Collecting and sharing legal documents as evidence requires that each page is numbered to ensure that all involved parties are working from the exact same information. Numbering documents is a necessary part of all legal case preparation.

Bates numbering is the universally accepted method of marking exhibits during the discovery stage of all case preparation. These endorsements usually include an alphabetic suffix that precede sequentially incrementing page and document numbers.

In the past, Bates numbers have been applied a couple of different ways.

Manual Process
In a manual process, numbers are applied to paper copies after they are duplicated.

• Manually endorsing paper copies can be very time consuming.
• If changes are introduced, all pages must be recopied and numbered.
• Missing pages can cause the entire project to be redone.
• Reproducing documents quickly and accurately is very difficult.
• Numbers have frequent gaps, overlaps and duplicates.

Endorsing while Scanning
Using electronic image capture software, images can be stamped as they are scanned.

• Electronically modifying the only image copy may jeopardize the documents' long-term value.
• Endorsing the images as they are scanned eliminates the need to reorder the pages as necessary.
• This method of electronic numbering may force users to put the documents in the exact order necessary before they are scanned. This can be particularly difficult if work is distributed to multiple scan and index stations.

Post-Capture Numbering with MasterScan
Using MasterScan to select, stamp and distribute documents after the capture process has the following advantages:

• Images can be numbered in the same location on each page regardless of the image size.
• Interfaces directly to RImage's line of high-volume, automated CD-ROM production units.
• Scanning can be distributed to any number of stations without having to worry about the numeric order of the documents.
• An entire batch of documents can be renumbered and distributed effortlessly regardless of the number of pages.
• Since Bates numbering is performed on copies of the images, the originals are maintained in their original unaltered condition.
• Using MasterScan's media distribution capabilities imaged documents can be retrieved, numbered and made available to involved parties over the Internet.
• Documents are automatically copied to portable media such as CD and DVD. These fully portable discs contain all of the pages, the index database, and all necessary software to search for the files making cases completely portable.

MasterScan makes case file preparation easier and more accurate. Records are shared between parties in a convenient, searchable electronic form. MasterScan users have complete control of the document endorsement process.

Documents are scanned and indexed using EMC Documentum ApplicationXtender. With MasterScan, authorized users can search for the required documents. From the search results, documents can be placed in any desired order. Additional documents can be added to the list as required.

MasterScan allows the users to define many types of standard endorsement variables.

• Placement - Endorsement can be placed at the top or bottom of each page, inside or outside the original image area.
• Suffix and Footer Text - MasterScan allows complete control over the content, appearance and formatting of the endorsement text.
• Date and Time Stamps - Date and time stamps are available for use anywhere within the endorsement text.
• Field Values - Index field values from the document management system can be included in the endorsement text.
• Sequential Document Number - A sequential document number counter can be inserted into the endorsement string.
• Sequential Page Number - A sequential page number counter can be inserted into the endorsement string.

MasterScan can also be used for many different records management functions.