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Certificates (e.g. ISO environmental standard 14001 or ISO quality standard 9001), long-term supplier declarations (LLE) such as declarations of conformity or proof of occupational health and safety and information security generally have an expiration date, which means that the current documents need to be requested again. In practice, these processes, which are straightforward in themselves, cause a lot of inconvenience: firstly, the expiration date of each document must be noted and a reminder set up in good time, which then results in corresponding requests to the respective supplier. Manual processing quickly reaches its limits here and blocks resources that could be put to better use elsewhere.
We would be happy to show you how automation can solve this problem!
Long-term supplier's declarations (LLE) are valid for deliveries over a longer period of time (provided that the delivered goods are expected to have the same origin status). With regard to their validity, it should be noted that the date of issue of the declaration (date of issue), the start date of validity and the expiration date must be specified in an LLE, whereby the start date may be a maximum of 12 months before or 6 months after the date of issue. This means that only individual supplier's declarations are permitted for deliveries made more than 1 year ago. The expiration date, on the other hand, may be a maximum of 24 months after the start date (or earlier if necessary) - this necessarily results in the date by which a new LLE must be submitted.
When a document is uploaded for the first time, the metadata is recorded. The expiration date is also defined in these so that the workflow engine can start the renewal process on time.
In the renewal process, the issuer of the document is requested to renew it. If there is no response (within an individually defined period), a reminder is sent automatically. The stages of this reminder process can be defined as required, as can the period before the document expires in which the first renewal request is sent. In this way, the needs of the company and the speed of response of the supplier can be optimally addressed.