A Bates charter enforces consistent document identification across a matter or transaction, reducing errors and simplifying referencing during review, discovery, and retention.
A litigation paralegal coordinates document intake, verifies pagination, and applies the Bates charter across exhibits and productions. They prepare batches, confirm numbering sequences, and flag any missing pages before submission or eDiscovery export.
A records manager defines retention metadata, enforces uniform Bates prefixes by matter, and integrates stamped documents into archiving systems. They ensure numbering supports future retrieval and audit requirements.
Legal, records, compliance, and litigation support teams most commonly initiate Bates charters to standardize document identification for review and retention.
Cross-functional coordination ensures numbering rules and eSignature requirements align with case management, information governance, and any regulatory obligations.
Apply sequential Bates numbers to large file sets in a single operation, with options for prefix, padding, and start number to fit matter or project conventions.
Save charter configurations as templates so teams reuse consistent numbering, placement, and formatting across matters without re-entering parameters each time.
Attach matter IDs, custodian names, and retention tags to stamped documents to enable search, eDiscovery exports, and integration with records management systems.
Record who applied stamps, when and how, including original file hashes, to preserve chain-of-custody and support evidentiary requirements.
| Setting Name | Configuration |
|---|---|
| Bates Prefix | MAT-2026 |
| Start Number | 1 |
| Number Padding | 6 digits |
| Stamp Location | Lower-right |
| Reminder Frequency | 48 hours |
Ensure the platform and devices used for stamping meet minimum software and security requirements before running production stamping jobs.
For high-volume or sensitive matters use a secured desktop environment with current OS patches, an up-to-date browser, and a documented chain-of-custody; integrate stamping into the enterprise signing and storage policy.
A firm receives 12,000 pages for production and establishes a Bates charter with a matter-specific prefix and six-digit padding to avoid duplicates
Resulting in reproducible production sets and clear chain-of-custody for review and court filings
A corporate records team prepares quarterly archives and defines a Bates charter that includes department code, year, and sequence to standardize retention labels
Leading to streamlined retrieval and consistent archival indexing across systems
| Criteria | signNow (Recommended) | DocuSign | Adobe Sign |
|---|---|---|---|
| Bates numbering support | |||
| Batch stamping capacity | High volume | Enterprise scale | Limited |
| Template charter saving | |||
| Audit trail detail | Comprehensive | Comprehensive | Standard |
| Provider and Plan (header) | signNow (Featured) | DocuSign | Adobe Sign | HelloSign | PandaDoc |
|---|---|---|---|---|---|
| ESIGN / UETA compliance | Yes | Yes | Yes | Yes | Yes |
| API availability | Included | Included | Included | Included | Included |
| Mobile app support | iOS, Android | iOS, Android | iOS, Android | iOS, Android | iOS, Android |
| Bulk send capabilities | Yes, scalable | Yes, enterprise | Yes | Yes | Yes |
| HIPAA BAA option | Available | Available | Available | Available | Available |
| Audit and retention features | Comprehensive logs | Comprehensive logs | Standard logs | Standard logs | Standard logs |
Initiate bates charter feature gets easily available when you make use of airSlate SignNow's complete eSignature platform. Use this solution for your business irrespective of the sector you’re doing work in. The set of features presented by airSlate SignNow perfectly suits for people who attempt to make their enterprise strategies more productive and streamline their workflow.
Be assured that your contracts will always be organized properly, filled out by the appropriate parties and signed digitally using the digital signature that complies with the ESIGN Act and also other governmental requirements. Integrate fillable fields to make any document interactive, collect signatures from many persons and apply receiver authentication to make sure that the document was received by the appropriate individual. All this you are able to do when working either from the desktop computer or from the mobile gadget to save lots of time and close essential deals on-the-go.
