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[Music] please be advised that this reported webinar has been edited from its original format which may have included a product demo to set up a live demo or to request more information please complete the form to the right or if you are curbing not on CC global there is a link to the website in the description of this video thank you hello everyone and welcome to today's webinar document certification legalization authentication and office feel my name is Annie triple Eddy and I will be your moderator joining us today are Robert Auburn Sonja Kordell and Halina letting rob is a team leader and a strategic account manager for nlj 250 law firms with CSC in the Manhattan office he advises all levels within the law firm on strategy service legal technology matters day to day UCC and corporate transactions Sonja is a project manager and corporate trainer with over 20 years of experience and customer service at CSC she's based in the wilmington delaware headquarters office and supports customer service teams in products and system training improvements Hellena is the associate general counsel for CSC in the Chicago office she has a business attorney advising senior management and law firm on strategy business legal and Technology matters and with that let's welcome Rob Sonya and her Lena thank you for that introduction Annie hello everyone and thank you very much for listening in on our webinar today about authentication legalization and a piece filled with documents certifications our agenda today is going to be who's COC we're going to talk about the process that this all entails and central concepts will Jenners be talking a little bit about the Hague Convention the all-important APIs field verses on dedication we'll get into some particular items and that you may need to know about China will talk about the documents that require authentication some key takeaways and question answers at the end first a little bit about CSC we have a hundred and eighty thousand plus corporate customers and we work with more than 90 percent of the fortune 500 we work with over ten thousand different law firms including the most prominent in the United States we work with over 3,000 financial market customers providing them with solutions and we work with sixty-five percent plus of the best global brands including seven of the top ten let's first talk about the process planning beyond the United States legalizations and authentications can be extremely time consuming and while the athletes at the steel process is easier it still is challenging and has its own set of demands to be more successful make sure that you do the following you have to anticipate delays you've got to have the right information and you've got to know jurisdictional requirements in terms of the delays remember that you need to plan ahead and allow ample turnaround time and know that this is affected by government agency and embassy schedules and in particular please note that sometimes on some countries have a follow holidays that the United States doesn't build that ample time into this process we're making sure that you have the right information if that contact information of all the different parties involved also at your embassies in your consulates learn what kind of signature requirements that you might need and make sure that you stay up on current policies because that may end up changing as things go on another thing is with knowing your jurisdiction requirements make sure that you learn about the fees that are involved determine whether or not you might need a courier service learn about what types of payments that the office expect and then also find out from them their anticipated turnaround time Sonia is now going to take us through the essential concepts of APIs field authentication and legalization certification of corporate documents for foreign use typically follows one of two paths between countries party to the Hague Convention documents can be certified the receipt streamlined process known as at the field in countries that are not party to the Hague Convention documents must undergo a more involved process known as authentication and legalization in both cases government agencies must review the notary acknowledgement or signatures on documents in question in the u.s. Offices of County Clerk's Secretary of State's or equivalent state filing offices and even some courts may be involved in the certification process documents that require legalization are routed for certification by the US Department of State's office of authentication before continuing on to an embassy or consulate of the country of intent on your slide you will see some definitions on all of these definitions can be used interchangeably you will hear people say up a seal authentication legalization sometimes that means the same thing sometimes they think it means one and it actually means the other but what's important to know or understand from these pieces of information is what type of document are you working with where is that document from either state or where was it notarized what country are you using it in and is the country party to the hague ones going to tell us a little bit about the hague convention the members and the non-members Vlad the Hague Convention is an international treaty on private international law most of West Western Europe and South America are party to The Hague Convention well the vast majority of African and Middle Eastern countries are not some countries note are China Canada and Singapore which are actually in fact non-members of The Hague Convention and require additional authentication steps there are three types of documents that require authentication private documents such as power of attorney state issued documents such as a good standing or certificate of incorporation federal issues documents such as tax IRS tax documents one thing to note is that CSC always requires an original copy of the document there should be never ever a photo copy sent to CSD as it will be rejected by the consulate or embassy so let's talk about some document examples and process determination the first type of documents on examples may be private documents things such as affidavits table attorney diplomas transcripts commercial invoices deeds of assignments and then how do you figure out the process determination for where those are going to or what you're doing with those so that would depend on which state and Department the document was issued in and each state house determines their own procedures so let's go on to state issued documents those are examples of those are judgments in state court cases Articles of Incorporation birth certificates marriage certificates death certificates probate wills and those also each state and department has their own document where it was issued in and then each state determines based on their own procedures the last type of documentation that you may run into our federally issued documents and those are such thing as things as immigration certificates u.s. passports animal health searches certifications FBI background check US federal court documents u.s. bankruptcy documents trademark documents certificates of foreign government documents and then again that just depends on which federal department they're issued from on what that process actually goes in determines now we're going to walk through some flows for authentication legalization of a state or federal on this slide you will actually sleep two floats the first one that we're going to talk about is the state process so for the state process you have a secretary of state certificate or certified copy attaching to that as a far new seal from the Secretary of State once that is done it goes through to the US Department of State for authentication and it ends and follows up at the legalisation part at the appropriate consulate or embassy for the federal process you're starting with either a document certified copy or certificate issued from a federal agency you're then sending that to the US Department of State to be authenticated and ending again as the appropriate embassy or consulate for that legalization part the flow we're going to walk through now is for authentication and legalization of a non-government document the initial document that you're starting with could be a power of attorney bylaws etc your signatures are always going to be notarized on that notary are going to obtain an authentication from there you may need to obtain a County on authentication a state authentication would then be asserted attach the foreign you seal from that Secretary of State's office it would then be authenticated at the US Department of State and your final step is to have it legalized is the appropriate Embassy or consulate the flow we're going to review now is for an app a seal of a state or federal document as you can see the APIs field process is a lot more streamlined than the legalization process and for a state process on this slide we have just our state certificate or certified copy that we're starting with and we're receiving that apis deal from the Secretary of State for the federal process you have that beginning certificate from your federal agency either certificate or certified copy and again you're getting that AAPIs feel from the US Department of State the last flow are going to review is your APIs feel of a non-government document the initial document you'll start with again will be your power of attorney by laws etc signatures will notarized you're going to obtain the authentication of that notary signature also obtain a county authentication if necessary your state authentication and your final step is that opposite from the Secretary of State now Rob is going to review some samples with us u.s. state apostille is a simple one-stop process in most states for example the attached is a certified document issued by the state of North Carolina for a country party to the Hague foreign country legalization if a country is non party to the Hague and has to be legalized at multiple levels it can have several several different stamps attached as an example of a document of a non hey country u.s. Department of State with Ambus embassy stamp attached is an example of u.s. Department of State verifying the first step of non hey country before it goes to the consulate China what you need to know to determine whether you need to use the Chinese embassy or Chinese consulate that will depend on the dot dot where the state of the document was issued if the document is issued in the following States Delaware Idaho Kentucky Maryland Montana Nebraska North Carolina North Dakota South Carolina South Dakota or Tennessee we'll need to go to the Chinese embassy look located in DC it would also go need to go to the u.s. Department of State upon completion at the Chinese envelope embassy if the document is from a state without none of those other states it needs to go to the Chinese consulate to determine what steps are needed visit Chinese embassies org for more details requirements for China what you'll need for to complete a document for use in either the Chinese Embassy or consulate is the following one original document to be legalized a photocopy of the original document the application for the Chinese Embassy or consulate completely filled out a driver's license or passport but please note if using a driver's license license and Nationality must be named on the application please also be aware of roadblocks and additional requirements for each consulate as they do vary thank you very much rod and Sonia for walking us through some of these tests with the entire legalization authentication and atmosphere process for the audience who's listening in there are some real key takeaways here the first one is to make sure that you anticipate delays and I cannot stress enough for our audience members please take into account holidays in other countries and how that may affect embassy and consulate openings and ours make sure that you're walking in with those right documents you don't have the proper documents you're going to still have to get them and that will delay your process there's going to be specific jurisdiction requirements depending on where you're dealing with and then remember there are three different types of documents that can need authentication those that are private state issued and federal issued and they have different processes for each one