Collecting ID and FICA documents
How Tallify collects a client's ID and proof of address for FICA: the onboarding step, emailed copies read on the server, held files, and console uploads.
The Financial Intelligence Centre Act asks the practice to keep the client's identity document and proof of address on file before it acts for them. The onboarding link and the annual review ask for both, and the console keeps them on the client's file.
Through the onboarding link
The third step on the client's onboarding page, Send us your ID and proof of address, asks for:
- their ID document or passport;
- proof of address not older than three months, such as a municipal account, bank statement or lease.
Each is a clear photo (JPG, PNG, HEIC or WebP), a scan or a PDF, under 12 MB; a file whose content is not a photo or a PDF is refused, whatever its name. The client can send one now and the other later. Each file is read on the practice's server and checked against the record like one emailed (below).
Where they land
Both are filed in the client's Identity and FICA documents, as "ID document" and "FICA document". See Documents. The client's row shows ID in, then ID and FICA in; proof of address without an ID shows Proof of address in, no ID.
Sent by email
An ID or proof of address a client emails is read on the practice's server by a local model, never sent out. When it reads as that kind and its number and surname agree with the record, it is filed as such. When the number or surname differs, the sender cannot be placed, or nothing could read the file, it is held for the office with a check task instead of filed. A held file is not asked for again; a differing ID number is put to the client to confirm.
From the console
On the client's Documents tab, choose ID document or FICA document in the upload row, pick the file and choose Upload. The upload row takes a PDF, a photo, or a Word or Excel file, up to 25 MB.
Using them
The ID document is what you check before you use Confirm identity on a signature that was held. See E-signing the disclosure letter.
Removing a document
An administrator can remove an uploaded document with Remove; the file is deleted from the practice vault.