GUIDE · BATES NUMBERING

How to add Bates numbers to PDFs, free and without uploading

Bates numbering gives every page in a production a unique, sequential identifier, so both sides can cite "ACME000123" and mean the same page. It is simple to do; the details are what matter.

What a Bates number looks like

A Bates number is a prefix plus a zero-padded sequence, stamped in the same place on every page of a production:

ACME000001   ACME000002   …   ACME001437

The prefix usually identifies the producing party or the case; the padding keeps numbers the same width so they sort correctly. Some productions add a suffix, a confidentiality legend such as "CONFIDENTIAL", or the page count of each document.

Common conventions

• Numbering continues across files. The second document starts where the first ended, so every page in the production has a unique number.
• Bottom right is the usual position, with a margin so the number does not cover content.
• A white box behind the number keeps it readable on dark or busy pages.
• A log of which numbers went on which file helps when someone asks where ACME000512 came from.
• Redact first, then number. Numbering after redaction keeps the stamp from being covered or rasterised.

Check the rules of your court or the agreement between the parties; they may specify the format, the position or the legend.

Bates-number PDFs with Inkmark

1. Open Inkmark, drop in one or more PDFs in the order of the production, and switch to Bates & stamps.
2. Set the prefix, an optional suffix, the start number and the zero padding (up to 12 digits). The live example shows the exact number that will appear on page 1.
3. Choose the position, font, size, colour and margin, and whether to put a white box behind the number.
4. Add headers or footers with templates: {bates}, {page}, {pages}, {file}, {date}, {n}. For example CONFIDENTIAL · {file} · page {page} of {pages}.
5. Export. Numbering continues across files, and you can download a CSV log with the file, page, Bates number and redaction count for every page.

If a document also needs redaction, do both in the same pass: Inkmark always applies redaction first, then Bates numbers and stamps, then signatures.

Why not upload a production to a web service?

Discovery documents are often confidential or under a protective order. Inkmark processes the files in your browser; nothing is uploaded, so you do not have to clear a new vendor with your client.

Before you serve

• Check the first and last number of each file against the log.
• Make sure no number covers text, especially near the bottom margin.
• Confirm the format with the agreed production specification.