Rushan Ziatdinov is a professor in the Department of Industrial Engineering at Keimyung University, Daegu.
Apostilles: a relic of the paper age
Rushan Ziatdinov
Various documents and documented evidence have become an integral part of our reality, making people's lives dependent on bureaucracy. Often, taxpayers end up acting as intermediaries, or even couriers, between different government agencies, transporting documents from one place to another. Can you imagine if one government agency or office asks you to bring the list of documents from another government agency or office? Can't they communicate directly through their own channels?
Imagine such a thing happening to a foreigner living in another country. A foreigner would act as an international courier bringing a document from one country's government office to another country's government office. The multitude of expensive notarized translations, official seals, consular legalizations, apostilles, and the significant financial expenditures associated with these processes can cause considerable stress and unhappiness for individuals navigating complex legal and administrative requirements. Why does a taxpayer have to go through all these bureaucratic steps that make them unhappy?
Not every country has online government services as advanced as those in Russia (https://www.gosuslugi.ru/), which offers individuals and businesses online access to information about state and municipal services, as well as electronic forms for various services and documents.
Although Russian citizens living abroad may face challenges accessing the Gosuslugi portal due to the need for a digital signature obtained in Russia or a time-based one-time password (TOTP), the portal has significantly streamlined many processes for residents. This is especially appreciated by those who remember the cumbersome bureaucracy of the "wild 1990s" in Russia.
Such portals exist in many countries, and their content tends to be quite similar due to the common needs of individuals and businesses across different regions. So, why can’t these portals be interconnected and utilize modern AI technologies for document translation and digital exchange at the request of individuals or businesses? Why don’t government agencies and offices communicate directly within and between countries, thereby alleviating the bureaucratic burden on taxpayers?
Government offices around the world, and particularly immigration offices in South Korea, ask visitors for various "confirmations" of their marital status, birth certificates, and other documents that require an apostille or consular legalization for an up-to-date physical document. Since visas are often renewed annually or biannually, this process can turn a person's life into a repetitive cycle.
Both apostilling and consular legalization of documents take a lot of time, so governments of countries under the guidance of the UN should develop a better way to obtain or exchange documents without using taxpayers as international couriers. In particular, physical visits to various organizations such as consulates or embassies to obtain various documents can be replaced by online video calls over secure platforms, and reliable and simple verification methods can be used for both the visitor and the staff.
How can governments improve their services and eliminate the use of apostilles? How can apostilles be replaced in the future by more advanced technologies that do not require taxpayers to spend a lot of time obtaining documents and getting them to where they are needed? I decided to ask these questions to the popular AI chatbots, and below are their answers.
Google Gemini
“The apostille, a certification that verifies the authenticity of a document issued in one country for use in another, has been a cornerstone of international document exchange for decades. However, in an increasingly digital world, the apostille is becoming an outdated and inefficient process. Governments can significantly improve their services and eliminate the need for apostilles by embracing advanced technologies.”
“One of the primary drawbacks of the apostille system is its reliance on physical documents. This necessitates the transportation of documents across borders, often leading to delays, additional costs, and the risk of loss or damage. To address these issues, governments should transition to a fully digital document verification process. By implementing robust digital signatures, electronic time stamping, and blockchain-based authentication, the need for physical apostilles can be eliminated.”
“Additionally, governments should invest in user-friendly digital platforms that allow individuals and businesses to easily obtain, verify, and share documents electronically. By adopting these advanced technologies, governments can significantly reduce the administrative burden associated with apostilles, improve efficiency, and enhance international cooperation.”
Perplexity
“The adoption of digital apostilles (e-Apostilles) is a significant step towards improving the efficiency and accessibility of apostille services. Electronic document management systems can facilitate the issuance and verification of e-Apostilles, eliminating the need for physical documents and reducing processing times. This digital transition can be enhanced with blockchain technology to ensure documents are tamper-proof and verifiable in real-time, thereby reducing the risk of fraud. Additionally, user-friendly online platforms can be developed to allow individuals to request and receive e-Apostilles, making the process more accessible and streamlined.”
“To further enhance the security and efficiency of the apostille process, advanced verification methods can be implemented. Biometric verification, such as facial recognition or fingerprint scanning, can add an extra layer of security to ensure the authenticity of the person requesting the apostille. Artificial intelligence (AI) can also be used to analyze documents for authenticity and completeness, reducing errors and fraud.”
“International cooperation is also essential, with governments working together to harmonize standards for e-Apostilles and establishing mutual recognition agreements to ensure digitally authenticated documents are accepted across borders without additional verification steps. This harmonization and cooperation can simplify cross-border transactions and reduce complexity associated with traditional apostilles.”
ChatGPT
“Apostilles, designed to authenticate documents for international use under the Hague Convention, often create bureaucratic hurdles that can lead to delays and inefficiencies. To enhance government services and eliminate the reliance on apostilles, innovative solutions leveraging advanced technologies should be explored.“
“To effectively replace apostilles, future solutions should prioritize the enhancement of authenticity and verification processes through innovative technologies. One promising approach is the use of blockchain, which enables governments to establish a decentralized ledger for all official documents. Each document can receive a unique digital signature that verifies its authenticity, facilitating real-time verification across borders and eliminating the need for physical apostilles. Additionally, biometric authentication, utilizing technologies like facial recognition and fingerprint scanning, can strengthen identity verification.”
“Furthermore, the integration of artificial intelligence (AI) and machine learning can significantly improve the analysis and validation of documents. By training algorithms on extensive datasets of legitimate documents, governments can enhance their capacity to detect fraud and streamline verification processes, reducing time and resource expenditure. Additionally, secure document sharing platforms can be developed to allow individuals and organizations to share verified documents efficiently. These platforms would incorporate various verification technologies, enabling users to control access to their documents, thus safeguarding privacy and enhancing security in the document verification process.”
Rushan Ziatdinov (www.ziatdinov-lab.com) is a professor in the Department of Industrial Engineering at Keimyung University in Daegu. He can be reached at ziatdinov.rushan@gmail.com.