Bates Stamping

Mastering Bates Stamping: A Paralegal’s Guide to Best Practices

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1. Confirm Format Requirements

Before embarking on the bates stamping journey, it’s crucial to confirm the format requirements set by your team, firm, case, or jurisdiction. Different courts may have specific guidelines regarding font size, placement, and formatting. Being aware of these details from the outset can save valuable time and prevent the need for tedious revisions later. It’s a simple yet vital step to align your documents seamlessly with the court’s expectations.

2. Use Designated Text

When applying markings on documents, it’s essential to use designated text. Not only to identify where the document came from but to also identify the page and order in production or what the designation may be. For instance “Attorney’s Eyes Only” or “Private & Confidential” may be the stamp, or a bates stamp with the custodian-based prefix and following pagination (i.e. SMITH00001-SMITH00029). Consistency is key – stick to agreed-upon language throughout all productions to maintain an organized collection of evidence and a polished appearance.

3. Avoid Stamping Over Content

One common pitfall in bates stamping is accidentally stamping over existing content. Obscuring critical information can lead to misunderstandings, delays, and potentially jeopardize the document’s admissibility in court. To prevent this, carefully review each page before applying the bates stamp. Is there text or images in the margins? If so, be sure to utilize the proper tools to shrink the document to avoid overwriting text and graphics. This attention to detail can prevent unnecessary errors and helps uphold the document’s integrity.

4. Save File as New Item and Index

After completing the stamping process, take the extra step of saving the document as a new item. This preserves the original, unaltered version while providing a clear trail of revisions. Remember, a defensible audit trail is a vital component to evidence authentication. Update your index or log being used to track productions and exhibits. This step not only facilitates quick reference but also ensures that your databases remain organized and accessible, a crucial aspect when dealing with large volumes of information. This organized approach not only streamlines your workflow but also proves invaluable when navigating a multitude of documents come trial.

By incorporating these best practices into your bates stamping routine, you’ll not only enhance document organization but also contribute to the overall efficiency of trial preparation. Stay vigilant, stay organized, and let bates stamping become your ally in the complex world of legal document management.

In conclusion, mastering bates stamping requires a blend of precision, adherence to guidelines, and an organized workflow. By incorporating these best practices into your routine, you’ll not only streamline the document management process but also contribute to the seamless presentation of evidence in a trial setting.

What best practices would you add to the list for bates stamping litigation materials?
I’d love to hear what works (or what doesn’t work) for you! Please leave a comment on the blog or send me an email at kelli@klrparalegal.com