How to set up bates numbering on an office copier with the right software

Bates numbering applies sequential identifiers to every page of a litigation document set, supporting unambiguous reference to specific pages during discovery, depositions, and trial. A typical case produces thousands to millions of Bates numbered pages, and the numbering needs to be consistent across the case team, durable through document copies, and traceable to the original source. The numbering can apply at three points: during the office MFP's scanning workflow, in dedicated litigation software, or through Adobe Acrobat or a similar PDF tool. The piece below covers the three approaches, when each suits the case, and the software that integrates Bates numbering with the office MFP scan workflow.

The three approaches to Bates numbering

The integration with the office MFP

Common Bates numbering patterns

Law firms typically establish numbering conventions that the firm uses consistently across cases. A common pattern combines a 4 or 6 character case prefix with 6 or 7 digit sequential numbers. Some firms add document type indicators (E for email, M for memo, R for report) as a single character before the sequential number. Others use page level numbers without document level distinction.

The specific pattern matters less than the consistency. Once a case adopts a pattern, the pattern needs to hold for the duration of the case. Mid case pattern changes produce confusion and the appearance of inconsistency that opposing counsel may exploit during deposition or motion practice.

The cost of Bates numbering software

The software options range significantly in cost. Adobe Acrobat Pro at €15 to €20 per month handles small case volumes. Dedicated litigation review platforms like Relativity start at €1,000 per matter per month with consumption based pricing. Enterprise capture software like Kofax runs €10,000 to €50,000 in licence fees plus per device or per page fees. The choice depends on the firm's case volume and the broader litigation support infrastructure.

For most small to mid sized firms, the Acrobat Pro approach handles routine case Bates numbering at low cost. For firms with regular larger matters, dedicated capture software integrated with the MFP scan workflow produces better efficiency. For firms primarily handling complex litigation, the litigation review platform provides Bates numbering alongside the broader case document management.

The procedural considerations during production

When the case team produces documents for opposing counsel, the production carries specific responsibilities. The Bates numbering applied to produced documents must be unique to the production (no reuse from earlier productions). The production log must record which Bates ranges went to which recipient on which date. The retained copy of the production must match the produced copy exactly.

Most litigation review platforms handle these requirements through built in production workflows. For Bates numbering through capture software or Adobe Acrobat, the case team's procedural discipline maintains the production integrity. A spreadsheet or database tracking productions supports the record keeping that the procedural requirements demand.