In a rolling production, each new volume must start at the Bates number right after the last page of the previous volume, with the same prefix and padding, so the whole production reads as one continuous range with no gaps and no overlaps. BatesBind keeps track of that on Windows: after each export it shows where the range ended, Continue sets the next start number, and a saved scheme for the matter keeps the prefix, suffix, digits, start number and legend and moves its start number on after each export. Each export writes a CSV log with every file’s first and last number and a SHA-256 hash.
Losing track of the last number is one of the easiest mistakes in discovery, and one of the most awkward to explain.
Start every new volume where the last one ended, without carrying the number by hand.
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What is a rolling production?
A rolling production delivers documents in batches over time instead of all at once, often as each custodian’s documents are collected and reviewed. Each batch is usually called a volume, such as VOL001 and VOL002, and carries Bates numbers that continue from the previous one.
The rules that govern the numbers come from your matter: an ESI protocol, a protective order, a stipulation, or a letter agreement with opposing counsel. They often fix the prefix, the number of digits, where the label goes, and how confidentiality designations appear. Read the governing document first. Our post on Bates number format explains prefixes, padding and ranges.
What goes wrong between volumes?
| Problem | How it happens | What it causes |
|---|---|---|
| Overlap | Volume 2 starts at a number already used in Volume 1 | Two pages with the same number |
| Gap | Someone skips ahead “to be safe” | Questions about missing pages |
| Format drift | Different padding or prefix in a later volume | ACME000150 next to ACME0151 |
| Wrong legend | Confidential label left on, or off, from the last run | Mis-designated documents |
| No record | Ranges typed into a log afterwards | A log that disagrees with the production |
Every one of these is easy to avoid if the tool carries the state between runs.
How do I continue a production in BatesBind?
BatesBind numbers a folder of PDFs with one continuous range, adds a legend and exhibit labels in the same pass, and writes the index as PDF and CSV.
- Set up a scheme for the matter. Enter the prefix, such as ACME, the suffix if any, the digits of zero padding (1 to 15), the start number and the legend, then save it as a named scheme.
- Number Volume 1. Open the folder, check the order and ranges in the table, and export. BatesBind shows where the range ended.
- Keep the log. The CSV index lists every file with its page count, first and last Bates number, output name and SHA-256 hash.
- Open Volume 2. Select the saved scheme. Its start number has already moved on after the last export. Or choose Continue to set the start number to the next one after the range just shown.
- Check the table before export. Every file is listed with the range it will get. The first number should be the last number of Volume 1 plus one.
- Export and file the log beside the Volume 1 log.
Number your next volume in BatesBind during the 15-day free trial and check the ranges against your log.
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How do I handle different confidentiality designations in one volume?
Many protective orders use two tiers, such as CONFIDENTIAL and HIGHLY CONFIDENTIAL, and some documents carry no designation at all. BatesBind applies one legend per export, so documents with different designations go in separate runs:
- Sort the volume into folders by designation, keeping the order you want the numbers to follow.
- Number the first group with its legend.
- Choose Continue, change the legend, and number the next group.
- Repeat for each group. The range stays continuous across the runs.
- Combine the logs. Each run writes its own CSV; paste them together in Excel in order and check that each run’s first number follows the last.
If the order needs the numbers to follow the original document order regardless of designation, plan the runs to match: number consecutive documents with the same designation together, and switch legends at the boundaries.
What should the production log show?
| Column | From BatesBind’s CSV | Why |
|---|---|---|
| Original file name | Yes | Ties the produced copy to the source |
| Output file name | Yes, optionally named by Bates range | Shows what was sent |
| Page count | Yes | Checks the range |
| First and last Bates number | Yes | The range itself |
| Exhibit label | Yes, if used | Exhibit packages |
| SHA-256 | Yes, for each file | Shows a file has not changed since export |
| Slip sheet note | Yes, for files given a slip sheet | Explains a one-page placeholder |
| Volume and date | Add in Excel | Ties the run to the cover letter |
See Bates production log for more on what each column is for.
What will BatesBind not do?
- No OCR, redaction or stamp removal. Do those steps first, with tools built for them.
- PDF and CSV only. No TIFF images and no e-discovery load files. If your ESI protocol requires load files and images, use a review platform or vendor for that production.
- One legend per export. Mixed designations need separate runs, as above.
- No legal judgment. BatesBind makes no claim about what a court, an order or opposing counsel will accept, and this is not legal advice.
When is a different tool the better pick?
For large productions with load files, deduplication, privilege logs and review coding, an e-discovery platform is the right tool, and it will manage Bates continuity itself. BatesBind suits small firms and in-house teams producing PDFs in modest volumes, who want continuity, a legend and a log without a subscription. See our Bates numbering software page for the wider picture.
Frequently asked questions
How does BatesBind know where the last volume ended?
After each export it shows where the range ended, and Continue sets the start number to the next one. A saved scheme’s start number also moves on after each export.
Can I use different schemes for different matters?
Yes. Saved schemes keep the prefix, suffix, digits, start number and legend for each matter.
What if a file in the volume will not open?
It is listed with the reason and left out of the range, so numbering stays continuous across the rest. With slip sheets on, it gets a one-page placeholder with the reason and one number instead.
Will BatesBind change the source PDFs?
No. Originals are opened for reading only. BatesBind writes new files, refuses to save over an original, and a canceled export keeps nothing.
Does it upload documents?
No. It has no account, collects no telemetry, and reads only the folder you open.
Try BatesBind
BatesBind is a one-time purchase in the Microsoft Store, with a 15-day free trial. Save a scheme for one matter, number a test volume, and Continue into the next. For more, see how to Bates number PDFs on Windows, Bates stamp a folder of PDFs, or the BatesBind product page.
Keep every volume of the production in one clean range.
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Microsoft, Excel and Windows are trademarks of the Microsoft group of companies. Other names are trademarks of their owners. BatesBind is not affiliated with or endorsed by any of them. This article is general information, not legal advice.
Last updated 17 October 2026. Published by Automata Labs, a software company in Canada.