A Beginner's Guide To Document Verification: Everything You Need To Know

A Beginner's Guide To Document Verification: Everything You Need To Know

A Beginner's Guide To Document Verification: Everything You Need To Know

The process of checking the authenticity of a document is known as "document verification."

Many documents are verified by this process, like utility bills, ID verification, residence records, passports, educational documents, employment documents, bank statements, etc. The document verification process checks the authenticity of documents by verifying watermarks, stamps, and signatures. Using such technology saves the organization’s resources and time while allowing staff to devote more time to providing better services.

Required Documents For Verification 

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The process of verifying business identification and the documentation businesses submit to obtain a passport, visa, or other license. The required documents are:

  • Copy of an ID card

  • A copy of an electricity bill with the name and address mentioned on it

  • A copy of the marriage certificate. If married, bring a copy of your spouse's ID card or passport

  • In addition, a copy of the birth certificate and medical certificate are required

  • If you are divorced, a copy of the divorce certificate

  • An affidavit proving that you are the owner of the property in contradiction

Document Verification Process

The document verification process depends on several factors, like in which businesses are working and the kind of documents companies want to verify. Here users get the complete guide in simple words. Let's take a closer look at the four document verification processes and see how to automate them.

  1. Document compilation

  2. Data extraction 

  3. Document verification 

  4. Manual verification

Industries That Use Online Document Verification 

The document verification process is becoming increasingly significant in many businesses, especially financial institutions, where the identity and legitimacy of papers must be verified. Banks, healthcare, human resource lenders, financial firms, government, and real estate are among the industries that use the online verification procedure. 

As a result, this procedure is vital in many businesses to verify that documents are accurate and that an individual's identification is accurately validated.

1. Document Compilation

This is the initial stage in gathering data from the user by taking images and uploading them. The data will then be sent to the pre-processing step, where businesses may determine if the image is clear or not. This phase entails inspecting the paper's border and adjusting the image brightness to make it clear for data extraction. It verifies that the document includes all of the required information.

Documents not containing all of the required information will be rejected automatically, while the remainder will be sent to the next phase.

2. Data Extraction

The most important step in the document verification process is data extraction.  To begin, businesses scan all the papers using several technologies, such as optical character recognition (OCR), pattern recognition, and others. After scanning the document, relevant data extraction, such as name, address, date of birth, and other important required information, is gathered. 

The retrieved data is then compared to the data initially submitted by the user. Disparities in the data can trigger a red signal. The existence of these signs may also indicate the possibility of a scam.

3. Data Validation

This step is to verify the credibility of the documents. Compare the information presented on the paper with the data stored in a reference database and ensure they match. This entails comparing the information on documents to government records to ensure their validity. If there is any uncertainty about the document's legitimacy, an expert opinion can be obtained. This is a critical stage in the document verification process.

4. Manual Verification

On request, the data is moved into the manual verification process, where all documents are reviewed by a human. This procedure may require gathering additional alternative documents. This assures that there are no mistakes. This is a document verification process with a human in the loop.

Advantages Of The Document Verification Process 

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The online document authentication process has many advantages over the manual verification process.

Quick Results 

The online document verification process is very fast and reliable. Businesses can swiftly and efficiently perform document authentication by just having a good internet connection. This way, it reduces the time and cost of the verification process.


The online document verification process can be accessed from any location with an internet connection, providing convenience and flexibility. It is easy for industries that require frequent verification, like financial services.

Reduced Cost 

Online document verification is more cost-effective with the help of automated software. It reduces the need for humans to verify the data. So this way, it is a more economical document-checking process than a manual verification process.

Reduced Chances Of Fraud 

Even if businesses don’t require the data verification of users, doing so can reduce the chance of fraud and identity theft

Summing up  

The traditional document verification process is time-consuming, and the customer has to stay there physically to wait in long queues. The online document verification process makes it easy to verify documents in seconds. Document verification helps prevent fraud, identity theft, and financial losses.

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Luke Fitzpatrick

Tech Expert

Luke Fitzpatrick has been published in Forbes, Yahoo! News and Influencive. He is also a guest lecturer at the University of Sydney, lecturing in Cross-Cultural Management and the Pre-MBA Program. You can connect with him on LinkedIn.


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