Import Evidence Packet Index
National Committee for Quality Management
Version 1.0

Prepare a shipment-specific index of product, origin, certificate and transport evidence.

Define the shipment
Use the index for a particular transaction and product configuration. Include only documents relevant to the pathway. Keep confidential technical files in a controlled location and use the packet to identify where authorized reviewers can retrieve them.

Working record
| Packet element | Information or document | Consistency check |
|---|---|---|
| Transaction | Importer, manufacturer and shipment | Responsible parties identified |
| Product identity | Model, revision and commercial description | Matches goods and invoice |
| Agency pathway | Applicable product rules | Correct jurisdiction and scope |
| Certificates | Required product certificate or authorization | Correct issuer, product and citation |
| Testing | Relevant report and sample identity | Supports the certified configuration |
| Electronic filing | Applicable data and filing responsibility | Current pathway and timing reviewed |
| Origin | Origin analysis and marking artwork | Not confused with shipping country |
| Labels | Required information and warnings | Correct market and model |
| Dangerous goods | Classification, packaging and documentation | Matches actual battery or material configuration |
| Technical contact | Responsible organizational function | Can respond to a shipment query |
| Open issues | Unresolved facts and decisions | Shipment release authority identified |

Check consistency before dispatch
Compare product names, model identifiers, dates, parties and rule citations across documents. A test report, product certificate and shipping declaration have different functions. Resolve mismatches before the goods leave the responsible facility.

Confirm the current filing conditions
Where electronic certificate or agency data filing applies, use current official instructions. Do not rely on a historic statement that a certificate is retained but never submitted. Record who files and who verifies the data.

Retain the transaction record
Keep the final packet and later queries with the shipment. A packet does not guarantee customs release or replace importer obligations. Read [Preparing Product Evidence for Import](/knowledge/guidance/import-product-evidence).