LegalScans can electronically Bates Label documents...
Bates numbering is a technique used to allow documents to be shared
by multiple parties with a guarantee that all parties are using the
exact same document. Obviously, when many different parties need to have
access to the same files, it is critical to provide some way to ensure
that the information given to Party 1 is exactly the same as that given
to Party 2.
This is what bates numbering does. The numbering process in the past has been
strictly a manual process. Once the documents have been copied and are to be
sent to the depository, someone manually stamps a unique number of every single
page of every document in every file. Thus, when those pages are copied in the
future by the repository and distributed to the various parties, the various
individuals using the documents can compare the numbers. If the numbers match,
they have the same document and can be assured that they are using the same
information.
There are some obvious challenges with this process. First of all, since it
is a manual process, it is quite time consuming. Every page must be manually
stamped, one at a time. While those individuals who offer this service become
quite expert at doing this, it is still a big project. Since every page must be
sequentially numbered, it is critical that no pages be missed during the
stamping process. This means that speed is second to quality control.
As with most paper handling issues, it would seem that it would be better to
have technology handle this process rather than doing it manually. There is a
big challenge to this, however. While scanning large volumes of documents is a
simple task, adding the bates number in electronic format is no easy task.
It is possible to add a unique imprinted number as each page goes through the
scanner. This process is often done to validate that every page of a file got
scanned. While the process works well in many instances, it does not work very
well for bates numbering.
The problem is that, first of all, the documents are not necessarily being
scanned sequentially. Most often, the project is divided up among several
scanning stations so that the job can be processed as quickly as possible. Since
not all pages are being scanned on one scanner, it is not possible to ensure
that the numbers will be sequential.
Secondly, since pages vary in physical dimensions, it is not always possible
to imprint a number in the right spot. Generally, the number goes in a top or
bottom corner. However, when there are small sheets mixed in with standard 8.5 x
11" pages, the imprinter will miss the small sheet.
LegalScans has proficiency in automation of the electronic bates numbering
process. Our methodology starts with the very first page and electronically "stamps" the starting
number on the page. It then continues on through the entire set of documents,
page by page, adding the electronic number to each and every page. As each page
is stamped, the bates number is increased by 1. By doing this, we can ensure
that, one, every page gets stamped and no pages are missed, and two, that the
number is in a consistent location on every page.
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