In this world of digitization, more people use the internet to send documents, so it is essential to ensure that documents are secure. Document verification services check if a document is genuine.
They look at things like ID pictures, contact information, stamps, watermarks, QR codes, and fonts to see if they’re real. They also make sure the documents are current and have the correct information. Nowadays, this process often happens online. Computers use Artificial Intelligence (AI) and machine learning(ML) to compare documents and check if they are real.
In China, around 11 million documents were approved by officials in the year 2022. These notarized documents are considered legal. The large number of document attestations reflects the concern of such a vast number of people towards document verification.
Effective and Accurate Methods of Document Verification
There are the following methods for accurate document verification:
Visual Examination
When confirming if someone’ ID is accurate, looking at it closely is the first thing usually done. But when you’re not able to meet in person, like in remote situations, it’s not as easy. Instead, people often take a picture of their ID with a webcam or phone camera, and then a particular computer program powered by AI checks if it looks real.
This computer program uses algorithms to compare the ID to many other IDs we know are real. It looks for anything weird or different from what it expects, like special marks or patterns on the paper or certain textures. It’s a bit harder to do this remotely, but the program still tries its best to spot any fakes.
Document Scanning
Many identity documents, like passports, have special areas with codes that machines can read. These codes contain your name, birthday, and when your document expires. Tools can automatically read this data using different technologies, from basic methods like Optical Character Recognition (OCR) to more advanced ones that can even tell if the text has been changed.
Authentication by Biometrics
Biometrics are used to confirm a document’s identity. This means using technology that recognizes faces. It works by comparing the photo on the ID with a live picture or video of the person. This helps ensure that the person showing the document is the owner and is there at the time of the check.
Blockchain Technology
Blockchain technology can be used as a document checker to make digital records of documents that cannot be changed. Instead of relying on one main authority, like a company or government, these records are stored in many places. This helps organizations check if a document is real and has not been messed with.
Forensic Analysis
Forensic analysis means looking closely at documents using special tools and methods to determine if they’ve been faked or messed with. Experts check things like the type of paper, ink, handwriting, and how it was printed to figure out if the document is actual or not.
Urgency of Document Verification in Today’s Era
Nowadays, businesses are always gathering and studying lots of data to understand how customers behave, what is happening in the market and how well the business is doing. But it’s really important that the data they use for this is good quality so they can make the right decisions based on real information.
- In today’s era of digitization, it is important to understand that when information like usernames, email addresses, and phone numbers are grouped together, it can be a goldmine for scammers, spammers, and other online criminals.
- The FBI recently reported that over 300,000 Americans were tricked by phishing, vishing, and smishing scams last year, making them the most frequent types of online crime. Identity theft and confidence fraud were also common. So, safeguarding personal data from ending up in the wrong hands is really important to combat online crime.
- Verify documents means ensuring the information you keep in the system is correct. This is good for the business, especially when making sales. The sales team needs accurate data to make a proper list of potential customers and sell to them.
If the salesman keeps calling the wrong numbers or sending emails to addresses that do not exist, your sales records would not be accurate. Fixing these mistakes takes time that could be spent selling. Insufficient data wastes time and makes you miss chances to make sales. - Before using any business contact information, it is essential to check if it is correct. Data verification helps spot mistakes by comparing them to other databases. This step is crucial for any business, not just when talking to customers. Whether it’s about client details, employee salaries, or finances, using reliable data is a must.
Conclusion
Document verification is becoming a vital part of businesses and firms for their authenticity, which benefits them in the long run. However, firms lack somewhere to execute manual and online document verification systems. Small businesses may have budget issues, and large companies may have strategy issues, such as how to implement these online tools on a large scale. However, verification procedures should be encouraged for the betterment of companies.
