Legal Document Verification Guide

Here is the Standard Operating Procedure (SOP) for Verification of Qualification & Experience Certificates:
*. Purpose: Establish a systematic approach for verifying qualification and experience certificates of key staff, ensuring the integrity of provided information.
*. Scope: Applies to all key staff and employees during bid submission, offer letter issuance, and joining the organization.
*. Responsibilities:
- HR Personnel: Oversee the verification process.
- Office Manager/Team Leader: Assist in document verification at joining.
- Corporate HR: Review and maintain verification records.
*. Procedures:
- At the Time of Submission of the Bid:
- Verification of Qualification Certificates:
- Collect original qualification certificates.
- Verify institution accreditation and details.
- Verification of Experience Certificates:
- Collect original experience certificates.
- Contact previous employers for authenticity verification.
- Undertaking from Individual:
- Obtain a signed declaration of accuracy, including consequences for falsification.
- At the Time of Offer Letter:
- Verification Requirement:
- Mention requirement for original certificates in the offer letter.
- Verification Appointment:
- Schedule a verification appointment before joining.
- At the Time of Joining:
- Document Submission:
- Request original qualification and experience certificates.
- On-Site Verification:
- Compare original documents with copies and check authenticity features.
- Photographic Evidence:
- Take and store photographs of original documents.
- Third-Party Verification:
- Engage third-party agencies for background checks if necessary.
- Post-Joining Follow-Up:
- Periodic Audits:
- Conduct periodic audits to re-verify documents.
- Employee Declarations:
- Require periodic declarations from employees.
- Discrepancy Handling:
- Establish a protocol for handling discrepancies.
*. Documentation: Maintain records of verified documents, photographs, and audits securely.
*. Review and Updates: Periodic review and updates to ensure effectiveness and compliance.