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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Top 10 Benefits of Adopting Managed Print Services for Your Business

Posted on November 16, 2016 by | 0 comments

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Most organizations have a variety of contracts from several different service providers for their multifunctional devices, printers, software, and supplies. This fragmented approach to buying is inefficient and expensive, but there is a better way!

What is Managed Print Services?

Managed Print Services optimizes your print environment to offer visibility into your print spend, a fixed monthly budget, reduction of waste, and increased end user productivity.

Click here to find out how Advance can optimize your print fleet and offer your business up to 40% cost savings!

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Taking Printing to the Edge on My Printer

Posted on August 22, 2016 by | 0 comments

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5 Ways to Achieve a Full Bleed Print Using Your Office Technology

Achieve edge to edge printing on ricoh/savin printer

If I had a penny for every time a customer has said that they “want the image to go right to the edge of the paper,” I’d be a very wealthy man. Full bleed printing is the envy of many, but the reality is that when it comes to doing it in-house, the process is pretty much limited to inkjet technology. Or is it?

As color printing equipment and production print have become more popular and cost effective in the modern office, more and more marketing departments are bringing print jobs in-house. However, whatever equipment they invest in, they are still finding that true full bleed printing is something that is much easier to talk about than to actually achieve.

And what is it with Ricoh/Savin’s “Edge to Edge” print option that does not, in fact, print full bleed? We’ll get to that later…

Click here to download our ebook, full of tips and tricks for making the most of your Ricoh/Savin copier! Learn useful skills such as how to print envelopes or how to adjust the volume of your machine when a fax comes in!

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How to Increase Web Traffic from Business Printing

Posted on June 29, 2016 by | 0 comments

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Designing Your Business’ Print Media to Increase Visitors to Your Website

Increase Web Traffic from Business Printing

“Print is dead.” – We’ve all read this same article time and again for the last twenty years. Seemingly on a mission to prove the naysayers wrong, countless businesses’ print media has stood the test of time as an ever-important branch of their marketing tree. Product brochures and direct mail postcards alike continue to show fantastic results as we trek deeper into the digital era.

To learn more about how Advance can help you independently produce your own print media and marketing materials, click here!

However impressive the return, as 21st century marketers, we can’t just focus on print media… buyers are spending their time online, researching options before contacting suppliers. In fact, 57% of the buyer’s decision-making process is done before they ever reach out to a salesperson. That’s why it is crucial for businesses to sustain healthy, robust websites that educate visitors and convince them that when they are ready to speak with a professional, your company is the one to call.

Increase web visitors through business printing

So, which is more important: your tried and true print mail campaign that continuously brings in calls or maintaining a digital presence that increasingly leads traffic to your website? The truth is, all of our marketing content, traditional and digital, is working together to drive results. Everything is interconnected: the magazine article you published last month leads readers to a related blog post. Your TV commercial sends viewers to a product-specific landing page. Even your email signatures act as a way to capture Facebook followers.

Business printing to generate web leads

We’re all strapped for time, so let’s kill two birds with one stone: let’s use our reliable business printing tactics to drive website traffic from the masses.  Digital strategies and print marketing working together to achieve results rather than splitting the funds, time, and manpower in half to labor over two separate initiatives. Can it be this simple?

Click here to learn how to design your print media to ensure your contacts take action.

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10 Reasons to Bring Print Production In House [INFOGRAPHIC]

Posted on May 12, 2016 by | 0 comments

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in house print production process

At your company, you are responsible for the production of final, printed, on-brand, professional materials. Whether that is an important customer-wide communication on company letterhead, or your next direct mail piece, you are the one managing the print process.

Right now, you probably outsource at least some of these materials to a print shop. You’re paying thousands a year in costly mark ups in order to achieve the perfect look and feel. Even then, you’re sometimes left wasting stacks of prints because you found an error, or maybe were talked into buying more than you needed to justify the cost of printing. The print shop employees don’t know your brand standards, so sometimes the quality of the piece isn’t exactly what you were hoping for.

Or maybe you’re attempting to run your print jobs on the office-grade copier. Let’s face it- you can’t do everything on your wish list with this equipment, and you’re probably jamming up the workflow of everyone else around you who needs to use the printer as well. You are limited in your choice of paper stock and finishing, and you constantly have to reload the paper tray.

Click here to analyze your company’s production print potential.

Many companies believe that their current print volume does not justify bringing their print production in house as a viable option. Think again- we’ve outlined the top 10 capabilities that your company will gain if you bring your print production in house. Read on to see how in house print production can make your job a lot easier, while allowing you to create more effective, impactful pieces for your business and helping to keep an eye on your bottom line. Read more »

Password Considerations in the Wake of Heartbleed

Posted on April 29, 2014 by | 0 comments

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You may be wondering if the recent OpenSSL “Heartbleed” security vulnerability affects you. The answer is yes, it affects everyone regardless if you are an Advance customer or not. Many of the websites you visit on a daily basis use OpenSSL to secure communications. This includes sites that require usernames and passwords to access those resources, such as email, IM and VPNs. Read more »

Protecting the Brand You’ve Worked So Hard to Create

Posted on April 3, 2013 by | 0 comments

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It’s a common scenario: you spend countless hours working with an agency or graphic artist to create the perfect logo to represent your brand, only to find once it enters the four walls of your organization, its degradation begins. In an ideal world, the graphics police would filter each and every page that comes out of your multifunctional device to ensure that your mark is always reproduced as it was originally intended, right down to the proper CMYK simulation of your precious Pantone. Since that is not the reality, we’ve compiled a few tips to help your logo look its best.

To learn more about how Advance can help you independently produce your own print media and marketing materials, click here!

 

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Streamline Expenses in Q1 with Canon’s UniFLOW-Part I

Posted on January 18, 2013 by | 0 comments

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Canon UniFlow

Awhile back, Advance President, Jeff Elkin, shared his thoughts about the key considerations when choosing a technology partner. As Jeff pointed out, the driving force should be trust. At Advance, we build on that trust by providing recommendations focused on helping organizations achieve two primary outcomes: increased productivity and reduced expenses. Who doesn’t want to streamline expenses, especially in the first quarter?

Click here to learn about software enhancements available for your devices that can make your workplace more controlled and efficient.

 

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Advance Stories Series: The Baltimore Ravens

Posted on January 18, 2013 by | 0 comments

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It’s here. Football season. And the Ravens look fantastic! We all know they’re a great organization on the field, but we wanted to highlight and share what a great organization they are in their back office.

The latest video in our Advance Stories series highlights the Ravens and how Advance has grown our partnership over the past decade. Join us in the story of how Advance plays a small part in helping the Ravens in being a phenomenal football organization by being an integral back office document solutions provider.

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