How to Add Bates Numbering in a PDF

What is Bates Numbering

Bates numbering is a method of sequentially numbering and identifying documents. Each page in a document or set of documents is assigned a unique identifier, which typically consists of a combination of letters, numbers, or both. Bates numbering ensures easy referencing, organization, and retrieval of documents, especially in large collections.

1. Format: It usually includes prefixes, numbers, and suffixes (e.g., DOC-0001, CASE2023-001).
2. Placement: The numbers are typically added to the header, footer, or margins of each page.
3. Automated Tools: Many PDF or document management software applications have built-in Bates numbering tools for automated application.

The Advantage of Bates Numbering

Bates numbering offers significant advantages to document tracking and digital archiving. In legal proceedings or audit processes, it allows users to easily match original files with their copies, reducing the risk of missing pages or errors. Additionally, when used alongside file names, tags, or folder structures, Bates numbering helps organize digital archives clearly and systematically, making document retrieval faster and more reliable.

Insert Bates Numbering in KDAN PDF Reader for Mac

1. Click “Edit” > “# Bates” > “Insert Bates”
2. Enter the prefix and suffix, and set the number of digits as needed
3. Choose where you want to display the Bates number on the page
4. Select the page range where you want the Bates numbering to appear
5. Click “Done”

You can also adjust the margin and fonts of the Bates numbering. 

Settings & Results

Below is an example of the Bates numbering settings and the result.

Saving Your Files

KDAN PDF Reader will save a copy of the edited PDF to preserve the original file. By default, the copy will be saved in the “PDF Reader” folder. You can also choose a different folder if desired.