Missing Bates or control numbers can indicate that data is missing in your project. If you have received productions, a gap in the sequence of Bates numbers might indicate an incomplete production. For natively uploaded data, a gap in Control # might indicate that data was inadvertently deleted.
To check on situations like these, you can use a Bates gap report, which automatically identifies any such gaps present within a results table. Using this report, you can quickly identify and act to resolve issues with any unexplained missing data.
Requirements
Users must have CSV export permissions to generate and export the report.
How to create a Bates gap report
To generate a Bates gap report:
Access the results table for the set of documents you want to run the report on.
Tip
Tip: Depending on your needs, there are a few recommended search tools to make sure your results table encompasses the full range of documents to include in the report:
- For your full project: Use the View all documents button on the Homepage
- For a specific Bates prefix: Use the Bates/Control search term. Select the specific prefix and do not specify a range
- For a specific upload: Select the upload card from the Upload page, or use the Uploaded search term to search for it- Select Export > Bates/Control # gap report. This starts the export.
- When it's ready, the export is available to download from its card in the Batches & Exports column on the Homepage. It is available for 28 days.
Use the report
The report is a CSV file that lists the present ranges and missing ranges for all the documents selected in the results table at the time of the export. The report is sorted in alphanumeric order. The columns are:
- Status: Describes whether the Bates range described in the following columns are present or a gap
- Start Bates/Control #: The beginning of the range
- End Bates/Control #: the end of the range
Here are some additional details about what is and isn't included in the report:
- Other Bates is not included: The Bates Gap report is only for the Bates/Control # of documents, and does not include any information about the Other Bates field.
- Identified gaps start after the lowest number present in the results table for each prefix: If the lowest number present in the results table is ABC10, then there will not be a gap identified for ABC1-ABC9. The first “present” row will show you the start of the analyzed range in the report.
- Gaps do not report page-level suffixing: Even for Bates ranges that include page-level suffixing, the gaps will always be reported in whole numbers. If a 42 page document with range ABC005.1-ABC005.42 is missing, but the surrounding documents ABC004.1-ABC004.6 and ABC006.1-ABC006.23 are present, the reported gap will be ABC005-ABC005, because the number of pages within the gap is unknown.
- Gaps for Australian Doc IDs report only on the final decimal: For example, the exported report will report a 5 page gap starting at ABC001.001.005 a as ABC001.001.005 - ABC001.001.009. However, the report does not capture a gap between volumes such as ABC001.001.005-ABC001.004.001, since the gap is to the left of the final decimal.