Bates Stamping vs Exhibit Stamping: What's the Difference?
Bates numbering and exhibit stamping serve different purposes in litigation. Understanding when and how to use each is essential for proper document management. This guide clarifies the distinctions and best practices.
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Frequently Asked Questions
What is the difference between Bates numbering and exhibit stamping?
An exhibit label identifies a document or item, such as Exhibit A. A Bates number identifies a page, such as CASE000001. A 20-page exhibit can have one exhibit label and 20 different Bates numbers. PDF page numbers in a contents list are a third reference; check which reference your instructions require.
When do I use Bates numbering vs exhibit stamps?
Use the identifier required by your production instructions or case order. In ExhibitPrep, set exhibit labels in Documents and configure Bates numbering separately. Preview the first and last numbered pages to check the prefix, starting number, and sequence.
Can a document have both Bates numbers and an exhibit stamp?
Yes. Place them where both remain readable and neither covers document text or an existing identifier. Preview the finished pages, especially rotated or small pages. Keep existing production identifiers unchanged unless you have a reason and authority to replace them.
Are Bates numbers required in discovery?
Do not assume a universal requirement or page-count threshold. Check the discovery requests, production agreement, applicable rules, and case orders for the required identifiers and format. If Bates numbering is required, check the final range for omissions or duplicate numbers before sharing.
Where should Bates numbers appear on the page?
Use the position specified for the matter. A lower margin is often practical, but it must leave the document readable. In the finished preview, check pages with existing footers, landscape pages, and small originals; move the numbering if it overlaps content.
Can I use the same software for both Bates and exhibit stamping?
ExhibitPrep includes both exhibit labels and Bates page numbering. Configure them separately, then review the finished output. If you need text recognition, redaction, or a particular archival PDF standard, arrange that separately; adding labels does not perform those tasks.
Related FAQ Topics
Exhibit Numbering: Complete FAQ Guide
Proper exhibit numbering is essential for court compliance and case organization. This guide answers common questions about numbering conventions, plaintiff vs defendant labeling, and how to avoid common mistakes.
E-Filing Exhibits: Complete FAQ Guide
Electronic filing has specific requirements for exhibit format, size, and organization. This guide covers common questions about preparing exhibits for e-filing across different court systems.
Exhibit Authentication: FAQ Guide
Authentication may be required before exhibits can be admitted into evidence, so confirm the rules that apply in your court. This guide distinguishes document preparation from the separate evidence requirements for court use.
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