Because the legalisation chain runs on physical documents, loss is a real possibility. The loss of a certified copy means a new act; the loss of an original document, on the other hand, requires going back to the issuing authority. In both cases what is decisive is how quickly the loss is reported.
Reporting the loss
A loss is reported the moment it is noticed. Delay narrows the options for a solution. The report is prompt.
The consequence of concealment
A concealed loss comes to light at the worst moment. The loss of trust is greater than the document. Openness is preferred.
Where it was last seen
The document's last stage is found from the tracking record. If there is no record, the search cannot begin. This is where its value shows.
Search steps
All the stages concerned are checked in turn. A systematic search is more effective than a random one. The method is followed.
Loss of a certified copy
A new act is carried out for the certified copy that has been lost. The chain is run again. A cost arises.
Loss of an original document
The original is unique, and a replacement copy is obtained from the issuing authority. The process lies outside. The time lengthens.
Time for reissue
Obtaining some documents again takes a long time. This time can upset the schedule of the procedure. The effect is calculated.
Informing the client
The position, the options and the effect on time are explained openly. Vague information increases anxiety. Communication is clear.
Determining responsibility
The stage at which the loss occurred is established. Responsibility is assessed under the contract. The definition has been made in advance.
Loss in transit
For losses caused by the carrier, the process is run with the carrier. The tracking record is used. The method is defined.
A document held at the organisation
Sometimes the document has not been lost but has been retained at the organisation. This is checked first. A false alarm is avoided.
The value of a scanned copy
In the event of loss a scanned copy preserves the content. It has no official value but it speeds up the process. The archive proves useful.
Using the copy
The copy can be used as a basis in the application for reissue. Loss of information is prevented. The benefit is tangible.
The confidentiality dimension
A lost document is also a data security incident. If the document contains personal data, the process is run accordingly. The notification obligation is assessed.
Keeping a record
The loss and what followed are put on record. The record is needed for the review. The document is kept.
Root cause review
How the loss occurred is examined and the process is corrected. Even a single incident is examined. Recurrence is prevented.
Preventive arrangements
A handover record, a group count and locked storage reduce the risk of loss. The three precautions are applied together. A system is put in place.
The preference for not working with the original
Working with a certified copy instead of the original wherever possible is the most effective precaution. The choice is made at the outset. The risk is reduced at the root.
The corporate effect
Because the loss of a single document also delays the tender or registration procedure it is tied to, its effect is not limited to the document itself; this is why the cost of prevention is always low. The calculation is made at the outset. Priority goes to prevention.
The costliest mistake
In this situation the costliest mistake is carrying on searching without reporting the loss; every day that passes shortens the time left for reissue and, in fixed-date procedures, removes the possibility of making up for it. The report is made within the first hour. The search runs in parallel.