How to Bates number multiple PDF files without breaking the sequence

What is a Bates number?

A Bates number is a unique page identifier used to reference pages across a collection of documents. A simple sequence may look like CASE-000001, CASE-000002 and CASE-000003. The prefix can identify a matter, client, party or production, while the padded number provides a consistent sortable reference.

Bates numbering is different from ordinary page numbering. A 20-page contract and a 10-page exhibit might each display their own internal page numbers, but a Bates sequence can continue across both files from CASE-000001 through CASE-000030.

Before you start: define the production rules

Write down the following decisions before processing the batch. This prevents mid-set changes that can create gaps or conflicting identifiers.

• The exact files that belong in the set.
• The final document order.
• The prefix and first number.
• The total number of digits, such as six digits for 000001.
• The page corner and whether a white background is needed for readability.
• How previously numbered or digitally signed documents will be handled.

Step-by-step: Bates number a PDF batch

1. 1

   Gather the source files

   Place the PDFs and image scans in a working folder. Keep an untouched source copy outside the output folder.

2. 2

   Inspect the batch

   Confirm page counts, unsupported files and exact duplicates. A duplicate may be intentional, so review it before exclusion.

3. 3

   Put documents in the final order

   Sort by folder or filename when useful, then manually adjust the sequence. Continuous numbering follows this order exactly.

4. 4

   Choose the Bates format

   Enter the prefix, first number and padding. Choose a corner that does not cover existing text, signatures, dates or page markers.

5. 5

   Preview representative pages

   Check both the first and last page of files with different layouts. A position that works on one document may overlap content on another.

6. 6

   Process and verify the output

   Generate the numbered copies, then compare each file’s first and last Bates number with the control report.

How to handle files that already contain page numbers

Existing page numbers are not automatically a problem because they may serve a different purpose. A source document can keep its internal page number while receiving a separate Bates identifier. The important point is visual separation: choose a corner and background that make the new identifier clear without hiding the original content.

If a source file already has Bates numbers, do not assume a second sequence is appropriate. BatesBundle does not detect, validate or remove existing Bates stamps. Decide how that document should be handled under the rules for the specific matter, then review the resulting copy.

Quality-control checklist after numbering

Common Bates numbering mistakes

• Numbering files alphabetically without confirming that alphabetical order matches the intended production order.
• Restarting at 1 for every PDF when the set requires one continuous range.
• Covering existing text because only the first document was previewed.
• Removing a duplicate automatically without checking whether the repeated copy was intentionally included.
• Modifying a digitally signed PDF and invalidating its signature.
• Assuming that software output does not require a human quality-control review.

Keep the source set separate from the output set

Bates numbering should create new copies rather than overwrite the original documents. BatesBundle follows that model: output files receive the new names and identifiers, while the selected source files remain unchanged. Save the output in a separate folder and keep the control report with it.