Many firms don’t realize just how much time (and money) is lost in Bates stamping. Between gathering documents, converting file formats, reviewing materials, and finally applying Bates numbers, the hours add up quickly. And every hour spent on admin work is an hour not spent on billable client work.
If Bates stamping is slowing your firm down, there’s a better way.
Why Bates Stamping Takes More Time Than You Think
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Gathering & Reviewing Documents
The first step in Bates stamping isn’t stamping at all—it’s retrieving and organizing files. Lawyers must work with clients to collect documents, sort through them, and remove any privileged or irrelevant materials. This alone can take hours, even days.
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Formatting Challenges
Once collected, documents often arrive in multiple formats—PDFs, Word files, Excel spreadsheets, and even scanned images. Before applying Bates numbers, everything must be converted into a uniform format, ensuring consistency across the production set.
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Manual Processing & Quality Checks
Some firms still rely on outdated manual stamping methods, which require physically numbering documents or using basic software tools that lack automation features. Even with digital tools, misnumbered pages, missing documents, or errors in production can lead to costly delays.
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Preparing for Production
Once Bates numbers are applied, firms must finalize the document set, apply redactions if needed, and create a log for easy reference. Only then can the documents be officially produced for opposing counsel, regulators, or other stakeholders.
Every step in this process takes time, and for many law firms, that time is being spent by attorneys, paralegals, or legal assistants who could be focusing on more valuable tasks.
The True Cost of Handling Bates Stamping In-House
Consider this:
- If an attorney bills at $300 per hour and spends just five hours per month dealing with Bates stamping and document production, that’s $18,000 in lost billable time per year.
- A paralegal spending 10 hours per month on manual Bates stamping could be working on case research, client prep, or drafting legal documents instead.
- Mistakes in Bates numbering can result in court sanctions, delays, or additional work, further draining firm resources.
These hidden costs add up, and law firms that continue handling Bates stamping manually often don’t realize just how much time they’re losing until they step back and assess the process.
A Smarter Way to Handle Bates Stamping
Rather than tying up legal staff with document production, many firms are turning to outsourced legal support services that specialize in Bates stamping and document management.
Why Outsource Bates Stamping?
- Saves Time: Let trained professionals handle document formatting, numbering, and quality control so your team can focus on case strategy and client work.
- Reduces Errors: Professional support ensures all documents are properly formatted, numbered, and ready for production—reducing mistakes that could cause delays.
- Increases Efficiency: With a dedicated legal support team, large document productions can be completed in a fraction of the time it would take in-house.
- Cost-Effective: Outsourcing document production costs far less than losing billable hours to admin work.
How Amata Can Help
At Amata, we provide full-service document production support, including:
✔ Bates Stamping & Document Numbering – Ensuring a consistent, accurate system across all documents.
✔ File Formatting & Conversion – Standardizing files into PDF or other formats for easy production.
✔ Binder & Exhibit Preparation – Organizing case materials for trials, depositions, or compliance needs.
✔ Copying & Scanning Services – Creating digital and physical document sets as needed.
Our team regularly assists attorneys with Bates stamping projects—from small productions to large-scale litigation cases involving thousands of documents.
Free Your Team From Document Work
Bates stamping is necessary, but it doesn’t have to be a burden on your firm.
Instead of spending valuable hours on admin work, consider outsourcing document production so your team can focus on high-value, billable tasks.
If Bates stamping and document management are costing your firm too much time, let Amata handle the details.
Contact us today to learn more about our legal support services and how we can help your firm operate more efficiently.
