Everything You Need to Know About Bates Numbering

Takeaway: Bates numbering helps you organize and track pages/documents across multiple projects/cases. And with the right software, you can automate Bates numbering, bypassing all the hassles of doing it manually.?

Bates numbering is a particular way of indexing (i.e., labeling) documents.?

Bates numbering, also known as Bates stamping or Bates labeling, is a method of indexing documents so it’s easier to identify and retrieve them later on. It assigns a unique, sequential Bates number to each page of a document or a collection of documents. And it’s been around for a while – starting way back in the late 1800s when Edwin G. Bates patented the Bates Automatic Numbering Machine. (This device applied consecutive numbers to documents, helping lawyers organize and reference legal documents efficiently.)?

Typically, a Bates number is a string of numbers and letters.?

A typical Bates number is a combination of numbers and, occasionally, letters. Usually, it involves a prefix, a unique serial number, and sometimes a suffix. For instance, in a legal case, a document set might begin with a Bates number reflecting the case name/number, followed by a unique identifier for the document, and then the page number. So, a document could be labeled "CASE123-DOC001-0001" for the first page, "CASE123-DOC001-0002" for the second page, and so on. (The number of digits in a Bates number can vary, ensuring that each page within a batch of documents has a distinct identifier.)

You can vary this string based on what works for a particular case.?

The specific sequences used in Bates numbering can vary greatly depending on the organization's needs and the nature of the documents. Common elements include:

• Case or Project Identifier: A unique code or name that identifies the case, project, or subject matter.
• Document Identifier: A sequential number or code that distinguishes each document within a set.
• Page Number: A sequential number indicating the page's position within the document.

This nuance makes Bates numbers better than regular page numbers. And it streamlines document review/sharing.

Bates numbering makes it easier to find and reference documents and pages. By assigning a unique Bates number to each page, locating specific pages within a large set of documents becomes straightforward. (For example, paralegals can use Bates numbers to search a document and locate the page their boss needs to reference during a deposition. And this is a huge time/money saver.) Crucially, it’s a single numbering system you can use across various projects and cases. So, pages in two documents might have the same page numbers but will never have the same Bates number. This is convenient, but it also means you’re using a consistent system to organize all your data.?

Importantly, it’s a system used across multiple industries.?

We usually think of Bates numbering in the context of the legal sector, where it’s used to track case files and evidence – especially for eDiscovery. But the medical industry also uses Bates numbering to manage patient records and follow strict regulations for record-keeping and patient privacy. (For instance, Bates numbering keeps sensitive patient information confidential by providing a systematic way to track and handle these documents.) Similarly, businesses use Bates numbering to manage contracts, organize partnership agreements, and streamline their records for financial audits.?

Bates numbering can be a bit challenging, though, especially if you’re doing it manually.?

Bates numbering is invaluable for document management, but it comes with a few challenges. That’s because there’s usually so much to track that manually applying Bates numbers to thousands of pages can be time-consuming and lead to errors. For instance, you might skip numbers, duplicate them, or misalign where on the page they’re stamped. And these inconsistencies can lead to confusion, misfiling, and difficulties in retrieving documents. (Trying to fix these inconsistencies will eat up your time, too, and manual Bates numbering can be a bottleneck in preparing documents for review, eDiscovery, or court proceedings.)

That’s why we suggest using eDiscovery software with automatic Bates numbering.

We designed our GoldFynch eDiscovery subscription service to handle everything to do with document review and production. And automatic Bates numbering is part of this offering for any type of electronically stored information – e.g., emails, documents, spreadsheets, and more. The main advantage here is that the software keeps things fast and efficient while ensuring consistency.

It’s really easy to set up Bates numbering via GoldFynch.?

Adding Bates numbers via GoldFynch is simple:

1. Upload Files: Click 'Add Files' to upload the documents you want to Bates stamp.
2. Choose Numbering Settings: In the Bates numbering dialog box, you can set the prefix, starting number, number of digits, and more.
3. Placement and Formatting: Decide where the Bates number will appear on the page and choose formatting options. (E.g., top-left, top-center, top-right, bottom-left, bottom-center, or bottom-right.) Also, while producing your files, GoldFynch allows you to add tags, custom text, and Bates stamps. Note that Bates stamps, tag stamps, and custom stamps can only be placed on non-native documents.
4. Apply Bates Numbers: Once you've configured the settings, apply the Bates numbers to your documents.?
5. Save and Share: Save the Bates stamped PDFs and easily share them via GoldFynch. (You can share documents from within the GoldFynch browser via an access link. And you can revoke the link at any point to lock the recipient out – for instance, if you share a link with the wrong person.)

Learn more about Bates numbering using GoldFynch.?

GoldFynch will also search by Bates numbers.

GoldFynch’s Quick Search bar lets you pull up pages/files by entering a Bates number. This includes Bates numbers generated before uploading files to GoldFynch (as a part of a load file production import). To locate a file, simply input its Bates number into the search bar, and GoldFynch will pull up the file. It’ll also display details such as the production the file belongs to, the import folder, and the file's name within your case.?

Conveniently, this Bates numbering process also lets you convert emails and documents into PDFs.?

GoldFynch lets you convert any digital file (e.g., emails, documents, spreadsheets) into a PDF as part of the Bates stamping process. That’s because after you Bates stamp your files, you’ll usually share them with others, and PDFs are the best file-sharing format.?

Crucially, using specialized software helps you keep up standards while Bates numbering.?

As we’ve seen, Bates numbering works only when it’s consistent, accurate, and efficient. And specialized software like GoldFynch helps with this. It’ll establish a standard format for your Bates numbers that includes a consistent number of digits, prefixes, and suffixes. It’ll sequence the numbers to follow a logical order – chronological, alphabetical, or based on case identifiers. And it’ll stamp the numbers in a consistent location on each page – ensuring that the placement doesn’t cover up important information on the document. Also, it’ll choose a font size that’s legible but not so large that it’s distracting. Most importantly, it’ll catch every page of your case – including appendices, exhibits, and any supplementary materials. It’s hard to be this consistent when you’re doing things manually.??

And that’s it. You’re now ready to start numbering!

That’s everything you need to know about Bates numbering. With this comprehensive guide, you're now ready to navigate the intricacies of Bates numbering across various industries. Whether you're managing legal evidence, organizing medical records, or keeping business contracts in order, Bates numbering will keep you efficient and accurate.?