Last Updated: 25-5-2025

This Document Handling & Security Policy explains how STS  Apostille  (“STS”, “we”, “our”) receives, processes, stores, transports, and returns original documents for apostille, attestation, authentication, legalisation, notary, translation, courier, and related services.

The goal of this policy is to ensure maximum safety, transparency, and traceability of all client documents throughout every stage of processing.

1. Purpose of This Policy

This policy ensures:

• Secure handling of original documents
• Transparent chain-of-custody
• Protection against loss, tampering, or unauthorised access
• Compliance with government and embassy requirements
• Client trust and peace of mind

It applies to all personal, educational, commercial, and legal documents submitted to STS.

2. Types of Documents Covered

This policy covers original and certified copies of:

• Educational certificates (degree, diploma, transcripts)
• Birth, marriage, death certificates
• Police Clearance Certificates (PCC)
• Passports (only when required for attestation)
• Power of Attorney
• Commercial documents (invoices, COOs, MoAs, AoAs)
• Medical certificates
• Affidavits, declarations, and notary papers
• Embassy-required documents
• Any other documents submitted for apostille, attestation, or translation

3. Secure Document Intake (Receiving Process)

3.1 Chain-of-Custody Begins at Receipt

Immediately upon receiving documents (via pickup, courier, or in person):

1. Documents are logged into our secure system.
2. Client name, service type, date, and timestamp are recorded.
3. A unique internal tracking ID is created.
4. Conditions of documents (seal, signatures, inserts) are checked.
5. Acknowledgment is sent to the client within 24 hours.

Key Controls at Every Stage:

• Unique reference number assigned at pickup

• Timestamped movement logs

• Restricted-access storage

• Dual verification before processing

• Final checklist prior to dispatch

This ensures traceability, accountability, and zero unauthorised handling throughout the document lifecycle.

3.2 Tamper-Check at Intake

We verify:

• No pages missing
• No physical damage
• Document authenticity indicators (seal, stamp, hologram)

4. Secure Storage of Original Documents

All originals are stored in:

4.1 Fireproof Document Lockers

Locked, fire-resistant storage units located in restricted areas.

4.2 Access-Controlled Rooms

Only authorised personnel with secure access rights may enter.

4.3 No Overnight Exposure on Desks or Workstations

Documents must always be returned to secure storage after handling.

4.4 CCTV Monitoring

Storage areas are monitored to ensure controlled access and prevent unauthorised handling.

5. Handling Protocols During Processing

5.1 Authorised Staff Only

Only trained, verified staff are allowed to handle original documents.

5.2 No Photocopies Without Purpose

We photocopy or scan documents only when required for submissions, government processes, or translations.

5.3 No Unauthorised Sharing

Documents are shared only with:

• MEA
• State/SDM/HRD departments
• Embassies/consulates
• Courier partners
• Government-authorised verification bodies
• Certified translators
• Agencies legally required for the process

Never shared with unauthorised third parties.

5.4 Document Movement Log

Every internal movement is recorded, including:

• Handling time
• Staff member
• Purpose of movement
• Location transfer

This creates a transparent audit trail.

3️⃣ Courier Partners & Handling Options

Trusted Courier & Logistics Partners
(Subject to service location & destination country)

• National Express Couriers

• International DHL / FedEx / UPS (for overseas dispatch)

• Local secured pickup partners (ID-verified personnel)

Handling Options Available:

All dispatches include tracking IDs, and insured shipments include document value declaration where applicable.

6. Protection During Multi-Stage Government Processing

Many services require multiple stages such as:
State → SDM → HRD → MEA → Embassy → MOFA

STS ensures:

• Secure movement between offices
• Tamper-proof packaging during each transfer
• Detailed tracking and periodic updates to clients
• Physical presence of authorised staff during submissions
• Preventing exposure of documents to unauthorised hands

7. Transportation & Transit Safety Protocol

7.1 When Couriering Documents (To/From Client)

Documents are packed using:

• Waterproof inner sleeves
• Tamper-evident outer packaging
• Barcoded labels
• Minimal personal information on the outside

7.2 Recommended Insurance

Clients are encouraged to insure their packages, especially passports & degrees.

7.3 Courier Partners

We use only trusted delivery partners like:

• Blue Dart
• DTDC
• India Post Speed Post
• DHL / FedEx (international)

7.4 Tracking Updates

Clients receive tracking within 6 hours of dispatch.

8. Tamper-Evident Protocols

STS  Apostille implements the following measures:

• Sealed envelopes with tamper indicators
• Security tape used for high-value documents
• Photographs of sealed packets (available on request)
• If sealing is broken during transit, STS escalates with the courier immediately

9. Document Return Process

We check:

• Completion of required apostille/attestation
• Correct spelling and details
• Completeness of all attached certificates/stamps
• Embassy seals (if applicable)

9.2 Dispatch Checklist

1. Final QC done by senior staff
2. Photos of apostilled/attested document (on request)
3. Sealed in secure packaging
4. Tracking shared with client

9.3 Delivery Verification

Delivery only to:

• Client
• Authorised representative (ID/OTP required)

10. Lost or Damaged Documents Protocol

Although extremely rare, in case of loss/damage:

• Incident is logged immediately
• Investigation with courier/government authority begins
• Client is notified within 24 hours
• Support provided for document re-issuance (where applicable)
• Compensation is based on courier’s insured value
• STS liability is limited as per our Terms & Conditions

11. Confidentiality & Data Protection

We strictly maintain confidentiality:

• No information or documents shared without client approval
• Data protected under India’s DPDP Act
• Compliance with global privacy norms where applicable
• Scanned copies stored securely and deleted upon request (subject to legal retention)

12. Maximum Retention and Document Disposal

12.1 Retention

We keep:

• Originals only until service is complete
• Digital copies only when legally required
• Other data for statutory compliance periods

12.2 Safe Disposal

When disposal is required:

• Documents are shredded or digitally erased
• Disposal is logged and monitored
• No document is discarded casually

13. Client Responsibilities

Clients must ensure:

• Documents submitted are genuine
• Information provided is accurate
• Correct address for pickup/delivery
• Full cooperation with government requirements

14. Policy Updates

This policy may be updated periodically.
New versions will be posted with a revised “Last Updated” date.

15. Contact Information

For queries regarding document handling:

STS  Apostille
Address: Office No. 102, 52A, FD 01, First Floor, Vijay Block, Laxmi Nagar, Delhi – 110092, India.

📞 Phone / WhatsApp: 9910602390 | 8178082008
📧 Email: info@meaapostilleindia.com / sts.apostille@gmail.com
🌐 Website: https://meaapostilleindia.com