Northern District of Illinois Document Format Requirements

Exhibits must use consecutive numbers only, no letters or parts, with neutral descriptions under 200 characters.

Source text: Use consecutive numbers to designate exhibits; do not use letters to distinguish exhibits. Also, do not use an “exhibit part,” such as 1A or 2A. Just use consecutive numbers (plus the neutral description). The neutral description cannot be more than 200 characters (hopefully, you’ll never come close to that limit).

Three double-sided paper copies of objected-to exhibits required in three-ring binders for chambers.

Source text: Consistent with the Standing Order, you’ll also be supplying to chambers three paper copies of only the objected-to exhibits, double-sided in three-ring binders.

JERS accepts specific file types for documents, photos, video, and audio.

Source text: JERS accepts these common file types: Documents and Photographs: .pdf, .jpg. Video and Audio Recordings: .avi, .wmv, .mpg, .mp3, .wma, .wav

Exhibits must be named with number_underscore_neutral description format.

Source text: To use JERS, both sides must use the following exhibit-naming convention, which also will serve as the file name for the digital file: the exhibit number, followed by an underscore, followed by a neutral description of the exhibit. The convention is thus: Examples: 1_Financial Statement 2009 Annual.pdf 2_Contract 2010 Renewal.pdf 3_Photo Front Door.jpg 4_Audio Dec 11 2013 Phone Call.mp3 5_Video Traffic Stop.wmv

Proposed pretrial orders filed electronically via CM/ECF; email Word copy to judge.

Source text: Proposed pretrial orders must be filed electronically using CM/ECF (no need for courtesy copies). To file it, select the appropriate CM/ECF event, “Other Filings” and then “Other Documents,” and choose the Proposed Pretrial Order event. Also email it to Proposed_Order_Chang@ilnd.uscourts.gov in Microsoft Word format.

Electronic exhibits must use JERS format and naming convention.

Source text: With regard to creating and naming the electronic versions of the exhibits, the parties must use the exhibit-file format and exhibit-naming convention for the Jury Evidence Recording System (JERS).

Final trial exhibits must be on password-free USB drive with OCR.

Source text: A USB Key/Thumb Drive with no password protection 2 containing a .pdf of each final trial exhibit. The parties must use the exhibit-file format and exhibit-naming convention for JERS. See Exhibit 3. All exhibits must have OCR-text recognition run on them.

Final trial exhibits must be double-sided in tabbed three-ring binder.

Source text: One binder containing a copy of each final trial exhibit. The exhibits must be printed double-sided and placed in a three-ring binder with tabs separating each exhibit.

USB key/thumb drive must have no password protection.

Source text: A USB Key/Thumb Drive with no password protection 1 containing a .pdf of

Objected exhibits must be double-sided in tabbed three-ring binder.

Source text: One binder containing a copy of any proposed exhibits to which a party has raised an objection. The exhibits must be printed double-sided and placed in a three-ring binder with tabs separating each exhibit. Unless the parties agree otherwise, the party that is offering an exhibit is responsible for providing the copy of the objected-to exhibit.

Impeachment/RR exhibits require separate USB folder with chart, no hard copies.

Source text: For any exhibits that a party plans to use at trial to impeach a witness or to refresh a witness’s recollection, the party must provide the exhibits on the USB Key/Thumb Drive in a separate folder titled “Impeachment and RR Exhibits.” The party must also include in this folder a separate .pdf exhibit chart of these exhibits in a format similar to the primary exhibit chart, with only columns for exhibit number, date, and description. The party should begin numbering these exhibits at least 50 numbers after its last exhibit on its primary exhibit chart. The party need not provide hard copies of these exhibits in advance of trial.

JERS accepts specific file types for documents, photos, video, and audio.

Source text: JERS accepts these common file types: Documents and Photographs: .pdf, .jpg. Video and Audio Recordings: .avi, .wmv, .mpg, .mp3, .wma, .wav

Exhibits must follow specific naming convention: 3-digit number, underscore, neutral description.

Source text: To use JERS, both sides must use the following exhibit-naming convention, which also will serve as the file name for the digital file: the exhibit number (3 digits), followed by an underscore, followed by a neutral description of the exhibit. The convention is thus: <exhibit number> <exhibit description>.<file extension>

Physical objects need numbered exhibit designation and one-page PDF stand-in for JERS.

Source text: One last thing: a physical object of course will not be imported into JERS, but you should still assign a consecutively numbered exhibit designation to it, along with a neutral description. Then create a one-page .pdf with the exhibit number and neutral description on it, and submit those exhibits as part of the JERS USB Key/Thumb Drive.

Deposition designations must be submitted on USB drives with color-coding.

Source text: At least five business days before the pretrial conference, the parties must submit to chambers two USB storage devices with all of the disputed deposition designations. Plaintiff’s designations must be color-coded in blue, and Defendant’s designations must be color-coded in red.

Paper exhibits double-sided in three-ring binders; electronic exhibits named, read-only, OCR'd and text-searchable.

Source text: All paper exhibits should be printed double-sided and placed in three ring binders with appropriate cover sheets, exhibits lists, and number tabs. All exhibits should be numbered (e.g., PX1, DX1, etc.) All electronic exhibits should be saved in standard file formats, named consistent with the exhibit number and brief description (e.g., PX1 Contract.pdf) and be saved "read-only" and/or locked for editing. Any exhibit in .pdf format should undergo Optical Character Recognition (OCR) and be text-searchable.

Exhibits must follow JERS naming convention.

Source text: The parties must use the exhibit-naming convention for the Jury Evidence Recording System (JERS); the court will provide the parties with an instruction memorandum on how to use JERS and name exhibits.

PDF exhibits must be OCR'd and text-searchable.

Source text: Any exhibit in .pdf format should undergo Optical Character Recognition (OCR) and be text-searchable.

JERS accepts specific file types for documents, photos, video, and audio.

Source text: JERS accepts these common file types: Documents and Photographs: .pdf, .jpg. Video and Audio Recordings: .avi, .wmv, .mpg, .mp3, .wma, .wav

Exhibits must be named with number_underscore_neutral_description.file_extension format.

Source text: To use JERS, both sides must use the following exhibit-naming convention, which also will serve as the file name for the digital file: the exhibit number, followed by an underscore, followed by a neutral description of the exhibit. The convention is thus: <exhibit number> <exhibit description>.<file extension>

Exhibits must use consecutive numbers only, no letters or parts.

Source text: Use consecutive numbers to designate exhibits; do not use letters to distinguish exhibits. Also, do not use an “exhibit part,” such as 1A or 2A. Just use consecutive numbers (plus the neutral description).

Exhibits must be tabbed with protruding tabs per Local Rule 5.2.

Source text: Significant and supporting exhibits may be attached and are often quite helpful both to the court and to opposing counsel. If exhibits are included, they must be tabbed with protruding tabs in accordance with Local Rule 5.2.

Pretrial Order must be three-hole bound or spiral bound with tabs.

Source text: The Pretrial Order either should be placed in a three-hole binder or spiral bound on the left side of the document, with tabs on the right side.

Pretrial Order must have separate, tabbed, numbered sections.

Source text: The subjects discussed below should be addressed in separate, tabbed and numbered sections of the Pretrial Order.

Pretrial Order must be three-hole bound or spiral-bound with tabs.

Source text: The Pretrial Order either should be placed in a three-hole binder or spiral-bound on the left side of the document, with tabs on the right side.

Exhibits exceeding CD/DVD capacity must be stored on USB drive.

Source text: If a party’s electronic exhibits exceed the storage capacity of one CD/DVD, they must be stored on a USB drive of sufficient capacity.

Electronic exhibits must follow specific naming format.

Source text: a) Plaintiff(s)/Government (1) General Format: <exhibit number> - <exhibit part>_<exhibit description>.<file extension>

Exhibit descriptions must use neutral, non-adversarial terms.

Source text: **Note: All exhibits shall be described using neutral and non-adversarial terms. For any exhibit that is marked for identification, do not include “(ID)” in the exhibit number or description of the electronic copy submitted for use in JERS.

Exhibit number/part limited to 4 characters; description limited to 200 characters.

Source text: (2) Maximum Number of Characters: The maximum number of characters that may be used in the <exhibit number> and the <exhibit part> field is 4 each. The maximum number of characters that may be used in the <exhibit description> field in 200.

Exhibit naming fields limited to 4 characters (number/part) and 200 characters (description).

Source text: (2) Maximum Number of Characters: The maximum number of characters that may be used in the <exhibit number> and the <exhibit part> field is 4 each. The maximum number of characters that may be used in the <exhibit description> field is 200.

Exhibits must be on CD/DVD or USB drive with proper naming convention.

Source text: The exhibits should be on a CD/DVD or USB drive and named using the proper naming convention referenced above.

JERS accepts .pdf, .jpg, .avi, .wmv, .mpg, .mp3, .wma, .wav files; .xls files not accepted.

Source text: JERS accepts these common file types: Documents and Photographs: .pdf, .jpg. Video and Audio Recordings: .avi, .wmv, .mpg, .mp3, .wma, .wav JERS does NOT except .xls (excel) file types. Spreadsheets will need to be saved as a PDF or provided as a paper document.

Exhibits must be named: exhibit number_underscore_description.file extension.

Source text: To use JERS, both sides must use the following exhibit-naming convention, which also will serve as the file name for the digital file: the exhibit number, followed by an underscore, followed, if you wish, by a neutral description of the exhibit (the description is not required; it is optional). The convention is thus: <exhibit number>__<exhibit description>.<file extension>

Multiple parties: coordinate exhibit numbering (A001, B001, etc.).

Source text: If there are multiple parties on a particular side, then you must coordinate with your co-plaintiff's or co-defendant's attorney to generate a consecutively numbered set of exhibits. For example, Defendant 1 would be A001, A002, A003, etc.; Defendant 2 would use B001, B002, B003, etc.

Electronic exhibits must use JERS format and naming convention.

Source text: With regard to creating and naming the electronic versions of the exhibits, the parties must use the exhibit-file format and exhibit-naming convention for the Jury Evidence Recording System (JERS).

Cell phones prohibited for videoconference participation.

Source text: The Court will not allow any counsel or party to appear using a cell phone. All participants must use a computer or tablet or be in the same room as someone with a computer or tablet.

Pretrial Order must be in three-hole binder or clipped with tabs.

Source text: The Pretrial Order either should be placed in a three-hole binder or clipped at the top left corner of the document, with tabs on the right side.

JERS accepts specific file types for documents, photos, video, and audio.

Source text: JERS accepts these common file types: Documents and Photographs: .pdf, .jpg. Video and Audio Recordings: .avi, .wmv, .mpg, .mp3, .wma, .wav

Exhibits must be named with number, underscore, and neutral description.

Source text: To use JERS, both sides must use the following exhibit-naming convention, which also will serve as the file name for the digital file: the exhibit number, followed by an underscore, followed by a neutral description of the exhibit. The convention is thus: <exhibit number>__<exhibit description>.<file extension>1

Exhibit numbers must be consecutive without letters or parts.

Source text: Use consecutive numbers to designate exhibits; do not use letters to distinguish exhibits. Also, do not use an “exhibit part,” such as 1A or 2A. Just use consecutive numbers (plus the neutral description).

Multiple parties on same side must coordinate exhibit numbering.

Source text: If there are multiple parties on a particular side, then you must coordinate with your co-plaintiff’s or co-defendant’s attorney to generate a consecutively numbered set of exhibits.

Physical objects need PDF stand-ins for JERS with exhibit number and description.

Source text: One last thing: a physical object of course will not be imported into JERS, but you should still assign a consecutively numbered exhibit designation to it, along with a neutral description. Then create a one-page .pdf with the exhibit number and neutral description on it, and submit those exhibits as part of the JERS disc.

Avoid group exhibits; multi-page documents cannot be separated in JERS.

Source text: Try to avoid "group exhibits." A document with multiple pages cannot be separated into subparts once it is entered into the JERS system. If there is a reasonable chance that you will be offering only part of a multiple-page exhibit, use

Exhibit description limited to 200 characters.

Source text: The neutral description cannot be more than 200 characters (hopefully, you'll never come close to that limit).

No formal presentations allowed; interactive discussions required.

Source text: The Court does not want the parties to prepare formal presentations about their case. Rather, the parties or their representatives should come to the settlement conference prepared to participate in interactive discussions.

Exhibit binders must use tabs corresponding to exhibit numbers.

Source text: The exhibit binders should separate the exhibits with tabs that correspond to the exhibit number.

Digital exhibit stickers may include only party designation and exhibit number.

Source text: If you’re using litigation-display software that imprints a “digital” exhibit sticker on documentary exhibits, that’s fine, though you should confine the exhibit sticker to the party designation (e.g., Pla or Gov, and Def) and the exhibit number.

JERS allows jury to review digital exhibits on monitors instead of paper copies.

Source text: JERS is a computer system that the jury will use to review exhibits on a wide-screen video monitor, rather than reviewing paper copies. The jury room has the JERS computer, a touch-screen monitor for the jury to pick an exhibit to display, and the wide-screen monitor. JERS can display what otherwise would have been on paper (including photos), and JERS also can play audio and video files.

Exhibit charts should follow example format with landscape orientation encouraged.

Source text: The chart’s format shall be substantially similar to the example below (landscape orientation is encouraged).

Digital exhibit stickers allowed but limited to party designation and exhibit number.

Source text: If you’re using litigation-display software that imprints a “digital” exhibit sticker on documentary exhibits, that’s fine, though you should confine the exhibit sticker to the party designation (e.g., Pla or Gov, and Def) and the exhibit number.

Electronic exhibits should not display exhibit stickers; use description instead.

Source text: Please note: While exhibit stickers are used for paper/physical exhibits, the electronic exhibits provided for use in JERS should not display the exhibit numbering stickers. The exhibit description replaces the use of exhibit stickers on the electronic version of exhibits only.

Plaintiffs: numbers; defendants: letters. Use leading zeros for >10 exhibits.

Source text: It is recommended that plaintiffs use consecutive numbers to designate exhibits and defendants use letters to distinguish exhibits. (However, using consecutive numbers for both parties is acceptable.) In a case in which you will have more than ten exhibits, use leading zeroes when numbering your exhibits (001, 002, etc.). And “exhibit part may be used, such as 001-A.

Exhibit chart format example showing required columns.

Source text: No. Date Description Relevance Objection 1 02/15/06 2005 Proves record of R. 402 relevant; R. Performance satisfactory job 403 confusion. Review performance Plaintiff fired in 2011.

Exhibit charts should use landscape orientation.

Source text: The chart’s format shall be substantially similar to the example below (landscape orientation is encouraged).

Settlement conference follows traditional mediation format with joint and private sessions.

Source text: The Court generally will follow a traditional mediation format, in which the Court initially meets with the participants together and then has private meetings with each side.

PDF exhibits should be OCR-processed and text-searchable.

Source text: Ideally, any exhibit in /pdf format will have undergone Optical Character Recognition (OCR) and be text-searchable.

Court prefers separate editable Word documents for pretrial items.

Source text: The Court prefers the items be separate Word documents that are editable.

Settlement conferences are typically remote via video but can be in-person if requested; format includes joint session followed by private caucuses.

Source text: The Court typically conducts settlement conferences remotely via video conferencing; however, the Court will hold a conference in-person if the parties’ request. The Court generally holds a joint session with short opening remarks and questions by the Court, generally with no opening presentations by the parties. This short, joint session will be followed by each party having private caucuses with the Court. The Court expects both the lawyers and the party representatives to be fully prepared to participate openly during these discussions. Statements made by any party during the settlement conference are not to be used in discovery and will not be admissible at trial.

Digital exhibit stickers limited to party designation and number.

Source text: If you are using litigation-display software that imprints a “digital” exhibit sticker on documentary exhibits, that is fine, though you should confine the exhibit sticker to the party designation (e.g., Pla or Gov, and Def) and the exhibit number.