Improve Security and Trust with Online Document Verification Across Industries

June 20, 2023

By considering incorporating document verification solutions into an organization, diverse options are available. These options vary from simple to complicated and from specified techniques to cutting-edge advancements. 

While it is not the most compelling alternative, document checking, the actual verification solution encloses its significance when integrated with other verification methods. The subsequent discussion examines the mechanics and workings of document verification. It also considers the organizations that gain substantial advantages by incorporating this technique into their identity verification process. It also addresses commonly asked questions about document checking. 

How to Verify Documents 

Document verification refers to the procedure of authenticating the credibility of a document, such as a business document, employment record, and bank statement. It is a common practice among organizations to integrate document verification into their broader identity verification procedures. 

Document verification also occurs in physical and digital environments, although the term is used for online or digital document verification. Irrespective of the setting, the unusual procedure of document verification tracks a similar pattern: 

  1. During the account creation procedure, individuals must provide detailed information about themselves. The relevant information may vary depending on the company. Still, it usually includes details such as the user’s name, date of birth, address, and social security number, among other relevant data. 
  2. The user is encouraged to submit one or more documents to confirm their provided data if necessary. For example, they asked to give a piece of mail to verify the address. A birth certificate is required to verify the date and age. The document necessary may differ depending on the organization. 
  3. The document the user provides experiences a verification process to define its authenticity, ensuring it has not been tampered with or forged. This verification procedure involves diverse techniques and technologies. These include optical character recognition(OCR), document watermark analysis, and comparison with known databases or reference documents. Moreover, this procedure integrates different security measures to ensure the authenticity and integrity of the provided paper. The verification system determines if the document is genuine by verifying the document, security fees, and its elements. 
  4. After successfully verifying, it proves that the user’s data is authentic.  

Working on Online Document Checking 

The functioning of online document verification varies depending on factors such as the industry and the document types involved. Although the process can usually be divided into four discrete steps: 

Document Collection

The individual is requested to submit or upload the required documents through an online system or platform. These documents include passports, identification cards, utility bills, or any other paper needed for verification. 

Data Extraction  

After retrieving documents, automated systems utilize different methods, such as OCR, to fetch relevant data from the papers. This data extraction procedure captures information such as name, date of birth, and address. 

Document Validation

The extracted data is then compared and cross-checked against standard criteria or reference databases to authenticate its accuracy. This step involves verifying the document’s security characteristics and analyzing its structure and format. It also demonstrates its consistency with available templates or patterns. 

Manual Verification 

In a few cases, the verification process involves conventional review by trained personnel. This step ensures an extra layer of scrutiny to detect fraudulent activity that automated systems may have missed. Professionals carefully analyze the document, comparing them with the fetched data to make a final determination. 

Organisations that Use Online Document Checking 

Document verification is specially used by financial institutions, mandatory to authenticate the identity of every new client in compliance with AML and KYC regulations. The business category classified as financial institutions comprises: 

Credit unions, banks, lenders, investment/brokerage firms, thrift institutions, fintech companies, insurers, and cryptocurrency exchanges are among the businesses recognized as financial institutions. These entities usually depend on document verification to satisfy their obligations under AML and KYC regulations. 

Diverse Industries Incorporating Online Document Verification 

Obviously, many other companies also integrate online document verification into their procedures, including those operating in the following fields: 


Educational institutes such as colleges, schools, and other institutions use document verification for admission, student enrollment, and academic records verification.

Human Resources

Organizations across diverse industries use document verification for employee background checks, onboarding, and educational and professional qualifications verification. 


Medical service providers, clinics, and hospitals require document verification to authenticate patient identities, medical qualifications, and insurance coverage. 


Online retailers and marketplaces usually use document verification to verify address fraud and seller identities and ensure secure transactions. 

Sharing Economy

Few platforms in the sharing economy, such as vacation rentals, ride-sharing services, and freelance marketplaces, may employ document verification to build trust and safety among participants. 

Real Estate

Real estate properties and agencies may employ document verification to verify identities and ensure compliance with legal requirements. 

Key Takeaways 

Integrating document checking into a company offers a variety of options, from simple to advanced techniques. But, document verification is not the only option, its integration with other methods proves its importance. Each department benefits from document verification in diverse ways, such as conducting employee background checks, ensuring secure transactions, and establishing safety among participants. 

Overall the widespread adoption of online document verification across different industries displays its effectiveness in improving security, compliance, and trust in a digital world.

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