Everything you ought to know about e-SANCHIT

What is the procedure to upload documents through e SANCHIT?

Below mentioned are the procedurals steps that show how to upload a e sanchit documents for export through e-SANCHIT portal.

Step 1: Preparing documents in digital Format

Before uploading the documents on the e-SANCHIT importers, exporters or PGAs need to prepare the document in PDF/A Format (ISO 19005-2). The user can choose from the following courses of action.

However, in a case, if the document issuer does not use an automated system and the recipient receives the hard copy or facsimile. The recipient may scan the document into a PDF but he/she needs to follow some conditions while scanning the document:

1. The resolution shall be above 200 DPI and that too in black and white
2. The size of the file shall not be more than 75 KB and it shall be in A4 size
3. No punch hole or stapler marks on the document shall be there at the time of scanning the document. In case if there is any these marks shall be far away from the document content
4. Irrespective of the pages the size of the file shall not exceed 1MB. In case if the size of the document exceeds the size 1 MB it shall be split and uploaded as 2 or more documents
5. Folds in the document shall be avoided
6. Dark patches shall not be there in both source and the image of the document
7. During the transmission of a facsimile, the content of the letter shall not be elongated or compressed
8. The PGA user shall preview the document before uploading to ensure its legibility and is of good quality.

DSC (Digital Signature Certificate) that is registered on the ICEGATE shall be used by the PGA user to digitally sign the PDF document to mark the authenticity of the document. After the information is stored in the system he/she has to link this data to the RES Package that helps in preparing the electronic files. Electronic files prepared by RES Package can only be submitted on the ICEGATE Portal.

Step 2: Log into the ICEGATE Portal https://www.icegate.gov.in

To upload documents on the ICEGATE in electronic form the PGA user needs to log into the ICEGATE Portal using valid credentials and DSC.

Step 3: Once logged in, click on the e-SANCHIT

After logging into the ICEGATE, PGA user needs to click on the e-SANCHIT link to upload the document into the ICEGATE.

No user can upload documents without logging into the ICEGATE Portal.

Step 4: Click on the Upload Document

Once the electronic format of the document is ready to upload on the ICEGATE Portal, click on the Upload Document. The PGA user can upload a batch of 10 documents at a time.

In case if the document fails to meet the basic requirement of size and type it will show the exact error instantly.

Step 5: Enter the beneficiary details against the selected PDFs

The PGA user needs to mention the name of beneficiary along with the beneficiary code which you'll get from e sanchit code list to mention for whom the documents are uploaded.

Step 6: Selecting the type of document

Once the documents are uploaded the ICEGATE system asks the type of document from the drop-down list. The list also shows on the ICEGATE portal as a single map code directory.

Step 7: Click Validate Document Button

It is important to verify the DSC attached along with the beneficiary name and code of each document. For this, he needs to click on the Validate button. It shall be noted that without validating these things the PGA user cannot proceed to the next step.

Step 8: Click on the Submit button

After validating all the checkpoints the PGA user needs to click on the Submit button to submit the documents. In case if there is an error in the document the system will show the error. The PGA user then needs to rectify the errors in the document and need to re-upload the same.

Once the file is uploaded on the ICEGATE, the PGA user will get a unique number commonly known as IRN. This unique number will display on the ICEGATE portal. Moreover, the PGA user needs to send an acknowledge mail to every beneficiary carrying the relevant IRNs.

Step 9: Post submitting click the OK button

It shall be kept in mind that after completing all the above process the PGA user needs to acknowledge the disclaimer by clicking on the OK button.