Recording who checked a replacement document

Record the checker's name, the date, and what they actually examined. A replacement document should carry a short verification line so that months later no one has to guess whether the new card was ever looked at, or by whom.

What the verification line contains

• Checked by: full name of the person who inspected the document.
• Date checked: the calendar date of the inspection.
• What was compared: the fields matched against the roster — holder name, credential type, issue and expiry dates, issuer.
• Source seen: the physical card, a scan, or a photo, and whether the image was legible.
• Result: matched, or the specific mismatch found.

This is a manual entry. The checker opens the record, reads the replacement, and types the line themselves; the act of writing it is the check.

A labeled sample entry

"Checked by R. Chen, 14 March. Compared holder name, credential title, issue date, expiry date, and issuer against roster entry. Source: phone photo of card, all fields legible. Result: matched; expiry differs from prior record by one day, noted below."

That single line answers who, when, what, and outcome. If an inspector or insurer asks how the replacement was accepted, the answer is in the record rather than in someone's memory.

When the checker is also the holder

If the person receiving the replacement is the only one available to check it, note that explicitly: "Self-submitted; second check pending." Then have a second person add their own line when they review it. Two short lines are better than one ambiguous one, and the record shows the sequence honestly.

Keep the line with the document

Attach the replacement image or PDF to the same record and place the verification line directly beneath the attachment reference, so the line and the document travel together. If the document is later replaced again, add a new line rather than editing the old one.

The record shows a named person, a date, and a stated comparison for the replacement, so acceptance of the new document can be traced to a specific check rather than assumed.

Related: Cert Expiry Tracker features.