In a registration, authentication may be required for any documents. Authentication refers to the process of validating a document to prove that the signature and the seal on the document are genuine. Authentication includes:
• Legalization: authentication process through a country embassy or apostille for a member country.
• Notarization: authentication process through a local Notary Office/CCPIT.
When authentication will be required, follow these steps (for India registration, these tasks will be addressed to India Purchasing Dept. rather than RA Dept.):
1. When starting registration, make sure to confirm with Purchasing Dept. that Vendors are aware of the list of Vendor documents to be authenticated and have confirmed it is doable.
2. Prepare the document to be authenticated and send a task to RA Dept. with the list of documents and type of authentication to confirm the cost of authentication of the document.
Note: Make sure that the document to be authenticated still has a long enough VALIDITY PERIOD. For example, if a document’s expiration date is in 1-2 months and the authentication /overall registration process will take longer than that, it may be best to check with the Customer if authentication can wait until the new document is issued.
3. At the same time, send the documents to the Customer over email and ask them to check all information on the documents.
4. RA Dept. will provide each document authentication cost as well as the duration of the process.
5. If the cost is confirmed and Customer has confirmed that the documents are acceptable to be proceeded, send a task to RA Dept. to move forward with the authentication process. At the same time, send a task to Accounting Dept. to record this cost under the registration SO.
6. Set an activity for the estimated time of completion for the document authentication.
7. Once the authentication process has completed, RA Dept. will save the scanned copies of these documents in the registration folder and send a task to BD Salesperson to check.
8. Check the authenticated documents to make sure they are correct. Send the scanned copies to the Customer over email as well.
9. Once confirmed by the Customer, send a task to confirm with RA Dept. to receive original copies from the Agent.
10. Most of the time, Customers may need the original authenticated documents to be sent to them via courier. Confirm the shipping details from the Customer.
11. Send a task to Logistics Dept. to arrange for the courier shipment of the documents and send a task to Accounting Dept. to record this cost under the registration SO.
Note: If samples/other document hard copies will also be required to be sent to the Customer, it may be best to wait to send everything altogether to save on courier fees.