One equipment reference, checked across every document
A certification body running multi-site campaigns where the report, the certificate and the datasheet had to describe the same equipment — and sometimes did not.
Who they are.
A certification body running multi-site campaigns for industrial clients. A single campaign covers thousands of sites, and each site produces a report, a certificate and an equipment datasheet that must all describe the same equipment.
Anonymised at the client’s request. Client names are never disclosed without written permission.
What had to be solved.
Matching the equipment reference across three documents was a manual, repetitive read at a scale nobody could sustain. A transcription error in a report propagated into the certificate, and the error surfaced when a client queried it, months later.
What success looked like.
- Compare the equipment reference across all three documents automatically
- Stop a transcription error propagating into an issued certificate
- Issue certificates on a file that has already been reconciled
What Ceertia does here.
A use case per campaign type, comparing the equipment reference, quantities and characteristics across report, certificate and datasheet. Any divergence is flagged with all three source zones cited, so the correction is made once, at the right document.
The equipment reference must be identical between the inspection report and the certificate.
How it runs, step by step.
The file arrives with its documents, in any format, from whoever sends it.
Every page is identified and mapped against the expected document list. Missing documents, duplicates and out-of-scope pages are flagged on receipt.
Each rule asks the file a question and answers it directly on the documents, with page, zone and source text attached to the verdict.
The team approves, requests a fix, or rejects. No file is approved or rejected automatically.
What changed.
Certificates are now issued from reconciled files. The client queries that used to arrive months later — and cost credibility as much as time — largely disappeared.
- Matching the equipment reference across three documents was a manual, repetitive read.
- A transcription error in a report propagated into the certificate.
- Errors surfaced when a client queried a certificate, months later.
- The equipment reference is compared across report, certificate and datasheet automatically.
- Any divergence is flagged with all three source zones cited.
- Certificates are issued on a file that has already been reconciled.
Anonymised case. Client names are never disclosed without written permission. Figures describe the file volumes and checks in this scenario.
Other files, same engine.
An inspection body issuing certificates across several schemes, where an inspector’s accreditation had once expired mid-campaign without anyone noticing.
Read the case → LaboratoryTest results that always trace back to a calibrated instrumentA testing laboratory whose accreditation depended on proving that every result came from an instrument calibrated at the time of measurement.
Read the case →See it run on your own files.
Bring one real file to a 30-minute demo. Watch the verification run, evidence on screen.