firm asks for PDF/A; otherwise leave it off.
- Test before filing Search for a name or the case number with Ctrl+F in the new file before you upload it.
What to Check Before You File
Text-searchable, not just scanned
A scan is a picture of the page. A text-searchable PDF contains the same picture plus the recognized text, which is what most e-filing rules mean.
Size limits still apply
Courts often limit the size of each upload. OCR adds very little, but a long scan may still need Compress PDF or splitting with Split PDF.
Pages upright and in order
Sideways or upside-down pages can be turned upright during OCR. To change the page order, use Organize PDF.
Redact first, then OCR
OCR makes every word findable – including account numbers and dates of birth. Black them out with Redact PDF first: it saves marked pages as images, so run OCR afterwards to make them searchable again.
Confidential files
Files are uploaded over an encrypted connection and deleted as soon as you have the result, after one hour at the latest. If your rules forbid third-party services for client documents, use desktop software instead.
The image stays the record
The recognized text is there for searching. The page image remains the authoritative content of the exhibit.
Good to Know
- OCR does not add bookmarks, hyperlinks or digital signatures, which some courts also ask for. Add them afterwards in your PDF software – and sign last, because changing a signed PDF invalidates the signature.
- If a filing system rejects a PDF as not text-searchable, check that every page has text: blank, handwritten or very poor pages may produce none.
Text-Searchable PDFs for Court Filing – FAQ
Which courts require text-searchable PDFs?
Requirements differ by court. Many US federal courts that use CM/ECF and a growing number of other e-filing systems ask for text-searchable PDFs; the court's local rules or e-filing manual say exactly what is required.
Does OCR change the exhibit?
No. The page images stay exactly as they were; only an invisible text layer is added.
Can I run OCR on a digitally signed PDF?
A PDF with a digital signature is not processed, because adding text would invalidate the signature. Run OCR first, then sign.
What if the court asks for PDF/A?
Tick "PDF/A for archiving". If a file cannot be converted, you still get a regular searchable PDF and a note telling you so.
Are my documents stored?
No. They are deleted as soon as you have downloaded the result, and after one hour at the latest.
Make Your Filing Text-Searchable
Add a searchable text layer to scanned exhibits and pleadings with OCR PDF.
Make Exhibits Searchable