Shareholder Certificates Created with Double Checks for Accuracy

Last Updated：

2026-03-27

Introducing a double-check system reduced certificate errors and improved accuracy and reliability in issuance.

1. Issue: Errors in Certificate Issuance

An unlisted company that does not issue share certificates instead issues certificates to its shareholders. After receiving a request to issue a certificate, the person in charge of the Administration Department extracts the necessary data from the shareholder registry, creates a PDF of the certificate, and sends it. This series of tasks was carried out by a single person.

Occasionally, errors were made at the time of issuance, resulting in incorrect information being included in the certificate. These problems were caused by inadequate data extraction and verification, as well as a checking system that depended on one person, resulting in a loss of trust.

2. Solution: Implement a Double-check System

The process owner decided to introduce a double-checking system to improve the certificate issuance process.

A step was added in the workflow app where another staff member reviews the certificate PDF after it is generated. This ensures that the PDF certificate is reviewed by two different team members.

A double-check system significantly reduced errors in certificate issuance.

Before

View details of the workflow diagram

A shareholder submits a request through a public web form.
Automated PDF Generation
- The certificate PDF is automatically generated based on the shareholder registry
1. Request Acceptance Review
- The request content is checked for any deficiencies to determine if it’s valid
Email Delivery

After

View details of the workflow diagram

A shareholder submits a request through a public web form.
Automated PDF Generation
- The certificate PDF is automatically generated based on the shareholder registry
1. Request Acceptance Review
- The request content is checked for any deficiencies to determine if it’s valid
2. PDF Double-Check
- A different member of the administration department performs a double-check of the generated PDF
Email Delivery