Google Drive - Loading PDFs to Google Drive and JPGs and videos to Canon Irista

The instructions below explain how to load digital photos to Canon Irista and how to load PDF copies of other documents to Google Drive. Depending on the device you are using the layout of the screens you see may not be exactly the same as the examples shown below but they should be near enough to give the general idea. 

If you are loading up documents so that I can advise you before any legal proceedings have started - or when they have only just started - you will need to search for, and load, copies of relevant documents you may find on your computer/tablet/phone, or in your paper files, or documents you may be able to obtain from elsewhere - such as from public records. It is a matter of searching and seeing what you can find.

If you are asking me to advise you for the first time when you are some way into the legal process which will end with a trial then the set of documents which you need to load (at least initially) when seeking advice is outlined here     

Note: documents loaded to Google Drive and to Canon Irista are generally stored on servers outside the United Kingdom and may not be subject to the same standards of data protection as apply within the United Kingdom. If you are concerned about this you can use Caselines DCS instead.


Create a Google Drive folder for your documents

Download the Google Drive app or access Google Drive on the web

If you have not used Google Drive before, download the Google Drive app for Android or iPhone/iPad or if you are using a computer go to http://drive.google.com and follow the instructions to log on/create an account.  


 

Create a new folder in Google Drive

When you get to the My Drive panel, tap the New button. What the New button looks like depends on what kind of device you are using. It may be a circle or a rectangle, it may or may not have the word New on it, but it should always have a plus sign on it. 




After tapping the New button select Folder from the menu.





Enter the name of the folder - e.g. Jones - Land dispute documents - and select Create as shown below. 



Give me access to the Google Drive folder

Select the folder as shown below, then select to bring up the share/people panel. If you cannot see thesymbol, you may have to select the three dots symbol first and then select Folder Actions to get the symbol to appear, so that you can select it.





When you select the symbol, the panel below will appear


 
Type in my email address as shown above and tap the Send button or tap the  symbol.


Load JPG digital photos and videos to Irista

1. On the phone or other device where your digital photos and/or videos are, download the Canon Irista app (or if your digital photos/videos are on a computer go to www.irista.com).

2. Sign in to Irista using your Google user id.

3. Upload the digital photos and/or videos to Irista



4. Create an album 
    

and give the album an appropriate name - e.g. Jones - Land dispute digital photos and videos 


and include the digital photos/videos in the album.


5.  Tap the Share symbol for the album


and send an "invite" to me so that I can see and download the digital photos/videos



Load PDF copies of other documents to a Google Drive folder

Tap the Google Drive app on your device or go to http://drive.google.com and follow the instructions to log on. Then load documents to the Google Drive folder(s) you have created. The procedures for loading different kinds of documents are explained below. 

Loading paper/card photos to a Google Drive folder

You need to scan in photos which are in paper or card form as PDFs as explained under Scanning paper documents into a Google Drive folder below. Before you start the scan operation for a photo check whether there is any information written on the reverse of the photo and, if there is, scan in both sides of the photo as a two page PDF to load to Google Drive. Many photo prints will have the date when they were produced from the negatives on the back which will be some evidence of the date the photo was taken (i.e. the photo could not have been taken after the date that prints were produced).

Note: the reason why you should scan in photos as PDF's, rather than as JPG files, is that if you scan in photos as JPG files your scanner will probably add the date you scan them in as the "date taken" in the JPG file EXIF data. This can be confusing because the JPG file might later be wrongly thought to be a digital photo taken on that date when, in fact, it is merely a scanned copy of a non-digital photo taken at a much earlier date.

Loading Images which are in JPG form but which lack meaningful EXIF data 

Many people have had their old photos made into JPG files (either by scanning prints or from the negatives) but these JPG files will lack meaningful EXIF data. The EXIF data may just be blank or if might refer to the scanning process itself - i.e. it might give a camera make an model which is the make and model of the scanner, and a date and time taken which is actually the date and time the photo was scanned in - not the date and time when it was originally taken. You should not load such a JPG file as a JPG file but rather you should create an temporary PDF copy from the JPG file and load the PDF copy. You can use PDFEN Convert to create a PDF copy

The same applies if you have created JPG snapshots from a video file, or created JPG files in any other way which means that the EXIF date taken date is misleading or absent: use PDFEN Convert to create an temporary PDF copy. 

Once you have created the temporary PDF copy, load it to DCS as described below under Loading PDFs 


Loading emails to a Google Drive folder

Make PDF copies of the emails and load the PDF copies to your Google Drive folder. There are two ways of making PDF copies of emails. 

Method 1: Simply forward each email to PDFEN 

If there are just a few emails you can do this for each email:-

1. In your email system, open the email you wish to make a PDF copy of and forward it to mail@pdfen.com   

2. After a couple of minutes the PDFEN service will send you an email with a link. Click on the link and a PDF (containing the email message and any attachments) will (depending on your device) either be downloaded or opened. You can then load the PDF to your Google Drive folder. 

Note: If possible, make sure that the device you use to forward the email to mail@pdfen.com is not an Apple device as sometimes, if you forward an email using the email system on an Apple device, attachments are not transmitted properly to PDFEN and, as a consequence, the attachments are missing from the PDF subsequently generated by PDFEN. If you have no alternative but to use an Apple device (e.g. because it is the only device you have) that's fine as long as you don't use the Apple device's own email system but rather go to your email provider's website (for example if your email address ends with gmail.com go to the GMail website, if it ends with btinternet.com go to the BT website) log on and forward the required emails to mail@pdfen.com using the website. 
 

Method 2: Create PDF copies of emails in bulk

If you have a lot of emails to create PDF copies of you can use PDFEN to create the PDFs all in one go. The method to use to do this varies slightly depending on whether the emails are in a webmail system such as Gmail, or whether they are in Outlook on a Windows computer.

If the emails are in Outlook, use the method described here to create a PST file and then generate PDF copies using the PDFEN Convert option - a couple of minutes after you tap the Convert button, the PDFEN service will send you an email with a link. Click on the link and PDFs (one for each email) will (depending on your device) either be downloaded or else listed so that you can click to open them. You can then load the PDFs to your Google Drive folder.   

If the emails are in a webmail system, use CloudHQ to create temporary EML copies of the emails in Google Drive, download the EML files to a temporary folder on your device (and delete the temporary EML files from Google Drive) then generate PDF copies using PDFEN Convert - a couple of minutes after you tap the Convert button, the PDFEN service will send you an email with a link. Click on the link and PDFs (one for each email) will (depending on your device) either be downloaded or else listed so that you can click to open them. You can then load the PDFs to your Google Drive folder.     


Loading text messages to a Google Drive folder

Display the text message on your phone and take a screenshot. How to take a screenshot on a phone depends on what phone model it is but on iPhones it is usually pressing the home button and power button at the same time. On Android phones it is often pressing the volume down button and power button at the same time. The screenshot takes a JPG image of what your phone's screen is displaying at the time.   

Usually when you display a text message on your phone it will display the message as part of a conversation - i.e. it will show you all messages to and from you to a particular phone number, in chronological order - and if there are more than three or four messages to/from that number, you have to scroll to see them all. Each screenshot, of course, shows just the text messages you are displaying at the time you take the screenshot. You should try to take screenshots in such a way that only messages sent/received on the same day appear in each screenshot. For example, if you sent /received two messages on Tuesday and one on Wednesday and all three messages are displayed on your phone, use your finger and thumb to expand the display so that only the two messages sent/received on Tuesday still appear and take one screenshot, then scroll down and expand so that only the Wednesday message appears and take another screenshot. If you have so many messages sent/received on a particular day that they cannot all be displayed on your phone at the same time, it is fine to take a screenshot of the first few messages of the day, then scroll down and take another screenshot for the next few messages of the day etc. as long as each screenshot does not contain messages for more than one day.       

Once you have taken the screenshots, you can create PDF copies of the JPG files using PDFEN Convert and/or PDFEN Merge. You should create one PDF per day per couple of people sending/receiving so, for example, if you have the following JPG files:

a.) texts between Smith and Jones from 09.22 to 13.51 on 3 November 2018

b.) texts between Smith and Jones from 13.53 to 17.22 on 3 November 2018

c.) texts between Smith and Baker from 10.51 to 15.01 on 3 November 2018

d.) texts between Smith and Jones from 08.51 to 12.30 on 4 November 2018

you should:

create a single PDF (containing 2 pages) from (a) and (b) together using PDFEN Merge - give the PDF a name of 2018-11-03 Texts between Smith and Jones

create one PDF for (c) using PDFEN Convert - give the PDF a name of 2018-11-03 Texts between Smith and Baker

create one PDF for (d) using PDFEN Convert - give the PDF a name of 2018-11-04 Texts between Smith and Jones 

Each time you tap the Convert or Merge button, the PDFEN service will send you an email with a link. Click on the link and the PDF will (depending on your device) either be downloaded or else listed so that you can click to open it. You can then load the PDFs to your Google Drive folder.


Loading PDFs to a Google Drive folder

If you have files on computer, tablet, phone etc. which are already in PDF form, you can load them direct to Google Drive. There are two methods of doing this as shown below.

Note: if you have a large PDF containing more than one document, you need to extract the individual documents before you can load them to Google Drive.

Method 1: Initiate the load of the PDF (or audio/video file) from inside Google Drive


Tap on your Google Drive folder to open it, and a panel similar to that shown below will appear




Tap the New button. What the New button looks like depends on what kind of device you are using. It may be a circle or a rectangle, it may or may not have the word New on it, but it should have a plus sign on it. Select the File Upload option. You can then select the PDFs you want to load to your Google Drive folder.




The WikiHow website give some more detailed instructions for different types of device.

Method 2: Start by displaying the PDF and "Share" it to Google Drive

When you are displaying a PDF if there is a Google Drive symbol like this:



you can tap it to load the document to Google Drive.

If you can't see a Google Drive symbol but there is a share symbol like this:





try tapping the share symbol and you may then be given the option of loading to Google Drive.


Loading audio files to a Google Drive folder

Unlike for other types of file, where a PDF copy is made and loaded to Google Drive, audio files are loaded to Google "as is". The procedure for loading audio files is exactly the same as for PDFs - see Loading PDFs to a Google Drive folder above. 


Loading other electronic files to a Google Drive folder 

For other files (i.e. files which are not PDFs, JPGs, video or audio files) on computer, tablet or phone you can use PDFEN Convert to create PDF copies of the files - a couple of minutes after you tap the Convert button, the PDFEN service will send you an email with a link. Click on the link and PDFs (one for each document) will (depending on your device) either be downloaded or else listed so that you can click to open them. You can then load the PDFs to your Google Drive folder.

PDFEN uses default values when creating PDF copies and you may find that some copies are not in the most appropriate format - e.g. a PDF copy of a spreadsheet may lack gridlines. Check each PDF created by PDFEN carefully and if the PDF created is not satisfactory use the print facility to "print to a PDF" instead.


Scanning paper documents into a Google Drive folder

To scan in paper documents to Google Drive you can either use a scanning service or else do it yourself with your own scanner. Some scanners can be set up to scan directly to Google Drive but setting a scanner up to do this can be complicated and most people find it easier to use one of the methods below.  


Method 1: Use your scanner together with an App on your phone or tablet 

Most scanner manufacturers provide an App which you can download to your phone or tablet e.g. Brother iPrint&Scan or HP's All-in-One Printer Remote App. The app allows you to scan a document and then load it as a PDF to your Google Drive folder using the share button. When saving the PDF in Google Drive you should get the opportunity to give it a name such as 2016-11-18 Letter Smith to Jones but you do not have to type in a name at this stage - if you prefer you can leave it to default to a system generated name and then check and rename all the PDFs in Google drive after you have loaded them all up (as explained later on on this page).   


 










Method 2: Use your scanner to scan to a memory card or USB stick

Many scanners have a slot for a memory card or USB stick and allow you to scan direct to the memory card/USB stick. You then insert the memory card/USB stick in to your phone/tablet/computer and load the PDFs on it to your Google Drive folder as explained under Loading PDFs to a Google Drive folder above


Method 3: Use your scanner connected to your computer

You can plug the scanner into your computer, scan documents to PDFs. Then load the PDFs to your Google Drive folder as explained under Loading PDFs to a Google Drive folder above.
 

Whichever method of scanning you use it is important that all pages of a single document should should be scanned into a single PDF

Whichever method you use, if a document consists of more than one page, make sure that all pages are scanned into a single PDF. Don't produce a separate PDF for each page as it makes it very difficult if you have to keep closing one PDF and opening another to read through the document. 

If you put all the pages of a document in the document feeder on your scanner they should, by default, be scanned into a single multi-page PDF. If you are not using the document feeder but are instead putting each page of a document, in turn, on the glass (e.g. because the pages are fragile) the scanning dialogue you use should prompt you after scanning each page to say whether there are more pages of the document to be scanned (or whether the page you have just scanned is the last page of the document) so that it knows to include the next page in the same PDF as the preceding pages.  

If you have a very old scanner which does not have a document feeder and does not prompt you when scanning from the glass, so that you have no choice but to produce separate PDFs for each page of a multiple-page document, then you can merge those multiple PDFs into a single PDF containing all the pages of the document before loading that single multi-page PDF to Google Drive. One of the easiest ways to merge PDFs is to use PDFEN Merge - after a couple of minutes the PDFEN service will send you an email with a link. Click on the link and a single PDF containing all the pages will (depending on your device) either be downloaded or opened. You can then load that PDF to your Google Drive folder.

However a better long term solution (if you have a very old scanner which does not have a document feeder and does not prompt you when scanning from the glass) is to buy a new scanner. The cost of good quality scanners is coming down all the time and you can buy a combined scanner and printer, which can scan and print double-sided, A4 and A3, for less than £150. When buying a scanner make sure that the scanner has a double-sided automatic document feed (ADF) as you may find that many of the documents you need to scan in are printed on both sides. 

Scanner/printer shown above is a Brother MFCJ6530DW 

   
Don't scan in two pages side-by-side

If you have a document in leaflet form - e.g. a single A3 sheet of paper folded in half to make a four page A4 sized leaflet - make sure you scan each page (rather than scanning two pages side by side) so that you produce a PDF containing four A4 pages (and not two A3 pages).

So don't scan it in like this
 


Scan it in like this

          

with any backsheet at the end.

Similarly, if you have a booklet consisting e.g. of 8 A4 pages made up of two folded A3 sheets stapled at the crease, make sure you scan each page so that you produce a PDF containing eight A4 pages (and not four A3 pages).

Method 4: Use a specialist bulk scanning scanning service

There are companies which provide a specialist service of taking boxes of documents and scanning them in as PDFs and providing the PDFs to you on a USB stick. Examples are Tradescanners and Legastat. If you use one of these services makes sure that they understand what your requirements are, paying particular attention to the following points.

1. Many customers want their documents to be shredded after scanning but you do not - so make sure that the company knows that the original documents are not to be shredded but are to be carefully preserved and returned to you after scanning for you to keep safely.

2. You want each document to be scanned into a single PDF - not multiple documents per PDF - with the PDF being given a meaningful name such as 2016-11-18 Letter Smith to Jones.pdf  You need to tell them the name format you require. 

Once you have documents in PDF form you can load them to your Google Drive folder as explained under Loading PDFs to a Google Drive folder above

Method 5: Use a high street print shop

Rather than use a specialist scanning company you could go to an ordinary high street print shop and ask them to scan in the documents for you. If you do this, however, you may find that they are not willing to automatically give the PDFs meaningful names based just on your explanation of the name format you require, but that they want you to put a post-it sticker on each document with the exact name that you require for that document (e.g. 2016-11-18 Letter Smith to Jones.pdf). But if you have only a few documents that is no problem and the advantage of a high street print shop is that wherever you are there will be one not far away and generally they can scan documents in on the spot.   

Once you have documents in PDF form you can load them to your Google Drive folder as explained under Loading PDFs to a Google Drive folder above



Loading copies of web pages to a Google Drive folder

If the contents of a web page is relevant to your case, you can make a PDF copy and load that to your Google Drive folder using the Save to Google Drive option of the Print function on Chrome on a Windows computer as shown in the examples here and here.


Loading Street View images to a Google Drive folder

Make a PDF copy and load that to your Google Drive folder using the Save to Google Drive option of the Print function on Chrome on a Windows computer as shown in the example here.    


Loading Google Earth images to a Google Drive folder

On a Windows computer, take a screen print (i.e. press ALT-Print Screen) of the image, paste the screen print into an app (e.g. Word) and save as a PDF as explained here. Then load the PDF to your Google Drive folder as explained under Loading PDFs to a Google Drive folder above 


Loading PDFs I send you to a Google Drive folder

Barristers do not investigate or collect evidence. The reason for this is that, if matters get to the stage of litigation, the way in which evidence was collected might need to be proved and a barrister cannot act as a witness in the same case as they act as advocate. For example what a website contained on a particular day might be disputed so if a PDF copy of a webpage needs to be taken, you need to take the copy so that you can, if necessary at trial, formally identify the copy and give evidence of what it is and the date on which you made the copy. Exceptionally, I might obtain a few documents direct from a statutory public register such as H M Land Registry or Companies House - in this case there is little risk that the way the document was obtained from the Land Registry or Companies House might become the subject of a dispute, because anyone can obtain a copy of the same document from the same public statutory register. 

If I obtain a document from a public statutory register in this way I may send it to you so that you can include it in the documents you load to your Google Drive folder so that you have all documents together. Although you will have given me access to your Google Drive folder I will not load PDFs direct to your Google Drive folder because Google Drive records the person who loaded a file as the "owner" of the file. At the end of a case I tap on the Remove button in Google Drive to remove my access to your Google Drive folder but if any of the documents in your Google Drive folder had actually been load by me (and were therefore recorded as "owned" by me) tapping Remove would actually delete them (not just remove my access to them). To avoid this problem I will send the documents to you so that you can load them so that you are recorded as the "owner".

Because I do not know what size limits your email system may have, I may not send the PDFs to you as email attachments but instead send you a Filemail link. When you receive my email, you can click on the link and the PDF thumbnails will be displayed. You can then click on each PDF in turn to download it to your device, then load the PDF from your device to your Google Drive folder as explained under Loading PDFs to a Google Drive folder above


Check the date and title of all documents in Google Drive and rename as necessary

Once you have loaded the PDFs to Google Drive you need to rename any which do not already have a date prefix in yyyy-mm-dd format (or which do not have a useful description).

Note if you have loaded in audio files you do not need to rename them. It is only the PDFs you need to rename.

To rename a file, tap on it so that it is displayed and you can see the date in the document, like this:



   

Then select the more actions button (three vertical dots) and select Rename as shown below




Then type in a date of the document at the beginning of the document name in yyyy-mm-dd format (and if necessary amend the description) as shown below. 

  • For documents such as letters, the date of the document should be in the document itself and so will actually be displayed on the screen as you are typing in the document date and name into the rename box.
  • For non-digital photos, it is not always easy to know on what date they were taken. If you have some reason to know the exact date when a non-digital photo was taken then name it like this 1998-12-25 Photo of No 22 Garden but if (as is often the case) you do not know the exact date it was taken give an approximate date like this:
1992-01-01   Photo of No 22 garden - circa 1992  
1994-04-01   Photo of No 22 garden - circa spring 1994 
1995-08-01   Photo of No 22 garden - circa August 1995

Note 1: avoid phrases such as taken about nine years ago because by the time your case comes to court/tribunal (if matters go that far) time will have moved on making the description inaccurate.   

Note 2: You still need to put a full date (year, month, and day of month) at the start of the name - so that the photo appears in the (approximately) correct order after older documents and before newer documents - but the words at the end of the name make clear that that full date at the start is for sorting purposes only and is not intended to be the exact date it was taken.




 
Select OK to rename the file.

Then left swipe (or click the Next button on the right hand side of the screen if not using a touchscreen) to go to the next document and rename that if necessary, and carry on until all documents are correctly named. 



 
Once every document in your Google Drive folder has a date prefix in yyyy-mm-dd format they should appear in chronological order. as shown below 


Check that the documents do appear in chronological order

If any document appears out of order then that is probably because the date has not been entered in the correct format. The example below illustrates this. You can see that the document dated 25th March 2005 has a zero missing making it appear in the wrong place. Also the two documents at the bottom are out of sequence because the dates have mistakenly been entered in dd-mm-yyyy format rather than the correct yyyy-mm-dd format.




Check that the filename for each document is correct and meaningful

Check that the filename for each document is correct and meaningful and rename as necessary. The objective is that the description should be concise but should be sufficient to enable anyone to identify the document. So in the case of a letter, a concise description would indicate that the document is a letter and give the name of the sender and addressee:

2015-08-22   Letter John Smith to Paula Jones   


When typing in the document name bear in mind that later on you may be providing copies of documents as part of litigation, and the same description will eventually be used when documents are listed in a court/tribunal hearing bundle which contains both your documents and the other side’s documents, so use an objective description which will be, and will remain, meaningful to others and not just a description which is relative to you and to today's date. For example do not use 


2006-05-29 Letter sent out

2006-05-29 Letter from me to John Smith

2006-05-29 Letter sent to John 


but rather:

2006-05-29 Letter Jane Jones to John Smith


Here are some other examples:


2016-05-29 Letter John Smith to Phillip Jones

2016-05-29 Memo John Smith to Phillip Jones

2016-05-29 Purchase Order 00012345 

2016-05-29 Invoice 00001452

2016-05-29 Agreement 

2016-05-29 Cheque 0005562

2016-05-29 Bank Statement John Low 01378256

2016-06-20 Email at 18.22 Phillip Jones to John Smith


Date of receipt of documents

The date at the front of the file name in yyyy-mm-dd form is always the date the document was created/signed. For most documents there is no need to indicate in addition, in brackets at the end of the file name, when a document was received by you but very occasionally this might be important.

Land Registry Official Copies

When the Land Registry provides an Official Copy of a document, it will either have a title page saying that the official copy follows this page or the document will be stamped on the first page with an Official Copy or Office Copy stamp, and on the first page should be a Title Number which will usually be in the form AB123456. Land Registry official copies like this can be named in the usual way commencing with the date of the document but the Title Number should be added after the date:

2010-05-11 AB123456 Transfer

2017-08-03 AB123456 Transfer

2017-10-27 AB123456 Transfer

2017-06-22 AB123456 Register of Title  

2017-06-22 AB123456 Title Plan



Planning Permission documents

Planning permission documents should be named starting with the planning application reference number and ending with the date:

2016-12345 Application Form 2016-05-16

2016-12345 Grant of Planning Permission 2017-03-20

2016-12345 Plan 106 Rev B 2016-05-16

2016-12345 Plan 112 Rev A 2016-05-16

The planning application number, which is allocated by the planning authority when an application is received, will consist of the year and a number allocated serially for applications received that year - e.g. 2016-12345. Sometimes, for administrative convenience, other letters and numbers are added by the planning authority so that the application reference is quite lengthy but for the purposes of naming the file it is only the year and serial number which is used. The full year number should always be used - i.e. even if the planning authority uses a shortened year number such as 16/123456, you should use the full year number 2016-123456 when naming the file.

Plans drawn up by architects to accompany the planning application will often only have a month and year on them (together with a drawing reference number) not a full date, but in most (not all) cases it is not really the date on which the architect drew the plan which is significant but the date on which the application form, which the plans were put forward in support of, was signed and sent to the planning authority, so you can use the application form date as the date of the accompanying plans.    


Disclaimer

The information on this page about specific computer techniques is provided for information purposes only. Every reasonable effort has been made to ensure that the information is accurate and up to date at the time it was written but no responsibility for its accuracy, or for any consequences of relying on it, is assumed by me. Any sample screen layouts are based on the version of software current when the screen shot was taken and may be different now. You should satisfy yourself, before using any of the techniques, software or services described, that the techniques are appropriate for your purposes and that the software or service is reliable.

This page was lasted updated in November 2018. Disclaimer