How to OCR Scanned PDFs and Meet E-Filing Size Limits

E-filing rules in many jurisdictions require PDF documents to be text-searchable and within strict size limits. For example, California courts mandate text-searchable PDFs for all filings. Failing to meet these requirements can result in rejected submissions. Most courts also impose a size cap—typically 25 MB per PDF or 35 MB per filing envelope. Anything larger won’t be accepted.

When your scanned PDFs aren’t OCR’d (Optical Character Recognition applied) or properly compressed, you risk delays, rejections, and the need for last-minute fixes. Courts rely on text-searchable PDFs for efficient processing, and large files can overwhelm their systems or exceed submission limits.

That’s where RunSensible comes in. With RunSensible’s document management and workflow automation, you can automate OCR and compression, eliminating manual tasks. Upload a new scan, and RunSensible automatically triggers OCR, optimizes the file size, and stores both the original and optimized versions in a centralized system. This ensures compliance, reduces errors, and streamlines your workflow, so you’re always court-ready without scrambling.

What You’ll Learn in This Guide:

• The problem with bloated, non-compliant PDFs
• Tools and techniques to OCR and compress files
• A step-by-step workflow for court-ready PDFs
• How to use RunSensible to automate the process
• A final compliance checklist to ensure everything’s ready for e-filing

Ensure your scanned PDFs are always OCR’d, compressed, and court-ready with automated workflows. Schedule a demo with RunSensible and streamline your document management now.

How to Optimize Scanned PDFs and Meet E-Filing Compliance

Scanned PDFs often end up large and challenging to manage, especially when they lack text layers or have been scanned at unnecessarily high resolutions. Let’s break down why this happens and how you can optimize your documents for e-filing.

1. High DPI and Color Settings

When you scan documents at a high resolution (like 600 DPI) or in color, the file size can increase dramatically. A single page scanned at 600 DPI in full color contains millions of pixels, making it much larger than a page scanned at 300 DPI in grayscale. Higher resolution or unnecessary color details can lead to bloated files. For most legal documents, 300 DPI in grayscale is usually sufficient, and downsampling to 150-200 DPI won’t compromise readability.

2. Lack of OCR (Text Layer)

A major issue with scanned PDFs is that they often contain only images of text. Without OCR (Optical Character Recognition), the document becomes unsearchable, which can make it time-consuming for both your team and the court to find specific information. Courts require text-searchable PDFs, and without OCR, your file can be rejected outright. OCR can turn an image-only document into one that is searchable in seconds, saving time and preventing e-filing errors.

3. Uncompressed Images and Redundant Data

Many scanning programs produce PDFs with minimal compression, causing file sizes to grow unnecessarily. Scanned documents with noise or specks of dust don’t compress well, making the file larger than necessary. Additionally, image-only PDFs often lack embedded fonts, and when multiple documents are combined or PDF creators are used, you may end up with redundant fonts or excess metadata. Flattening the document to remove extra layers and combining everything into a single image can help reduce the size significantly.

4. Excessive Page Count

More pages mean more data. A document with 100 pages, even scanned efficiently, will still be large. However, the difference in file size between scanning at 300 DPI versus 600 DPI can be significant. For example, a 78-page document scanned at 300 DPI might be 1.1 MB, while the same document at 600 DPI could be 3.4 MB before adding OCR. Optimizing each page can have a significant impact on the total file size.

5. Manual Workflow Inefficiencies

In many law firms, workflow management includes multiple steps, like scanning a Word document, emailing it for OCR, and then storing it manually. These steps not only waste time but also increase the chances of mistakes, like incorrect scan settings, missed OCR, or uncompressed files. Printing a digital document and then rescanning it is a common mistake—it’s far more efficient to convert the document to a PDF directly.

OCR Basics for Legal PDFs and E-Filing Compliance

Optical Character Recognition (OCR) converts scanned images of text into editable, searchable text. This process adds an invisible text layer beneath the images in a PDF, making it searchable and machine-readable.

Without OCR, your scanned PDFs are essentially images with no text layer. This makes finding specific information in the document difficult and inefficient, both for your team and for the court. In many jurisdictions, such as California, courts require that all electronic filings be text-searchable. Without OCR, your filing could be rejected, and you’ll lose valuable time.

OCR improves the usability of your documents in multiple ways:

• Searchability: Quickly find specific terms across pages.
• Efficiency: Copy and paste text into briefs or other documents.
• Compliance: Ensure that your document meets court requirements for e-filing.

A common misconception is that OCR increases file size significantly. However, when appropriately applied, OCR adds very little data to the file. For example, a 78-page document scanned at 300 DPI might be 1.13 MB as an image-only PDF and only increase to 1.24 MB after OCR. The key is to use the correct OCR settings to avoid file bloat.

There are two main types of OCR modes:

• Searchable Image (Exact): This option keeps the original scanned image intact while adding a text layer, making the document searchable without altering its visual appearance. It’s ideal for legal filings and has minimal impact on file size.
• Editable Text and Images: This mode replaces the scanned text with actual text, which can reduce file size but may cause formatting issues, especially with handwritten documents or documents with essential visual elements. This mode is generally not required for e-filing.

For e-filing, Searchable Image OCR is the recommended method. It keeps the visual integrity of the document intact while ensuring it’s text-searchable and compliant. To optimize file size, perform OCR before compressing the document, as this provides both high OCR accuracy and a compact final file.

OCR and PDF Optimization Tools

Several tools are available to OCR and compress PDFs, ranging from desktop software to cloud-based services. Here’s a breakdown:

Desktop Tools for OCR and Compression

When it comes to optimizing scanned PDFs, several desktop tools can help streamline the process, whether you’re working with industry-standard software or free, open-source alternatives. From Adobe Acrobat Pro’s powerful OCR and file compression features to Preview and Automator for Mac users, these tools offer a range of options to meet your needs. Below, we explore these tools in detail to help you find the best fit for your workflow.

1. Adobe Acrobat Pro

Adobe Acrobat Pro is widely used in legal teams for OCR and PDF optimization. It offers robust features like “Enhance Scan” for OCR, “Reduce File Size,” and “PDF Optimizer” to adjust resolution and compress images. You can downsample images to 300, 200, or 150 DPI, which helps shrink file size without significant loss in legibility. For example, a 30 MB scanned PDF can often be reduced to a fraction of its size.

2. Preview (Mac) + Automator

Mac users can leverage Preview for exporting PDFs and applying filters to reduce file size, like the “Reduce File Size” filter. Automator allows staff to create workflows to batch process scans and use OCR, making it an ideal solution for automating repetitive tasks.

3. Free and Open-Source Tools

For those without Adobe, tools like Tesseract (an open-source OCR engine) and OCRmyPDF (which adds OCR to PDFs) are available, though they require technical know-how. PDFSam (for splitting and merging PDFs) can also help with large documents. These tools are free but less user-friendly compared to paid solutions.

4. Other PDF Utilities

There are affordable alternatives to Adobe, like Foxit PDF Editor and Nitro Pro, which include OCR and compression features. These tools often offer batch processing for both OCR and file optimization, similar to Adobe Acrobat.

Essential Settings for OCR and Optimization

Regardless of the tool, focus on these settings for optimal results:

1. DPI (Dots Per Inch)

300 DPI is ideal for text documents. If the document is already scanned at a higher DPI, downsample to 150-200 DPI to optimize file size without losing readability. Avoid going below 150 DPI, as it can make the text blurry.

2. Color vs Grayscale

For text-heavy documents, converting scans to grayscale reduces file size significantly. Color should be reserved for documents that require it (e.g., photographs, color-coded charts). Even then, grayscale may be sufficient for many documents.

3. Image Compression

For text documents, JPEG compression (at 50-60% quality) works well without visible artifacts. For monochrome images, use CCITT Group 4 or JBIG2 compression for efficient storage.

4. Remove Unnecessary Extras

Tools often allow you to remove metadata and flatten form fields or annotations. This helps reduce file size and ensures no extra editable content is included in the PDF.

Cloud-Based OCR and Compression Services

Cloud services can quickly convert PDFs to searchable or compressed versions, but they come with limitations:

• When to Use Cloud Tools

Google Drive OCR, Adobe’s online PDF tools, and services like SmallPDF and iLovePDF are good for one-off tasks or remote teams that can’t share software.

• Limitations

Many cloud tools have file size limits (50 MB or 100 MB).

Some may limit the number of pages or require subscriptions for bulk processing.

• Privacy and Security Concerns

Be cautious about uploading sensitive legal documents to third-party services.

Always check the privacy policies, especially for privileged or confidential information.

• Secure Cloud Options

Use enterprise-grade cloud OCR solutions like Microsoft, Google, or AWS Textract for secure and encrypted processing.

Ensure compliance with privacy regulations, such as HIPAA or CJIS, before using these services.

In-Platform Automation with Softwares

The ideal solution is automating OCR and compression within your document management system. Here’s how to streamline the process:

• Document Intake Workflow: Automatically triggers OCR and compression when a new document is uploaded.Ensures documents are text-searchable and e-filing ready with minimal manual intervention.
• Auto-Tagging and Metadata: RunSensible automatically tags documents with case numbers, document types, and dates. Tags can be assigned based on the folder or file type to ensure proper organization.
• Compression and Versioning: After OCR, RunSensible can automatically compress files to meet e-filing size limits. If the file is too large, it flags the document and assigns a follow-up task for further compression or splitting.
• Integration with Email and Calendar: Automated notifications are sent to responsible parties when a document is court-ready.Seamless integration with email and calendar tools ensures timely submission.

Integrating OCR and PDF optimization into an automated workflow with RunSensible ensures consistency, reduces errors, and saves time. All your documents are processed and ready for e-filing without manual intervention, streamlining your practice’s operations and ensuring compliance every time.

Step-by-Step Guide: Turning Scanned PDFs into Court-Ready OCR-Optimized Files

Preparing scanned PDFs for e-filing involves more than just scanning documents. To ensure your PDFs are both text-searchable and optimized for court submissions, follow these steps. This process blends best practices with automation to save time, reduce errors, and ensure compliance.

Step 1: Check if Your PDF Already Has OCR

Before you start, confirm whether the scanned PDF already has OCR applied. A quick way to check is by selecting text or using Ctrl+F to search for a word. If this doesn’t work or your cursor highlights a large rectangular area, the document is likely image-only and needs OCR. You can also check the Properties in Acrobat to see if fonts are listed—if not, it’s an image-only document.

If the document has no OCR, proceed to the next step. If there’s a text layer, verify its accuracy before moving on. Poor OCR can cause as many problems as no OCR at all, so it’s crucial to ensure that the text is usable, especially for legal filings.

Softwares can automatically check documents and flag them for OCR, and non-searchable PDFs can be routed through OCR processing without any manual intervention.

Step 2: Apply OCR Properly

Once you’ve confirmed the need for OCR, apply it using optimal settings to ensure accuracy and efficiency.

• Scan Settings: For fresh scans, use 300 DPI in black & white or grayscale for most documents. If working with higher-resolution scans (400-600 DPI), you can downsample them later to optimize the file size.
• OCR Mode: Use “Searchable Image” mode to preserve the original image while adding a text layer underneath. This ensures that the document remains visually intact and searchable.
• Language and Accuracy: Set the OCR language to English (or another language if needed). Ensure the document is 95% accurate, as OCR engines can struggle with handwriting or poor-quality scans.

After applying OCR, check the file size to make sure it hasn’t inflated excessively. A proper OCR job should only cause a slight increase in file size, typically less than 10%.

In RunSensible, the OCR process can be automated and tagged with relevant metadata (e.g., case number, document type). This makes it easy to organize and retrieve documents when needed.

Step 3: Compress Without Killing Legibility

Once the PDF is searchable, the next goal is to reduce its file size while maintaining readability for court submissions. Here’s how to compress the document effectively:

• Downsample Images: For court filings, reduce the resolution to 150 DPI for text-heavy pages. Use 200 DPI for documents with smaller text or detailed images. Keep 300 DPI for monochrome text, as it compresses more efficiently.
• Convert to Grayscale: If the document doesn’t require color, converting color pages to grayscale can reduce file size significantly. However, if color is necessary (e.g., for images or charts), leave those pages in color.
• Remove Unnecessary Elements: Strip out embedded metadata, attachments, and unused thumbnails from the PDF. This will keep the file size down and ensure only essential content is included.

This step can be automated through workflows, with the system triggering compression tasks and ensuring compliance with file size limits.

Step 4: Use PDF/A When Required

In some cases, courts require submissions in PDF/A format for long-term archiving, especially for appellate briefs or official records. This format embeds fonts and other essential elements to ensure the document remains accessible in the future.

• PDF/A Conversion: Convert the file to PDF/A only if required by the court. This format ensures long-term document accessibility but may increase file size. Recompressing images afterward can help keep the file under size limits.
• File Size Check: After conversion to PDF/A, check the file size. If it exceeds court limits, consider splitting the document or reducing image resolution further.

RunSensible can store both the PDF/A version for archiving and the e-filing version, allowing you to keep both formats organized and accessible.

How to Resolve Common PDF Issues

Even after optimizing your PDF, you may still encounter situations where the file is too large. Below are common scenarios and their solutions.

1. Lots of Color Graphics or Photos

If your PDF contains scanned photographs, color maps, or charts with colored backgrounds, these elements can significantly increase the file size. If color isn’t essential, convert these pages to grayscale. For instance, maps can be just as readable in grayscale, as long as the key information is clear.

However, if color is crucial, like photos of injuries or other important images, consider splitting the document. Separate the color-heavy pages (like photos) into a different file, so the text-heavy pages remain smaller. For example, you could create two exhibits: one for text-based pages (e.g., 10 MB) and another for images (e.g., 15 MB), instead of one 25 MB file. Always label the files clearly to avoid confusion, and check court rules to see if splitting is allowed.

Alternatively, reduce the color depth of the images by compressing them to a lower color range, such as 256 colors. This can also help decrease file size.

2. Embedded High-Resolution Images on a Few Pages

If most of your document is optimized, but a few pages contain high-resolution images—like a scanned brochure or a form with a large logo or letterhead—those pages can still bloat the file size. The solution is to crop any unnecessary white margins and resample large images to a lower resolution.

For example, in Adobe Acrobat, you can export the image, resize it in an image editor, and replace the page in the PDF. This manual step can drastically cut down on file size without sacrificing the quality of the rest of the document.

3. Hidden Objects or Layers

Some PDFs may have hidden elements, such as extra layers, attachments, or overlays, which inflate the file size. To fix this, flatten the PDF. Flattening merges all layers into one and removes any attachments or hidden elements.

After flattening, run an optimization pass to check if the file size decreases. Flattening doesn’t always reduce size, but it eliminates the risk of hidden data that might cause the document to be non-compliant with court rules.

4. Redundant Fonts/Resources

If your PDF was created by combining documents from multiple sources, it might have multiple copies of the same font embedded. This redundancy adds unnecessary size. You can eliminate it by optimizing fonts in your PDF tool.

If the document isn’t in PDF/A format (which requires fonts to be embedded), you can even un-embed common fonts like Arial or Times New Roman. This step is typically minor, but it can help reduce file size when combined with other optimizations.

5. Too Many Pages

Large filings, such as a 500-page document, can easily exceed size limits. If the document is still too large after optimization (e.g., 100 MB), splitting the document into multiple parts may be necessary. Many courts allow large submissions to be divided into volumes, as long as each file is under the size limit.

For example, if the court has a 30 MB limit, you could divide a 100 MB document into four PDFs of approximately 25 MB each. Ensure each file is clearly labeled (e.g., Volume 1 of 4) and split logically between sections, such as exhibits or chapters, to maintain context. Always check the court’s local rules to confirm that splitting is permitted.

6. Extreme Measures

If you’ve applied OCR, compression, and other optimizations, but the file is still too large, you might need to create a reduced-content version for e-filing. For instance, some courts allow you to omit attachments if they are referenced elsewhere in the document. Alternatively, you can include thumbnails of images instead of full-sized versions, or submit large images separately through other media if allowed.

While this approach is rare, it’s useful when all other methods fail.

E-Filing Compliance Checklist: Key Steps Before Submission

1.     Ensure PDF is Text-Searchable

• Verify you can select text or search for a word. If not, apply OCR before filing.

2.     Check File Size

• Ensure the PDF is within court limits (25-35 MB). Factor in potential upload size increases. If necessary, split the document or stagger filings.

3.     Verify Document Orientation

• Confirm all pages are right-side up and properly oriented.

4.     Remove Unnecessary Color and High-Resolution Pages

• Ensure color is intentional and not inflating file size unnecessarily. Convert to grayscale if appropriate.

5.     Add Bookmarks and Hyperlinks (If Required)

• Add bookmarks for long documents and ensure hyperlinks are working, especially for briefs or appellate filings.

6.     Name PDF According to Court Rules

• Follow court-specific naming conventions (e.g., case number, filing type).

7.     Ensure PDF is Not Password-Protected or Digitally Signed

• Remove any encryption or digital certificates unless specifically required.

8.     Handle Multiple PDFs Correctly

• If your filing is split, check that each part meets size limits and is clearly labeled (e.g., “Volume 1 of 2”).

9.     Log Internal Metadata for Recordkeeping

• Tag the final version with metadata (e.g., “E-filed on [date]”). Store submission confirmation for future reference.

10. Confirm PDF/A Compliance (If Applicable)

• Ensure the PDF meets PDF/A standards if required and that the file size is still within limits.

with confidence, focusing on persuasive content instead of technical details. That’s a win for your firm, your clients, and the courts.

Streamline your document management with RunSensible and eliminate the risk of filing rejections due to technical issues like file size or searchability. Software platforms automates OCR, compression, and workflow processes, ensuring your PDFs are always court-ready and compliant. Try RunSensible today and see how automation can transform your e-filing process.

Final Thoughts

There’s no reason for filings to be rejected due to issues like file size or searchability. With the right tools and workflows, preparing court-ready PDFs should be routine and predictable. Standardizing scanning, OCR, and compression processes saves time, reduces rejections, and makes documents easier to access. Optimized, searchable PDFs not only allow your team to find information quickly, but they also ensure your filings meet court requirements. Courts prefer documents that are easy to search and are not too large, making the filing process smoother.

Manually handling each document is inefficient and risky. A missed OCR step or overlooked setting can lead to rejections right before a critical deadline. Automating these tasks removes that risk and ensures each document is processed consistently and correctly. By automating OCR and file optimization, you reduce the chances of errors, ensuring that documents meet technical requirements on time. Firms that automate their workflows can increase productivity by as much as 30%, freeing up time for lawyers to focus on higher-value work instead of dealing with technical issues.

RunSensible integrates OCR, compression, and document management in one platform, making it easier to ensure that every document is optimized for e-filing. With RunSensible, you can automate these steps and avoid missing anything crucial. This allows firms to improve efficiency, reduce mistakes, and streamline document management. By analyzing your current workflow, you can identify inefficiencies and use automation to eliminate them, making the process faster and more reliable for everyone involved.

FAQs

1. Why is OCR important for e-filing?

OCR (Optical Character Recognition) is critical for ensuring that scanned documents are text-searchable, which is a requirement for many e-filing systems. Without OCR, your document is just an image, making it impossible to search for specific terms or information within the file. Many courts explicitly require that submissions be text-searchable to facilitate indexing and retrieval. If a document does not have OCR, it is likely to be rejected during the e-filing process. OCR makes your document both compliant and easier to work with, allowing you to quickly search, copy, and extract relevant information when needed.

2. How can I reduce the size of my PDF for e-filing?

Reducing the size of a PDF while maintaining its readability is crucial for e-filing compliance. There are several steps you can take to shrink the file size: first, downsample high-resolution images to a lower DPI, typically around 150 or 200 DPI for text-heavy documents. If your document contains color pages that are not essential, convert those to grayscale. This can drastically reduce the file size, especially for pages with photographs or detailed graphics. Additionally, remove unnecessary elements such as metadata, embedded fonts, and attachments that may be inflating the file size. Finally, using compression tools to optimize the document while keeping text legible ensures that it meets court submission limits, typically between 25 MB and 35 MB.

3. What is PDF/A, and when should I use it?

PDF/A is a special format designed for long-term document archiving. It ensures that all fonts, images, and metadata are embedded in the file, preserving its appearance and making it accessible over time without reliance on external resources. Some courts, particularly for appellate filings, require documents to be submitted in PDF/A format to ensure that they remain consistent and legible for future reference. However, not all courts require PDF/A. You should only convert to PDF/A if the court specifically asks for it. Be aware that converting to PDF/A may increase the file size due to embedded fonts and images, so it’s important to check that the file size still complies with the court’s size limits after conversion.

4. How can I automate the OCR and compression process?

Automating OCR and compression can save time and reduce the likelihood of errors during the document preparation process. Platforms like RunSensible offer integrated workflows that automatically trigger OCR and compression when a document is uploaded. This eliminates the need for manual intervention, ensuring that each document is optimized for size and compliance. For instance, once a scanned PDF is uploaded, RunSensible can automatically apply OCR and then run compression algorithms to meet size limits without compromising readability. This automation ensures that all your files are consistently optimized for e-filing, freeing up your team to focus on more critical tasks.

5. What should I do if my filing exceeds the size limit?

If your PDF exceeds the court’s file size limit, there are several solutions to consider. One of the simplest is to split the document into multiple files. Many courts allow filings to be divided into volumes, so if your document exceeds the size limit, you can separate it logically (e.g., Volume 1 of 3). Make sure to clearly label each volume to avoid confusion. Another option is to compress the file further by reducing image resolution or converting unnecessary color pages to grayscale. If neither option works, you might need to remove or reduce the size of non-essential attachments, such as large images or exhibits. Always check the court’s specific guidelines on file size and whether splitting is allowed, as some jurisdictions have different requirements.

6. How do I ensure my PDFs meet all court filing requirements?

To ensure your PDFs meet court filing requirements, first make sure that your file is text-searchable by applying OCR. Then, verify that the file size is within the allowable limits set by the court. Remove unnecessary color or high-resolution images that can unnecessarily inflate file size. Make sure the document is properly oriented, with all pages right-side up and no sideways or upside-down pages. It’s also essential to follow the court’s naming conventions for the PDF, which typically include details like the case number and type of filing. Check that the document is not password-protected or signed with a digital certificate unless explicitly required. Lastly, verify that the file does not contain redundant metadata, layers, or embedded fonts, as these can bloat the file. Using a tool like RunSensible can help automate many of these tasks, ensuring that each document is optimized, compliant, and ready for submission every time.

References

1. Text-Searchable PDFs – Green Filing Support
    http://support.greenfiling.com/electronic-filing/text-searchable-pdfs/
2. Compress / Reduce a PDF When Documents Exceed The File Size Limit | E-Filing Help – Green Filing Support
   http://support.greenfiling.com/electronic-filing/compress-reduce-a-pdf-when-documents-exceed-the-file-size-limit/
3. Avoiding Court Rejections: 5 Common E-Filing Mistakes And How To Fix Them – Bay Area File
   https://bayareafile.com/e-filing-services/avoiding-court-rejections-5-common-efiling-mistakes-and-how-to-fix-them/
4. OCR for Law Firms: Your Secret Weapon for Document Efficiency – Filevine
   https://www.filevine.com/blog/ocr-for-law-firms-your-secret-weapon-for-document-efficiency/
5. Better PDF OCR. ClearScan is Smaller, Looks Better – Adobe Blog
    https://blog.adobe.com/en/publish/2009/05/05/better-pdf-ocr-clearscan-is-smal
6. 11 Best Document Management Software for Law Firms – RunSensible
    https://www.runsensible.com/blog/best-document-management-software-for-law-firms/
7. Legal Document OCR – A Primer for Law Firms | LexWorkplace
    https://lexworkplace.com/legal-document-ocr/
8. How to Fix Common Errors in E-Filing Documents – Foxit
    https://www.foxit.com/blog/how-to-fix-common-errors-in-e-filing-documents/