New York AD1: e-filing technical requirements

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The Appellate Division, First Department publishes Formatting Specifications and Guidelines for Electronically Filed Documents — the most detailed bookmark and PDF-mechanics spec of any appellate court. Failure to comply "may result in the return of the document and necessitate re-filing." The specification controls; this page summarizes it.

The headline rules

Requirement	The rule
Format	PDF only, and "PDFs shall be certified PDF/A compliant". Word/WordPerfect documents: "NO".
Text searchability	All PDFs shall be text-searchable. The spec's own test: Ctrl+F for a word you know is present; "no matches were found" means it isn't searchable. If you edit a searchable PDF, OCR must be redone.
Resolution	Scans at 300 DPI, black and white only unless color is required to protect evidentiary value. Filers are responsible for legibility.
Size	100 MB — larger PDFs are automatically rejected by NYSCEF. Reduce and optimize everything before filing.
Hard copy	PDF and filed hard copy must be identical in content — including any court-ordered corrections.

Bookmarks: the rejection magnet

PDFs "shall contain bookmarks (clickable table of contents) that mirror the Table of Contents of the document (labeling each heading and sub-heading) and link to the location associated with that bookmark." The consequence is explicit: PDFs with skeletal bookmarks (missing headings), minimal TOCs, or none "will be returned for correction". Multi-volume rule: only the current volume's bookmarks need appear — but an exhibit continuing from volume 1 into volume 2 requires a continuation bookmark in volume 2.

Initial view

When the PDF opens, the bookmarks panel must populate on the left. The spec's configuration: Document Properties (Ctrl+D) → Initial View → Bookmarks Panel and Page; Page layout and Magnification both Default; Open to page: the COVER page. This is a document-properties setting, not something a reader does at runtime — bake it in before filing.

Pagination and multi-volume records

Pagination must match the PDF page counter. Cover pages and roman-numeral TOC pages (i, ii, iii) need their numbering changed so document page and page counter are identical — the spec shows the mismatch as a defect.
Each volume of a multi-volume record or appendix is a separate PDF. A three-volume record is three PDFs, "and shall not be combined into one PDF." The appendix and brief are not combined unless they are combined in the hard copy.

AD1 pre-flight: PDF/A verified · Ctrl+F finds a known word · bookmarks mirror the TOC with no missing headings · bookmarks panel shows on open, at the cover page · page counter matches printed numbers · under 100 MB · volumes split correctly. The checker here automates the PDF-mechanics items.

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FAQ

Does NY AD1 require PDF/A?

Yes. Every e-filed document must be a PDF and 'shall be certified PDF/A compliant' per the First Department's formatting specifications. Word or WordPerfect files are not accepted.

What happens to a NY filing with skeletal bookmarks?

The specification says PDFs whose bookmarks are skeletal (missing headings), minimal, or absent 'will be returned for correction'. Bookmarks must mirror the document's table of contents, labeling each heading and sub-heading, and link to the right locations.

What is the file size limit in NYSCEF?

PDFs shall not exceed 100 MB; bigger PDFs are automatically rejected by NYSCEF. The specification advises reducing and optimizing every PDF before filing.

EFileReady — general information, not legal advice. Source: NY Appellate Division First Department, "Formatting Specifications and Guidelines for Electronically Filed Documents" (nycourts.gov). Ninth Circuit requirements · Illinois requirements · All guides

New York AD1: e-filing technical requirements

The headline rules

Bookmarks: the rejection magnet

Initial view

Pagination and multi-volume records

FAQ

Basis & sources