---
name: document-verification
description: Validate uploaded documents (CoA, MSDS, spec sheets). Check format, expiry dates, completeness, and flag issues automatically.
---

# Document Verification Skill

## When to Use
- Supplier uploads new document
- Periodic document expiry check
- Pre-approval document audit
- Client requests registration pack

## Document Types & Requirements

### Certificate of Analysis (CoA)
**Purpose:** Proves batch meets specifications

| Field | Required | Validation |
|-------|----------|------------|
| Product name | ✓ | Must match product record |
| Batch/Lot number | ✓ | Format check |
| Manufacturing date | ✓ | Not future dated |
| Expiry date | ✓ | Must be future, calculate shelf life |
| Test date | ✓ | Within 30 days of manufacture |
| Lab name | ✓ | Check if accredited |
| Lab accreditation # | ✓ | Verify ISO 17025 |
| Specifications | ✓ | All specs listed |
| Results | ✓ | All within spec limits |
| Pass/Fail status | ✓ | Must be PASS |
| Authorized signature | ✓ | Name + signature present |

**Auto-Fail Conditions:**
- Any result outside specification
- Missing test parameters
- Expired document (>2 years old)
- Unaccredited lab for regulated tests
- No signature/authorization

### Material Safety Data Sheet (MSDS/SDS)
**Purpose:** Safety information for handling

| Section | Required | Check |
|---------|----------|-------|
| 1. Identification | ✓ | Product name matches |
| 2. Hazard identification | ✓ | GHS classification |
| 3. Composition | ✓ | Ingredients listed |
| 4. First-aid measures | ✓ | Complete |
| 5. Fire-fighting | ✓ | Complete |
| 6. Accidental release | ✓ | Complete |
| 7. Handling & storage | ✓ | Conditions specified |
| 8. Exposure controls | ✓ | PPE listed |
| 9. Physical properties | ✓ | pH, density, etc. |
| 10. Stability & reactivity | ✓ | Complete |
| 11. Toxicological info | ✓ | Safety data |
| 12. Ecological info | ✓ | Environmental impact |
| 13. Disposal | ✓ | Proper disposal method |
| 14. Transport | ✓ | UN number if hazardous |
| 15. Regulatory | ✓ | Compliance statements |
| 16. Other | ○ | Revision date |

**Auto-Fail Conditions:**
- Missing any of sections 1-11
- Document older than 5 years
- Wrong GHS format version
- No revision date

### Specification Sheet / TDS
**Purpose:** Product specifications for ordering

| Field | Required | Cosmetics | Supplements |
|-------|----------|-----------|-------------|
| Product name | ✓ | ✓ | ✓ |
| SKU/Code | ✓ | ✓ | ✓ |
| Description | ✓ | ✓ | ✓ |
| INCI list | ✓ | ✓ | - |
| Ingredients | ✓ | ✓ | ✓ |
| Active doses | ✓ | - | ✓ |
| Appearance | ✓ | ✓ | ✓ |
| Color | ✓ | ✓ | ✓ |
| Odor | ✓ | ✓ | ○ |
| pH | ✓ | ✓ | - |
| Viscosity | ○ | ✓ | - |
| Serving size | ✓ | - | ✓ |
| Servings per container | ✓ | - | ✓ |
| Net weight/volume | ✓ | ✓ | ✓ |
| Packaging | ✓ | ✓ | ✓ |
| Storage conditions | ✓ | ✓ | ✓ |
| Shelf life | ✓ | ✓ | ✓ |

### Stability Report
**Purpose:** Proves product stability over time

| Check | Requirement |
|-------|-------------|
| Study type | Accelerated (3mo) OR Real-time (12mo+) |
| Conditions | 25°C/60%RH and 40°C/75%RH |
| Time points | 0, 1, 2, 3 months minimum |
| Parameters tested | Appearance, pH, micro, actives |
| Results | All within spec at all time points |
| Conclusion | Shelf life justified |

### GMP/Quality Certificates
**Purpose:** Manufacturing quality assurance

| Check | Requirement |
|-------|-------------|
| Issuing body | Recognized authority/notified body |
| Scope | Covers product type (cosmetics/food/pharma) |
| Validity | Not expired |
| Site address | Matches manufacturing address |
| Audit date | Within certification period |

## Verification Workflow

```
Document Uploaded
       ↓
[1] Format Check
    - Is it PDF? (required)
    - Is it readable/not corrupted?
    - Is it in English or translatable?
       ↓
[2] Type Detection
    - Identify document type from content
    - Route to appropriate checklist
       ↓
[3] Field Extraction (MIRAG)
    - Extract key fields
    - Parse dates, numbers, results
       ↓
[4] Validation
    - Check all required fields present
    - Verify dates (not expired, not future)
    - Cross-reference with product data
    - Flag any out-of-spec results
       ↓
[5] Result
    ✓ VERIFIED → Mark as valid, set expiry reminder
    ⚠ NEEDS REVIEW → Flag for human review
    ✗ REJECTED → Auto-reject with reasons
```

## Expiry Tracking

| Document Type | Validity Period | Remind Before |
|---------------|----------------|---------------|
| CoA | 2 years from test date | 30 days |
| MSDS | 5 years from revision | 60 days |
| GMP Certificate | Per cert (usually 3yr) | 90 days |
| Stability Report | Ongoing | When shelf life changes |
| Halal Certificate | 1-2 years | 60 days |

## Integration with OOi

```yaml
type: document
layer1:  # Public metadata
  name: "CoA - Product X - Batch 2026-001"
  document_type: "coa"
  upload_date: "2026-03-31"
  
layer2:  # B2B visible
  product_id: "..."
  batch_number: "2026-001"
  test_date: "2026-03-15"
  expiry_date: "2028-03-15"
  status: "verified"
  
layer4:  # Internal
  verification_date: "2026-03-31"
  verified_by: "system"
  flags: []
  notes: ""
  file_path: "/uploads/coa/..."
  
layer5:  # Relations
  - product: product_id
  - supplier: supplier_id
  - batch: batch_id
```

## API Response Codes

| Code | Meaning | Action |
|------|---------|--------|
| `DOC_VALID` | All checks passed | Accept |
| `DOC_EXPIRED` | Document past validity | Request new version |
| `DOC_INCOMPLETE` | Missing required fields | List missing fields |
| `DOC_MISMATCH` | Product name mismatch | Verify correct document |
| `DOC_OUT_OF_SPEC` | Results outside limits | Reject batch |
| `DOC_UNREADABLE` | Cannot parse PDF | Request clearer scan |
| `DOC_NEEDS_TRANSLATION` | Not in English | Request translation |