Frequently Asked Questions
Document verification is the process of verifying, true copying & attestation of submitted documents to confirm that they are genuine, accurate, complete, and consistent with the original source documents.
The verification normally involves:
- Authenticity checks.
- Cross-verification of details.
- Review of supporting records.
- Confirmation of eligibility-related documents.
In recent years, many of Public Sector Undertaking (PSUs)/ Government bodies (Example BPCL, NTPC, NSPCL, NSPCIL, ONGC, etc) are mentioning a requirement in bid/ tender documents for bidders to submit the documents verified from ISO/IEC 17020:2012 TPIA.
An ISO/IEC 17020:2012 accredited TPIA is an independent inspection body that has been assessed and accredited by a national accreditation body such as NABCB (National Accreditation Board for Certification Bodies) to perform inspection & verification activities impartially and competently.
Such agencies operate under internationally recognized standards and follow documented verification procedures.
A TPIA accredited under this scope has been assessed for its ability to carry out document verification in a consistent, impartial, and technically competent manner.
- Demonstrates Competence for Document Verification.
- Ensures Credibility of Verification Results
- Reduces Risk of Fraud and Misrepresentation.
ISO/IEC 17020:2012 accreditation, scope 35 provides assurance that:
- Document Verifications are conducted impartially.
- Personnel are competent and qualified particularly for document verification.
- Verification processes are documented and auditable.
- Inspection activities meet internationally accepted standards.
- Reports are reliable and technically sound.
PSUs or Government bodies are intended to:
- Ensure authenticity and credibility of submitted documents.
- Prevent submission of forged, altered, or misleading documents.
- Establish transparency and fairness in the bidding process.
- Reduce the burden on procurement authorities for detailed verification.
Improve confidence in bidder credentials and qualifications.
Factors to consider:
- Ensure that the TPIA is accredited to ISO/IEC 17020:2012 Type A, demonstrating its independence, impartiality, and competence in conducting inspection activities.
- Verify that the agency holds a valid accreditation under Scope Sector 35 – Document Verification. This ensures that document verification services are specifically covered within the agency’s accredited scope.
- Brand reputation and Credibility.
- Industry Experience and Expertise.
- Data Security.
“TruDocX” a service brand of RSJ Inspection Service Limited provides the document verification service.
Contact us – TruDocx® – Document Verification
“TruDocX” is a RSJ Inspection Service Limited’s service brandwhich provides the document verification service. RSJ Inspection Service Limited is a one of the ISO/IEC 17020:2012 Type A Third Party Inspection Body (TPIA) and holds a valid accreditation for Scope Sector 35 – Document Verification.
RSJ Inspection Service Limited with more than 16 years of experience in the conformity assessment industry, provides a wide range of services, including Document Verification, Product Inspection, Factory Audits, Assessments under the MSME Sustainable (ZED) Certification Scheme, Sustainability and Compliance Services.
Backed by a strong pan-India presence with office at 04 locations Noida, Thane, Bangalore & Tirupur, RSJ delivers reliable and timely verification services across the country. Click to explore TruDocx® – Document Verification
No. The requirement depends on the specific tender conditions issued by the procuring organization. Where the tender specifically mandates verification by an ISO/IEC 17020:2012 accredited TPIA, compliance becomes mandatory for bid submission.
Document verification provides several benefits:
- Enhances credibility of submitted documents.
- Reduces the possibility of disputes during evaluation.
- Improves acceptance of qualification documents.
- Demonstrates transparency and compliance.
- Speeds up scrutiny by the purchaser.
For procurement organizations, document verification supports:
- Reduce risk of fraudulent submissions.
- Improve quality of bid evaluation.
- Ensure uniform verification standards.
- Strengthen procurement governance.
- Minimize post-award disputes and complaints.
No. Verification only confirms the authenticity and validity of documents submitted by the bidder. Contract award remains subject to:
- Technical evaluation.
- Commercial evaluation.
- Compliance with tender requirements.
- Competitiveness of the bid.
- Approval of the procurement authority.
- Bidder submits documents to the accredited TPIA.
- TPIA reviews documents as per the tender scope.
- Supporting evidence and source documents are verified.
- Discrepancies, if any, are identified.
- Verification findings are recorded.
- Verification report/certificate is issued.
- Bidder submits the report along with the tender documents.
If inconsistencies or discrepancies are identified:
- The bidder may be asked to provide clarification or additional evidence.
- In case if bidder did not submit additional evidence, then TPIA shall record the findings in its report & result shall be marked as “Do Not Meet Bid Qualification Criteria/ Criteria mentioned in Tender/ Requirement document”. No certificate shall be issued.
This depends on:
- Tender-specific requirements.
- Scope of verification.
- Validity period of the report & certificate.
- Acceptance criteria of the procuring organization.
Bidders should always review tender conditions before reusing a verification report.
While verification cannot guarantee acceptance of a bid, it significantly reduces the risk of rejection arising from:
- Unverified credentials.
- Incomplete supporting evidence.
- Authenticity concerns.
- Documentation inconsistencies.
Bidders should ensure:
- Documents are complete and legible.
- All pages are signed where required.
- Supporting records are available.
- Information is consistent across all documents.
- Original records can be produced if requested.
- Tender-specific requirements are reviewed carefully.