Automatic Bates Numbering Machines: What are the Options for My Legal Office?

Posted on July 7, 2017 by | 0 comments

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Bonus: Download Step-by-Step Instructions for Setting up Your Existing Machine

Bates Stamping on Office Machine

Bates numbering (also called Bates stamping) is used in the legal industry as a method to label and identify legal documents, for easy identification and retrieval. Nearly all American law firms use Bates numbering during the discovery phase of litigation, where a large number of documents need to be referenced and shared. Applying Bates numbering to your legal documents is now easier than ever as office hardware and software evolves to fit the needs of the modern workforce.

Click here to download instructions that detail how to setup automatic Bates numbering on your office machine!

History of Bates Numbering

Bates numbering is named after Edwin G. Bates, who invented the Bates Automatic Numbering Machine in the late 19th century. Each time the Bates machine was pressed down onto a sheet of paper, a rotating, numbering, wheel was moved incrementally. The original Bates machine numbered in a four-digit sequence, ranging from 0000 to 9999. For example, page 178 of a document would be numbered as 0178. Courts and law firms quickly adopted this system.

What is Automatic Bates Numbering Today?

Today, Bates numbering consists of assigning a unique identifier to each page of a document, which may be numeric, or it may contain a combination of letters and numbers (alphanumeric). No longer is a dedicated machine required, as multifunctional devices and software solutions can be used to properly mark both paper and digital images.

Bates Numbering Machines for Your Office

When dealing with copying paper documents, our Canon and Ricoh lines of MFPs allow law firms to apply Bates numbering with customizable alphanumeric values, including leading zeroes, and in several different positions on the page. This functionality is available on smaller office devices through their production machines. Profiles can even be setup to quickly recall commonly used stamping conventions. We also offer Nuances’ eCopy solutions, which allow our clients to apply Bates numbers while scanning paper documents to electronic file formats, such as a PDF.

Automatic Bates Numbering Software

For existing electronic files, Advance offers several Nuance Software products, such as, PDF Pro Office and Personal Paperless Document Manager, which can apply Bates numbering conventions, without even requiring the file to be opened. Further benefits include numbering several different documents sequentially in one easy step, and only numbering a specific page range of a document.

How to Setup Bates Numbering on My Machine

Now that you know your options, it’s time to setup Bates numbering on your office’s machine! Click the button below for step-by-step instructions for how to setup Bates numbering on your Canon or Ricoh device.

Office Equipment for Legal in Maryland

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How to Print Envelopes on Your Canon, Ricoh, or Savin Printer

Posted on February 13, 2017 by | 0 comments

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print envelopes on canon ricoh savin printer

At Advance, we are very often asked to explain how to print envelopes on Canon, Ricoh, and Savin printers. Those who have worked in an office for a while know how tricky this task used to be…in fact, we’ve updated this post to include the most accurate information so that we can better answer your questions about Canon, Ricoh, and Savin envelope printing. The good news? It’s easier than ever!

Click here for step by step instructions that detail how to print envelopes on a Canon, Ricoh, or Savin printer!

Envelopes in the “copier” industry have historically been a bit of an uncomfortable subject. Some machines could handle them fairly well, while others couldn’t reliably handle more than one at a time. Initially, digital copiers had issues with jamming or mis-feeding, and when envelopes did print successfully, they were usually wrinkled and curled.  There was also a challenge with setting up the file to print in the correct orientation.

Nowadays, the landscape is a lot less hazy. Canon and Ricoh/Savin both offer the ability to copy or print envelopes through the side bypass tray. Some of their models have also developed an envelope feeding option, allowing Tray 2 to internally process envelopes. It provides greater convenience and reliability over using the side bypass tray – not to mention the ability to hold and print a large amount of envelopes at a time.

Canon, Ricoh, and Savin Envelope Printing: A Simple 3-Step Process

To begin printing your envelope, you must first setup your file to print under the right settings with your Ricoh, Savin, or Canon printer. To do so, open a new document within Microsoft Word and choose “File – Print”. Now, click “Printer Properties” and select the “Paper” tab.

Within Printer Properties, select the appropriate settings for “Document Size”, “Input Tray”, and “Type”. Your Document Size will coincide with the size of your envelopes (for more information on typical envelope sizes, click here). Choose whether you would like your envelopes to be printed from your Bypass Tray or from Tray 2. Lastly, set your Paper Type to “Envelope”. Select “OK” to save your settings. You can now return to your document to create your envelopes. Do not select “Print” at this time.

Printing Envelopes with Microsoft Word

Activate the Envelopes and Labels Wizard by selecting the “Envelopes” option under the “Mailings” menu tab (please note that this function exists in Microsoft 2013 and 2016) and fill in your mailing and return addresses. Select the “Options” menu to adjust the Envelope size and print position. Under “Printing Options”, you can confirm how your envelopes will be fed from your specific printer.

Printing Envelopes and Labels Mail Wizard Microsoft Word

By choosing “Options” you are able to change the look and style of your envelope. You may also designate your chosen envelope size and redirect your envelope to be printed from a different tray than has been automatically selected.

Click here for detailed instructions for envelope printing with Microsoft Word.

After choosing all of your settings in Microsoft Word, it is time to load your envelopes into the designated tray for printing. As this sometimes gets a little tricky, we have compiled a downloadable (and certainly printable!) guide to configuring your printer’s settings in order to get the best envelope printing available for your machine.

To download a copy of our step by step instructions that detail how to print envelopes on your Canon, Ricoh, or Savin printer, please click here!

how to print envelopes ricoh savin canon printer

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Read the manual…you may find hidden features

Posted on May 30, 2012 by | 0 comments

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hardware solutions, wide format personal paperless document management, wide format, Maryland, printers functions

Several times over the last few years I have changed models of technology that I use every day, day in and out… phones, TVs, computers, even our cars are technology tools for outside sales representatives. Most of the time I am doing the research and listening to reviews to determine what I need.

Click here to see our current hardware options for your business… we’ve moved way beyond copiers!


 Read more »

Mobile still rules in 2012

Posted on March 12, 2012 by | 0 comments

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ricoh savin hot spot printing, AirPrint, EFI PrintMe Connect, MFD printing and ipad, iphone print command
I recently attended a technology round table discussion over lunch with a group of IT professionals from the Baltimore/ Washington area.  Not surprisingly, the two main topics of discourse were the Cloud and mobile technology.  I’ll leave the blog feedback on the Cloud to my colleague Kevin O’Brien.  For me, it was the conversation about the future of mobile technologies that was of particular interest. Read more »

Embedding Technology

Posted on March 8, 2012 by | 0 comments

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I was standing at one of our Canon MFDs this morning getting ready to scan a few items into my Google Doc’s (aka: Canon Cloud Portal) when it struck me… topic.  Not so much a blog on Google per se, but just an overall rant on embedded apps themselves and how we got to this point. Over the past several years the traditional MFD has really evolved and users are looking for these devices to provide more than just the standard copy, scan, and print functions.

Click here to see our current hardware options for your business… we’ve moved way beyond copiers!


 Read more »

Bates Numbering in the Legal Industry

Posted on February 21, 2012 by | 0 comments

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bates numbering, legal document storage retrieval, law suit case numbering

Bates numbering (also called Bates stamping) is used in the legal industry as a method to label and identify legal documents, for easy identification and retrieval. Nearly all American law firms use Bates numbering during the discovery phase of litigation, where a large number of documents need to be referenced and shared.
 Read more »

Behind the Scenes in the Advance Showroom

Posted on December 9, 2011 by | 0 comments

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In this edition of The Stuff vlog, we take a look inside the Advance showroom and hear about our specialization in electronic document workflow through a combination of hardware and software products. Come see the showroom and have a look at some of the efficiencies in wireless printing and electronic document workflow.


business printing for web traffic cta

Free configuration tools for your Savin/Ricoh and Canon MFDs

Posted on July 27, 2011 by | 0 comments

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Your Ricoh/Savin and Canon devices have a wealth of features.  Configuring these options can sometimes be a daunting task for I.T. or the technical end user; however there are several free utilities out there that can help with device configuration.

LDAP integration is a feature that can help I.T. improve device security via enhanced authentication while also helping end users by enabling email LDAP searches.  After configuring and implementing the LDAP search feature, it enables real-time searches to be performed and potentially eliminates the need to maintain lengthy address books on each device.  The problem here is configuration and in some cases I.T. or end users may not be fully aware of what is needed to properly configure the search.  This is where free utilities such LDAP Browser 4.5 from Softerra come into play.  LDAP Browser allows the administrator to create different profiles bound to various search bases, test credentials, and view attributes.  Once connection is confirmed using this method and authentication has succeeded you can then rest assured that the same information will work properly within your MFD and configuration should be a snap.

Click here to see our current hardware options for your business… we’ve moved way beyond copiers!

For administrators who choose not to configure LDAP integration on their device; LDAP Browser 4.5 still provides some useful tools.  It’s quite easy to export users based on various criteria along with their email address and parse to a typical .CSV or other compatible format.  Using this method will allow the administrator to import the data directly into the MFD using free tools from the manufacturer such as Smart Device Monitor for Admin from Ricoh/Savin.  Most Canon models even allow for LDIF imports to be done via the web interface which is a supported export format as well.

Regardless of what method is taken to integrate your device, be aware that free tools exist to assist in the setup.  The Advance Network Services help desk technicians are fully versed in these configuration methods and are ready to support your staff.  Contact the Advance Service department for further information.

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