Bates numbering guide
Bates stamps, page labels and reproducible receipts
A useful Bates handoff has several evidence layers. No single layer is a legal certificate, but together they make the technical operation inspectable and repeatable.
Visible marks
The printed page needs a readable Bates label at a previewed location. Locked, read-only annotation flags discourage accidental editing but do not turn the mark into a cryptographic seal.
PDF page labels
Navigation labels can make a viewer show the same Bates value as the visible page. Write them only when the label encoding can be generated and verified by reopening the output.
Source hashes
A SHA-256 recorded during planning detects changed inputs. Before export, run a full SHA-256 pass; verify each source after its stamped copy; then bracket a final sequential SHA-256 pass with before/after file metadata snapshots. Refuse to continue when a hash or snapshot differs, while stating that these are observed-state checks rather than one atomic snapshot of a mutable batch.
Page mapping
CSV and JSON should map source order, source name, source hash and page number to the assigned label. Omit absolute paths so the receipt can be shared without leaking usernames or folder structure.
Output checksums and limits
Hash every stamped PDF and receipt file using relative paths. State clearly that the evidence documents a technical numbering operation and does not determine court, regulatory or filing sufficiency.