The Ultimate Guide to Bates Stamping for Lawyers

Document production is time-consuming and tedious, often delaying more critical work.

At Amata, we help law firms streamline document production, Bates stamping, and case file organization—ensuring accuracy, compliance, and efficiency.

Whether you need a paralegal to manage the entire process or just on-demand support for large cases, we take the burden off your team so you can focus on billable work.

What Is Bates Stamping?

Bates stamping, also called Bates numbering, is a method of sequentially numbering documents for tracking, referencing, and indexing purposes. Each page in a document set is assigned a unique identifier, usually consisting of a prefix, a sequential number, and sometimes a suffix.

For example, a document in a litigation case might have a stamp like:

PLAINTIFF_000123
DEFENDANT_003456

This ensures that each page can be easily located, referenced in legal filings, and verified for authenticity.

Brief History of Bates Stamping

The process was named after Edwin G. Bates, who patented the first mechanical Bates stamping device in the late 19th century. Originally used for law offices and medical records, it has evolved into a digital process used in modern e-discovery and document management.

Why Lawyers Use Bates Numbering

Legal professionals rely on Bates stamping for document organization, case management, and compliance. Here’s why it’s crucial:

Ensures Document Integrity

Legal cases involve thousands of pages of evidence, contracts, and discovery materials. Bates numbering prevents:

Lost or misplaced pages

Duplicate documents with conflicting numbers

Confusion over document versions

Simplifies Discovery & Litigation

Bates stamping is required in litigation and e-discovery to track case files accurately. It ensures that every party references the same document version, reducing disputes over document identification.

Improves Organization & Accessibility

When dealing with large case files, corporate due diligence, or regulatory investigations, Bates numbering makes it easy to:

Sort documents chronologically

Index evidence for quick retrieval

Reference documents in depositions, pleadings, and exhibits

Compliance & Legal Requirements

Many courts require Bates stamping for legal submissions, particularly in:

Civil litigation (document production in discovery)

Criminal cases (tracking evidence)

Corporate law (M&A due diligence)

Regulatory compliance (SEC, DOJ, and other investigations)

How Amata Supports Bates Stamping & Document Production

Amata frequently handles Bates stamping for law firms, whether for one case or ongoing litigation support.

Recent Client Example:

A law firm had to compile, format, and Bates stamp thousands of documents from 17 different parties—each submitting files in different formats (Word, Excel, PDF).

Amata’s team:

Standardized formatting across all documents
Applied sequential Bates numbers for consistency
Prepared the final production set for easy retrieval

Need document production help?

Where & When to Use Bates Stamping

Lawyers use Bates numbering in multiple legal scenarios:

1. Litigation & E-Discovery

Organizing discovery documents (contracts, depositions, financial records)
Producing court exhibits
Tracking evidence submitted to opposing counsel

2. Corporate Transactions & Due Diligence

Mergers & Acquisitions (M&A): Numbering deal documents for review
Real Estate Transactions: Organizing property records, contracts, and filings

3. Regulatory & Compliance Cases

Government Investigations: SEC, DOJ, or IRS document production
Healthcare Compliance: HIPAA audits, fraud investigations

4. Internal Record-Keeping & Audits

Law firm case management
Confidential document tracking
In-house counsel managing corporate records

Standardize Your Bates Format

Choose a consistent format that includes:

Case identifier (e.g., “SMITH_VS_JOHNSON”)

Page number (e.g., “000123”)

Party designation (e.g., “DEFENDANT” or “PLAINTIFF”)

Apply Bates Numbering Early

Stamping should be one of the first steps in document preparation to prevent:

Duplicate numbering issues

Confusion over drafts vs. final versions

Always Review for Accuracy

Before submitting documents:

✔ Check for skipped numbers
✔ Ensure sequential order
✔ Confirm numbers are visible and legible

Use OCR for Searchable Text

Apply Optical Character Recognition (OCR) so that Bates-stamped documents remain searchable in PDF format.

Why Amata is the Best Partner for Document Production

Bates stamping is just one piece of the document production puzzle. Amata offers full litigation support, including:

✔ Document conversion & formatting
✔ Bates stamping & indexing
✔ Copying, scanning & binder creation
✔ Court filings & legal document preparation

Let our legal professionals handle the details, so you can focus on practicing law.

How to Apply Bates Stamps - Method 1

1. Manual Bates Stamping

Traditional Bates stamps used a sequential ink numbering machine, but this method is now mostly obsolete. Drawbacks include:

Slow and time-consuming
Prone to errors
Limited to physical documents

How to Apply Bates Stamps - Method 2

2. Digital Bates Numbering

Modern legal teams use electronic Bates stamping software, which automates the process and ensures accuracy.

How Digital Bates Stamping Works

Upload documents (PDF, Word, TIFF, etc.)

Select numbering format (prefix, numbering sequence, suffix)

Customize appearance (font, color, size, placement)

Apply the stamp and generate a Bates-labeled version

Save, export, or share the numbered documents

Digital tools allow batch processing—Bates numbering thousands of pages in minutes.

Best Software for Bates Stamping

1. Adobe Acrobat Pro DC

✔ Most popular for PDF Bates numbering
✔ Supports custom prefixes, batch processing, and searchability
✔ Best for small-to-mid-size document sets

2. CaseMap (LexisNexis)

✔ Advanced litigation management tool
✔ Includes Bates stamping, document indexing, and case analysis

Best Software for Bates Stamping

3. Power PDF (Kofax)

✔ Cheaper alternative to Adobe Acrobat
✔ Allows batch Bates stamping and OCR conversion

4. Logikcull (Cloud-based E-Discovery Software)

✔ Ideal for law firms handling large-scale litigation
✔ Bates stamping integrated into document review workflow

5. Everlaw & Relativity (Advanced E-Discovery Platforms)

✔ Enterprise-level solutions for large legal teams
✔ AI-powered document management, search, and Bates stamping

Need Help Managing Legal Documents?

Amata provides full-service legal support, including document preparation, Bates numbering, and concierge services for law firms.

Ensure legal document integrity
Streamline litigation & discovery
Organize corporate transactions
Enhance compliance & regulatory filings

We help lawyers save time, avoid errors, and improve document management in every case.

FAQs About Bates Stamping

Is Bates numbering required in all legal cases?

No, but it is commonly required in litigation, e-discovery, and regulatory submissions.

Can Bates numbers be removed after applying?

Not easily. Once stamped, they become part of the document. Always save an original version before applying Bates numbers.

Manual vs Digital Bates Stamping

What’s the difference between manual and digital Bates stamping?

Manual uses a hand-stamp (slow, error-prone). Digital uses software (fast, automated, error-free).

Can I Bates stamp Excel files?

Most Bates numbering tools work with PDFs, Word docs, and TIFF images, but Excel files must be converted to PDF first.

Let Us Support Your Growth

Contact Amata Today

Save time, eliminate errors, and simplify document production. Let Amata’s team handle:

✔ Bates stamping

✔ Document conversion

✔ Litigation support

Schedule a consultation today and let’s streamline your document workflow.