eSANCHIT Process Guide
eSANCHIT – Step-by-Step Procedure for electronic document upload
The following steps are the step by step procedures involved in uploading of the supporting documents:
Step 1: Prepare Supporting Documents in digital format
Before uploading the document, the importer, exporter, Customs broker (referred to hereinafter as ‘submitter’) may ensure that the document is rendered into a PDF/A format (ISO 19005-2). The submitter may choose from among the following courses of action:
(a) The submitter may obtain the document in a PDF/A format (ISO 19005-2) directly from the document issuer. For example, the submitter may ask the document issuer (seller, exporter, airlines, shipping lines, regulatory authority etc) to render their documents in the PDF at source and deliver them to the submitter electronically, instead of sending a facsimile or a scanned image of the document. This should be possible if the document issuer uses computers to generate documents.
(b) In case the document issuer does not use automated systems/computers or for some other reason, it is not possible to generate PDF copies at source, and the submitter receives the documents in hardcopy or as a facsimile, the submitter may scan the document into a PDF format. In scanning the document, the following qualitative aspects may be kept in mind:
(i) The resolution should not be less than 200 dpi in black and white
(ii) The file size should not be more than 75 kb/ A4 size page.
(iii) Ideally, one document (e.g. and invoice or a packing list) shall be
rendered into one pdf file regardless of the number of pages in the
document. Given that the maximum permissible file-size is 1 MB, this
would allow the submitter to upload a supporting document which is up to
13 pages long. If a supporting document is more than 1MB in volume,
then it should be split and uploaded as two or more documents.
(iv) No stapler marks or punch-hole marks on the document should be visible.
If stapler marks or punch-hole marks are unavoidable, the submitter shall
ensure that these marks are on the margins and are at a clear distance
away from the content in the document.
(v) While scanning the document, it must be ensured that the document was
not placed in the scanner with a fold. For scanners with a roller feed, it
should be ensured that there are no folds in the image as result of the
action of the rollers.
(vi) The content in the document should not be skewed in any direction.
(vii) There should be no dark patches either in the source document or in the
image.
(viii) The letters should not be elongated or compressed (as it happens during
facsimile transmission).
(ix) If a document is stapled or bound in some way, before scanning, the
individual pages should be being taken apart and then fed into the
scanner sequentially in pages
(ii) Whether the submitter renders supporting documents into pdf using either using ii. (a) or
ii(b) above, he/she must preview the document in order to ensure that the document is
clear and legible. In order to ensure that the document is legible and of proper quality,
the submitter may also use automatic image quality assessment tools.
(iii) The submitter should digitally sign the PDF document using the digital signature
certificate registered on ICEGATE. In doing so, the submitter acknowledges that the
document is legible and authentic. Taking note of the content and the context of the
supporting document, the submitter should save the file with a distinct name and save
the file in a location that is readily accessed. It is advisable for the submitter to link this
information to his own electronic system of records (RES package), which used to
prepare the electronic files for submission to ICEGATE.
Step 2: ICEGATE Login
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