What are the best practices for adding exhibit labels to documents before a hearing?
How to label exhibits so they are easy to reference and hard to confuse.
Place exhibit labels in the same corner on every document, pick one numbering scheme and apply it in order, and keep each label clear of the text and any existing Bates number. Prepare the labeling ahead of time in a batch rather than under pressure the night before.
Consistent placement
Exhibit labels belong in the same corner on every document so people find them instantly. Wandering labels slow everyone down. Related: What should a paralegal do when a production arrives already stamped with opposing counsel Bates numbers?
Consistency turns flipping through exhibits into a smooth process.
Keep reading: What exactly is Bates numbering and why do law firms rely on it for documents?, How do you keep Bates numbering consistent across multiple separate document productions?, When should you apply confidential or privileged watermarks to a batch of documents?. See how PdfStampr helps you bulk pdf stamping and bates numbering.
A clear numbering scheme
Decide on a scheme, whether numbers or letters, and apply it in order. Mixing systems mid-set invites confusion. Related: Why does it matter whether documents get stamped before or after attorney review?
A clean scheme makes the record easy to follow.
Do not obscure content
A label should sit clear of the text and any existing Bates number. Overlapping stamps create disputes about what a page says. Related: How should a firm choose Bates prefix conventions that stay clear across many matters?
Previewing placement avoids that collision.
Prepare in advance
Labeling exhibits the night before a hearing under pressure leads to mistakes. Batch labeling ahead of time keeps you calm and accurate.
A prepared set is one less thing to worry about in the room.
- Place labels in the same corner on every document
- Pick one numbering scheme and apply it in order
- Keep labels clear of text and Bates numbers
- Batch label exhibits ahead of the hearing
Julien Jimenez
Julien Jimenez is an independent software builder based in Paris. He designs, ships, and operates focused SaaS products for small businesses and independent professionals. Read the full author page.
Frequently asked questions
Should exhibit numbers or letters be used?
Either works, but pick one scheme and apply it consistently in order. Mixing systems partway through a set invites confusion about the record.
Why label exhibits in advance instead of the night before?
Labeling under last-minute pressure leads to mistakes. Batch labeling ahead of time keeps you calm and accurate, so a prepared set is one less worry in the room.
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Bulk PDF stamping and Bates numbering. PdfStampr is built to help you put this into practice.
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