Bonus: Download Step-by-Step Instructions for Setting up Your Existing 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.
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.
Utilize Ricoh/Savin’s 5th Color Printing Station at Your Business!
You may have heard of Ricoh/Savin’s 5th Color Printing Station, available on the outstanding C7100X series production printer. Introduced back in 2015, the 5th Color Station allows you to utilize clear and white toner on your print materials that leave an impactful impression. Marketing professionals everywhere leapt at the chance to integrate these toners into their print strategy–bringing the creation of visually exceptional marketing materials for their business to the next level.
Flash forward to today, and Ricoh/Savin keeps us interested by introducing another toner to its 5th Color Station–neon yellow! Read on for more information regarding Ricoh/Savin’s 5th Color Station capabilities and inspiration.
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!
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.
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.
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.
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.
5 Ways to Achieve a Full Bleed Print Using Your Office Technology
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?
Earlier this month, Ricoh released an amped up version of Neusoft’s Smart Device Print app in the App Store and Google Play—Smart Device Print & Scan. The app comes with all the bells and whistles of its predecessor (the ability to print wirelessly from a mobile device) with the added feature of scanning from Ricoh’s latest multifunctional series direct to your smartphone or tablet. The best part—it’s still FREE! Read more »
Shelly Holdaway is the Marketing Specialist for Advance and a guest blogger for the company.
Ever held up print traffic so you could run to the copier and load a sheet of letterhead, then race back to your desk and hope no one printed on it before you did? Or maybe you’ve dedicated one of your multifunctional paper trays to “just letterhead” but people still print on it by accident anyway.
What about the shelf life of your letterhead? Small changes to your location, website, or logo even, can be costly to update, especially when organizations usually pre-purchase large amounts of letterhead to offset the expense of commercial print setup.
If you do make changes, what happens to the old letterhead? Does it go straight to your fax machine and get flipped over until it’s used up printing incoming faxes or does it simply get handed out as scrap paper around the office? Read more »
Over the past eight months, Ricoh/Savin has introduced roughly 17 new MFD/P (multifunctional device/printer) models, updating its monochrome and full color lineup. Ricoh/Savin is refreshing its products, from desktop units to light production machines, to meet a more workflow oriented placement strategy.
Mobile printing is changing and evolving daily – it just keeps getting better and easier to print from your iPad, iPhone, BlackBerry and many other mobile devices. Check out the latest in the mobile printing software world from Savin/Ricoh, Canon and KIP.
Is your office technology difficult to operate for users with limited mobility, vision or hearing? Professional success in today’s workplace requires that office technology be accessible by everyone, including those with disabilities. In fact, for the federal government, it’s the law. Read more »
No, I am not recommending you purchase a compact sport sedan from Audi in the title above. Although, from what I have seen in the TV ads, the Audi A4 does look like fun. I am actually suggesting that businesses can lower their Total Cost of Ownership related to document workflow, with a particular breed of multifunctional device (MFD) referred to as “A4.” This newer category of MFD gets its name from the European standard paper size called A4, which is most similar to the US standard of 8.5 x 11, otherwise known as Letter. So basically, A4 style machines are intended for use in organizations whose primary workflow involves Letter size paper. Yet, most of the devices can handle up to 8.5 x 14 – Legal size, as well.