Numbering Documents

Overview

So that documents are produced, they need to be numbered first.  Ediscovery Mode provides the ability to create Bates labelled productions from documents uploaded to the Room.

Each document will have its own "Bates Number".  This number is used to identify the document and it is generated based on the numbering type selected and the values in Prefix, Page Padding and Document Padding settings. 

Numbering Documents

By Page

This numbering type will generate a new incremental number for every page across all documents in the production.  When selecting this type, "Page Padding" field will be disabled. 

The bates number will be Prefix + Document Padding. Example: Pre0001

By Document

In this case, a new incremental number will be generated for each document in the production.

The bates number will be: Prefix + Document Padding + Page Padding. Example: Pre0001_00001

In order to number a production, right click on it and select "Bates Number Production".  This will generate virtual bates numbers for the documents in the production.

If there are documents with Unapplied Redactions, a message will be shown.

Create Folder for Review: will run a search on the fly including all documents with Unapplied Redactions.

Proceed Without Redactions: the production will be numbered, show a lock icon and First and Last Bates numbers next to its name.  On the lock tooltip, it shows "Production Numbered".

You can check on Documents grid that the following fields were populated:

Bates: shows bates numbers from all the productions the document was included in.

Begin Bates

• When Numbered by Page: Prefix + Doc Padding 
• When Numbered by Document: Prefix + Doc Padding + First doc Page (considering Page Padding)

End Bates

• When Numbered by Page: Prefix + Doc Padding
• When Numbered by Document: Prefix + Doc Padding + Last doc Page (considering Page Padding)

Begin Attachment Bates and End Attachment Bates: populated for parent emails and all the attachments.  These fields will display Begin and End Bates of First and Last attachment respectively.

Page Count: it shows the number of pages of the PDF produced file.  When producing Native and/or Text formats, this column always shows 1.

Numbering will lock the production and prevent additional documents from being added to the production folder or deleting documents from the production folder. (They can be deleted from the original folder they belong to, but this will not affect the Production folder)

Restrictions on documents that are In a Numbered Production

When a document is In a Numbered Production, upload new version through Set As Current Version, traditional upload and/or Office Online edition actions are not allowed.

How can I Clear Numbering?

Bates numbers can be cleared from Productions only when these are in "Numbered" status. 

Right click on the production and select "Clear Bates" option.

Check that now, Production will be unlocked and displayed as "Not Numbered".  Bates numbers are also cleared from all bates related fields in Documents grid.