📄 Digital Document Audit: Japan Trip 2026

*Breakdown of tasks to ensure all travel documents have a secure digital copy.*

📋 Document List & Status

| Document | Person | Digital Copy? | Notes |

| :--- | :--- | :--- | :--- |

| Passport (Main Page) | Singgih | [x] | Check validity > 6 months |

| Passport (Main Page) | Hanifa | [x] | Check validity > 6 months |

| Passport (Main Page) | Amaurizal | [ ] | Belgian Passport (Visa Exempt) |

| Japan Visa | Singgih | [x] | Collected from Embassy ✅ |

| Japan Visa | Hanifa | [x] | Collected from Embassy ✅ |

| Belgian Residence Card | Singgih | [x] | Front and Back |

| Belgian Residence Card | Hanifa | [x] | Front and Back |

| Flight Itinerary | Group | [ ] | Booking: \`XSX2BK\` |

| Hotel Confirmation | Group | [ ] | Hanabi Hotel (\#5483935080) |

| Visit Japan Web (Unified QR) | Singgih | [ ] | Merged Immigration & Customs |

| Visit Japan Web (Unified QR) | Hanifa | [ ] | Merged Immigration & Customs |

| Visit Japan Web (Unified QR) | Amaurizal | [ ] | Merged Immigration & Customs |

| Family Composition | Group | [ ] | Proof of Relationship |

| Birth Certificate | Hanifa | [x] | Supplementary for Visa flow |

| Financial Proof | Singgih | [x] | Bank Statement / Income Statement |

| Guarantor Letter | Hanifa | [x] | Signed copy for dependant adult |

| Travel Insurance | Group | [ ] | Assistance Policy (e.g., ING) |

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🛠️ Digitization Tasks

• Scan/Photograph: Use a mobile scanning app (e.g., Adobe Scan, iOS Notes) for high-quality PDFs.
• Organization: Rename files clearly: \`YYYY-MM-DD_DocumentName_Name.pdf\`.
• Centralize: Move all files to \`notebooks/Roots/04_Assets/Japan_Trip_Docs/\`.
• Mobile Access: Ensure copies are available offline on your phone (Apple Files / Google Drive Offline).
• Encrypted Backup: Store a copy in an encrypted vault if available.
• Emergency Contact: Share the digital folder access with one trusted person NOT traveling.

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🚨 Critical Check: Visit Japan Web (Unified Procedure)

• Register via the New Portal: Use the link from the Embassy flyer (services.digital.go.jp) for the latest unified procedure.
• Complete Registration: Finish for all 3 participants (Singgih, Hanifa, Amaurizal).
• Capture Screenshot: Take a high-quality screenshot of the Unified QR Code for each person. *The airport WiFi can be unreliable.*
• Integrated Kiosks: Note that Narita now uses unified kiosks for both procedures—scan your unified QR and passport once.

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🌿 Syantix's "Baraka" Tip:

Once you have your digital copies, print one physical set of the essentials (Passports, Visas, Hotel, Insurance) and keep them in a separate bag from your originals. Technology fails, but paper doesn't run out of battery. 🌿