Avoiding chaos: 4 customer documents organizing tips to remember

Digital customers are hard to please. They often demand simple and quick transactions that are also completely reliable and secure. Many times, these two outcomes are mutually exclusive. Some obligations, such as child support payments, are almost impossible to process both instantly and securely.

Fortunately, there are tools available which capture and verify customer documents with ease. Thanks to this technology, it’s possible to satisfy both customer desires, so they come back to your site as opposed to a competitor’s site. The key is properly organizing the documents you receive.


PII Masking

This feature is absolutely essential for doctors, lawyers, or other professionals who must comply with the Health Insurance Portability and Accountability Act or other such federal and state requirements. HIPAA requires these groups to mask the personal identifying information in any documents they receive. That includes things like:

  • Credit card digits,
  • Contact information,
  • Social Security numbers, and
  • Medical diagnosis information.

Before, when customers send digital documents which contained such information, most organizations separated HIPAA from non-HIPAA documents and hoped that they did not make a mistake. Now, a screening service can automatically protect such data, thus eliminating guesswork. Since these laws have constantly-changing requirements, the document service should be adaptable as well.


Online Security

Sometimes, it seems like online security is a never-ending battle. As soon as someone develops a new type of encoding or encryption, someone else will learn how to break down that system, and the cycle continues.

The perfect security system simply is not out there, and it probably never will be out there. So, rather than chasing rainbows, a system should provide robust security that’s also extremely reliable. That way, there is little down time and customers have the confidence they need to give you the information you need.

Compliance issues come into play here as well, specifically with regard to KYC and AML (know your customer and anti-money laundering) laws. Here, security is often a matter of a verified selfie as opposed to a username and password.


Fast Extraction

Utility bills, ISP account statements, and other such documents often have hundreds of fields. In addition to knowing what information needs masking and what data can pass unmolested, the screening service must quickly process this data. Additionally, since some of this information must be shared with a third party, it’s critical that the harvested data be protected in a suitable manner.

It’s also important to separate the sheep from the goats. Some information is absolutely critical, some is significant but not completely needed, and some is almost entirely superfluous for payment processing purposes.


Proactively Stopping Problems

While the perfect security system is elusive, it is possible to stay one step ahead of fraudsters. The document security service should automatically flag suspect IP addresses and take additional anti-fraud steps. Moreover, the service should employ features like facial scan that are both secure and easy to use. Such a system saves both time and money, and these are commodities that everyone involved in the transaction values very highly.

An ability to accurately capture and store customer documents gives your online business an edge.

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