The Importance of Document Control

Few things are more upsetting for customers than having their shipment held up at the border because of faulty documents.

We tend to focus the majority of our attention on the loading times, delivery times, and cost management associated with transporting cargo. As a result, we frequently forget about the significance of document management to ensure that cross-border movements are carried out in an effective manner.

It is extremely important to understand and determine which documents are required prior to arriving at a border or delivery location because different types of cargo each require a unique set of supporting documentation.

It is imperative that this information be gathered before crossing a border or making a delivery.

Unfortunately, the improper management of paperwork is one of the most prevalent sources of problems or delays in the process of carrying, clearing, and storing cargo. This highlights the significance of effectively managing cargo paperwork.

It's important to develop comprehensive procedures that minimize the likelihood of encountering problems or experiencing delays due to faulty or missing paperwork.

When it comes to the appropriate documentation for your shipment, here are some things that you need to keep in mind before shipping.

Do You Ship Your Products across International Borders?

Determining whether your shipment will be sent domestically or across international borders is one of the most crucial questions to ask yourself when it comes to the documentation required for shipping your package.

It is a significantly more difficult and time-consuming process to send goods domestically inside Canada as opposed to shipping goods across international borders within North America.

Shipping goods across international borders in North America necessitates the completion of exacting and comprehensive customs paperwork.

Depending on the particulars of your shipment, the necessary documentation may consist of a Commercial Invoice, an Export Declaration, a Certificate of Origin, a Toxic Substances Control Act Form, or the United States Federal Communications Commission Form 740.

Are Your Goods Covered by Adequate Insurance?

Is the shipment you're sending out covered by insurance?

Investing in insurance for your shipping and logistics needs will significantly lower the likelihood that your items will be misplaced, damaged, or lost in transit.

It is essential to acquire shipping insurance for both domestic and international shipments in order to protect one's financial interests. It stands to reason that purchasing shipping insurance will involve submitting a greater quantity of documentation.

Any documents pertaining to shipping insurance must be stored away in your records in the appropriate manner so that they can be easily retrieved in the event they are needed.

What Kinds of Goods Are You Shipping?

A unique set of documentation must be submitted for each type of shipment.

For example, if you are transporting dangerous goods, chemical goods, water samples, or perishable materials, you will almost definitely need to fill out supplemental paperwork that is specific to these categories of goods. This paperwork may include labels, manifests, and shipping manifests.

When exporting goods over international borders in North America, having these documents is of the utmost importance.

The United States Environmental Protection Agency makes this especially important because it makes use of the Toxic Substances Control Act in order to monitor and control the importing and exporting of potentially dangerous goods.

Processing and Categorization of Documents

Experienced shippers are aware of the difficulty associated with controlling the accessibility of paper-based transportation papers for a variety of end-users, as well as the significance of precise document classification in order to facilitate fast border crossings and post-trip processing.

A powerful document processing and classification system that converts paper documents into digital format and stores them in a cloud-based system is essential for efficiently overcoming this obstacle.

All documents that pertain to the shipment are scanned, converted to a digital format, and finally uploaded to an in-house document processing system.

The processing system will first give each document a structured file name according to the document type, and then it will store the document in a one-of-a-kind folder based on the client's name, the route, and the trip identification number.

Last but not least, the assortment of documents that pertain to the client's cargo can be compiled and shown on a digital dashboard specific to that client so that they may be easily accessed.

Pre-Alerts for Clearance

A lack of availability of appropriate documentation throughout the process of cargo clearance is one of the most common causes of delays, especially at border crossings.

It's essential, then, to be aware of the necessity to provide the relevant documentation to clearing agents in a very proactive manner in order to minimize any delays.

To accomplish this, some shippers create their own in-house system that makes it easy for employees to generate and deliver a "Clearance Pre-Alert" through email.

An employee needs to do nothing more than pick the proper clearance pre-alert email group before submitting the pre-alert request through the internal system.

After the request has been submitted, an automated process will collect the necessary documents, as well as compose and send an email to the appropriate clearance group. This ensures that no human errors are made during the process.

This alert has all of the relevant paperwork and is sent prior to the arrival of the cargo. This kind of semi-automated system can practically eradicate delays in clearance related to paperwork.

Conclusion

In the end, maintaining document control is an absolutely necessary function for any shipping organization.

Document control ensures that everything runs well from the very beginning all the way through to the very end by doing everything from tracking packages to making sure that regulations are followed.

In addition, if something does end up going wrong, this increases the likelihood that you will not be held responsible. If you take care of your documentation, then everything will go off without a hitch when it comes to the transportation of your goods.

At A-1 Auto Transport, we make it our business to stay up-to-date on the latest developments in the shipping industry. Contact us any time to learn about our comprehensive range of shipping services.