Bates stamping is the process of applying a set of identifying numbers to a document collection of PDFs to label and identify them.
You can use DocPreviewer to apply a Bates stamp to documents — even if you don't import them into a case spreadsheet. DocPreviewer's CaseMap Bates Stamp Utility opens each PDF file and then stamps each page of the document. You can apply Bates stamps to individual PDF files or a set of PDF files. You can define Bates number sequences. DocPreviewer automatically saves the sequences for future use.
The Bates stamp utility is accessible from the following locations:
| • | Acrobat > CaseMap DocPreviewer menu > Bates Stamping > Bates Stamp PDFs |
| • | Case Tools ribbon > File Tasks > Bates Stamp Linked PDFs |
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We recommend that you create and store a backup copy of all your original PDF files before making any changes to them. Even though you can restamp the documents, if needed, it is always good to have an unaltered original stored in case something happens to the stamped or marked up version.
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Reference the following table for Bates stamping features and descriptions.
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Bates stamping in CaseMap and DocPreviewer are slightly different processes although they are part of the same add-in tool.
Please review the following before Bates stamping PDFs:
| • | You can use the Send PDFs to CaseMap wizard to imports PDFs into a case to create records in the case that are linked to the PDF source files — without Bates stamping the files. |
| • | If you have already applied a Bates stamp to PDFs using DocPreviewer, you will have the option to import the Bates numbers into CaseMap. |
| • | If you import PDFs into a case before applying a Bates stamp, then subsequently use DocPreviewer to Bates stamp them, you can run the Send PDFs to CaseMap utility again to update the existing document records with the Bates begin and end numbers. |
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The CaseMap Bates Stamp utility only modifies PDF files, it does not create a backup copy of the files. If you want a backup copy, you must do this before Bates stamping.
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We recommend that you perform any Optical Character Recognition (OCR) processing prior to Bates stamping PDF files.
Current versions of Adobe Acrobat misinterpret the Bates numbers applied by DocPreviewer, as well as those applied by different products. Acrobat identifies the Bates stamp by all these tools as added text and so assumes the PDF file has been OCR processed and will not allow it to be OCR processed again. Because of this, we recommend that you always OCR process PDF files before applying a Bates stamp in Acrobat or in CaseMap or DocPreviewer. If a PDF file only contains images (no text), you will not be able to OCR process the files in Acrobat once they have a CaseMap Bates stamp.
If you Bates stamp PDF files that you originally decided not to OCR process, and later change your mind, you will need to remove and then re-apply the Bates stamps. This process can be done, but it requires some time and effort. If you need to remove and replace Bates stamps, contact CaseMap Support for assistance.
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If you have a set of documents that already have Bates numbers applied to them, you want to follow certain steps so that you can track the original Bates numbers while applying your own Bates stamp to the documents when the are imported into the case.
For example, when opposing counsel sends you its documents, the documents may already have Bates stamp and production numbers applied to them. You will want to track the original Bates numbers as well as stamp the documents with your own Bates numbering format. And you will probably not know what tool was used to Bates stamp the produced documents.
Bates stamping scenarios:
| • | If the documents are Bates stamped using a tool other than CaseMap, then CaseMap cannot read the numbers and they will not be imported into the case. You may need to manually enter the original Bates number for each document into each document record in the case in order to track it. We recommend that you create two new fields to store the documents' original Bates numbers. |
| • | If the documents are Bates stamped using CaseMap's Bates stamping tool in DocPreviewer, then CaseMap will read the Bates stamp and import the numbers directly into the Bates - Begin and Bates - End fields for these document records. However, this numbering format will not match your organization's Bates numbering scheme and so you will need to apply your own Bates stamp to this set of documents. |
We recommend that you follow the steps outlined here to import a set of documents in manner that retains the original Bates numbers and also lets you apply Bates stamp of your own.
| 1. | First create two new spreadsheet fields to store the original Bates numbers of these document records. |
For example, you may want to add a prefix like "Opp" or "Org" to identify these Bates numbers as being the originals applied by opposing counsel (Org Bates - Begin or Opp Bates - Begin). See Creating custom fields.
| 2. | Using the Import PDFs tool in DocPreviewer, bulk import the documents (PDF files) into the case spreadsheet where you want to store them. See Importing PDFs. |
Notice that by default the original Bates numbers automatically populate the Bates - Begin and Bates - End fields after the bulk import.
| 3. | Next use the Bulk Field Copy tool to copy the original Bates numbers from the Bates - Begin and Bates - End fields to the new custom fields you created, like Opp Bates -Begin and Opp Bates - End. See Making global replacements. |
| 4. | Now use the Bates Stamp PDFs tool in DocPreviewer to apply your Bates numbering format to the same set of documents. See Bates stamping PDFs. |
Clear the Ignore PDFs that are already Bates Stamped check box in the wizard to ensure that you are not skipping any documents.
You will want to place your Bates stamp in a different location than the original to reduce confusion between them.
| 5. | Next bulk import the same set of documents into the case again, and be certain to select the Overwrite existing destination CaseMap field values with PDF values check box in the import wizard so the new Bates number metadata will overwrite the original values. See Importing PDFs. |
The document records are now updated with your organization's Bates numbering scheme, which automatically populates the Bates - Begin and Bates - End fields for those same document records.
The Import PDFs utility recognizes PDF files that are already imported into the case and will not create duplicate record entries, but will update document record fields with new metadata (like Bates numbers).
| 6. | Return to the spreadsheet that contains these records to verify that both sets of Bates numbers are populated in the appropriate fields. |
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