Redspot IT – ID Scanning Procedures

Summary
The 365id Scanner reads all standard-sized passports, driving licenses, and ID cards. It is simple to use and requires only internet and power and is completely integrated with TSD. The 365id Scanner validates identity documents of our customers, and stores the images for a period to assist with system accuracy.

This system is to be used on all standard ID drivers licence cards and passports from November 1^st 2022.

Setup
Place the 365id scanner in a position that is most accessible to all counter staff. i.e. between two monitors. Try to limit staff having to walk to far from the computer terminal to scan the customers ID.

Installation is easy, and requires only power and internet cable to be plugged in (both cables have been supplied). The supplied internet cable needs to be patched to your branch modem or network switch. No device configuration of software installation is required.

Note: If you are unsure or have concerns with the hardware or network setup, please request assistance by emailing [e-mail] to schedule a time.

How to scan a document

1.     To scan a new identity cards and driving licenses:

 i.    Make sure the identity card/driving license is not dirty, changed or damaged.
ii.    The 365id Scanner® is ready to use when the purple indicator is lit.
Iii.    Insert the identity card/driving license with the photo and personal data towards you.                                      iv.    Insert the identity card/driving license fully, so that it locks in place with the latches on both sides.

Let the card remain still during the scanning process.

Scanning Completed

v.   The scanning process is complete when the white indicator is lit.

vi. Remove the identity card/driving license by pushing it down and away from you, the card will be released from the latches and can easily be pulled out.

Note: If you remove the identity card/driving license too early or touch it during the scanning process, the result may be incorrect (yellow or red indication). If so, remove the card and start over.

2.     To scan a new Passport:

i.    Make sure the passport is not dirty, changed or damaged.

ii.    The 365id Scanner is ready to use when the purple indicator is lit.

iii.    Insert the passport with the photo and personal data towards you along with the passports front cover.

Be extra careful with passports that have a thin data page to ensure it is not damaged.

 iv.    Insert the passport until it does not insert any further.     

Scanning Completed

v.    The scanning process is complete when the white indicator is lit.

vi. Remove the passport from the 365id Scanner® by pulling it up out of the scanner.

Note: If you remove the passport too early or touch it during the scanning process, the result may be incorrect (yellow or red indication). If so, remove the passport and start over.

Assessing the documents Validity

	Green indication Document has been verified in the system, and is determined to be authentic.
	Yellow indication The system was unable to verify the document. A yellow result may be due to the document being unknown, wrong side scanned, dirty, broken, have too poor security features for authentication or an unknown forgery. Clean the document and scan it again to verify the result.
	Red indication Document has been verified in the system, and is determined to be invalid. A red result can be due to the document being expired, dirty, broken, modified or forged. Clean the document and scan it again to verify the result.

Importing OCR Data & Image into TSD.

1.     Log into TSD and just like the EFTPOS devices, you need to select the ID scanning device at the home screen before navigating away.

2.     Open the RENTAL AGREEMENT window, and Click  next to First Name. TSD RENTAL automatically retrieves any recent existing scans within the past 15 - 30 minutes, if available, with a column to indicate whether the device verified the scanned document as valid () or invalid (). To use an existing scan, select it from the list (). A message is displayed: "Scan information has been retrieved, please update it as necessary."

3.     Information from the document is transferred into the corresponding fields on the 365ID Scan window's Main Tab. A column is included indicating whether the device verified the scanned document as valid () or invalid or unidentified (), as well as a Results Description column for more information. For example, an unidentified result description may be: "The document is unidentified. Potential reasons: Broken/cracked, Wear and tear, Unrecognised forgery, 365ID does not recognize the document. Clean and scan again."

4.     If you want to view the scanned images, if detected, click the ID tab.

5.     Click Retrieve Scan, then do one of the following:

Note: After you perform any of the following steps, license or passport information is unavailable for viewing without the View Complete Driver License or View Complete Passport access privilege.

a.     Save the information as a Notebook entry. If information on the Quote, Reservation, Agreement, Waiting for Unit Assignment, or Additional Driver pages has been previously recorded, or if additional forms of identification are scanned, we recommend you click Save Note to save the information as a protected Notebook entry. If an existing note with the same information is found, a "Replace existing note" check box allows you to update the existing note with the new scanned information.

Note: If you have to re-scan after saving the information as a note, you must click Close and start the scanning process again.

b.     Use the information on the quote, reservation, agreement, or additional driver page.

c.     Click Use Information to transfer the scanned information onto the Quote, Reservation, Agreement, or Additional Driver pages and overwrite any information already present prior to the scan. TSD RENTAL creates a protected Notebook entry.

d.    Close the scan window without saving. Click Close to exit the scan window without saving any information.

Review a 365ID Notebook Entry

You must have the View Complete Driver License and/or View Complete Passport access privileges to view attached license and passport information in note book entries.

Notes created from ID scanning integrations (365ID Scanning) cannot be deleted, and are stored for 60 days after a reservation is cancelled or expires, 60 days after an agreement is returned, or as otherwise specified in the Maintain License Data/Images After Close text box on the System Control Table Misc. tab. After this amount of time, notes and attachments are permanently deleted and cannot be recovered.

To view attached license and passport images (if your scanning integration supports passport scanning) saved as notes, you must have the View Complete Driver License and View Complete Passport access privileges, as applicable.

1.     Click Notes on the Quote, Reservation or Agreement, then select () the note you want to view. Notes created from document scans have ID SCAN as the subject. The Note field includes information such as First Name, Last Name, Document Type, and License Number.

Note: You must have the View Complete Driver License and/or View Complete Passport access privileges to view attached license and passport images and data.

2.     Click  in the Attachments grid to view the attached information. "Data" opens the Object Data dialog, which contains the document information as presented on the Scan window. "Scan" contains an image of the document, if available. "Photo" contains an image of the photograph, if available.

3.     Click Close.

Figure 1 Notebook sample

Frequently Asked Questions

Why do we need to scan ID documents?

We scan IDs against all rental contracts as standard procedure. This ensures that no matter what, every rental contract will have accurate customer information that will assist us if requested by local law enforcement, council and/or road authorities issuing traffic fines.

Is optical character recognition (OCR) perfect in extracting information?

No. Whilst its improving, you will often find the OCR software will interpret incorrectly. Often its because a 5 looks like an S, or the card is dirty or damaged in a way to obscure the scan. This is why its important to double check the OCR extracted information is correct before retrieving it into the relevant fields in TSD.

The Australian IDs are not OCR extracting the information correctly and placing it into the specific fields.

This is a known issue which has been patched in the next TSD system release scheduled for December 8th 2022.

What measures do you have in place to protect customers personal identifiable information (PII)?

Our policies and procedures are regularly reviewed to ensure we comply strongly with the Australian Privacy Principles as well as other global privacy obligations such as the EU GDPR. Once an image is scanned, it is locked behind encrypted data server, with strong access privilege policies. Customer PII data (name, phone’s, emails etc) is masked and encrypted in the rental management system (TSD) after rental closure, and can only be accessed by selected authorised staff, and not front line staff.
Credit card numbers are always encrypted, and can never be unmasked. Its impossible to extract this information.

We have no customer database outside of the car rental management system. We do not allow exporting of customer data without encryption. The car rental system (TSD) has on TLS 1.3 protocol encryption. Internally we run strict user access management and security procedures as well as strict endpoint policy controls, daily patch management and malware scans and definition updates. We also regularly appoint auditors and pen testers to test cyber threat resilience.

What if I forget to scan the ID and have already saved/opened the rental contract?

You won't be able to save the licence against the hirer, however you can save the ID if you add it in as an additional driver.

How long do you keep scanned licences images for?

Images are kept for 60 days after rental close before they are automatically purged from all our systems. During the 60 days, the images and customer data is access restricted to only authorised individuals whose business function requires visibility.

I have a red smiley face against a licence scanned. What does this mean?

It is very common that dirty documents become invalid as dirt affects some security features. Embossed areas (security features you can feel with your fingertips) sometimes attract dirt and must then be cleaned. Ensure all symbols, flags, and text areas are clean and try scanning the document again.

• The document can also become flagged as invalid due to one or more of the reasons below:
• Broken or cracked document
• Security details exist but are very vague or worn out
• Forgery
• The document contains stickers or tape
• The document has been moved during the analysis
• The 365id Scanner is placed in direct sunlight

Whilst in most cases an invalid flag means the card is dirty, its important to use your best judgement to determine weather there is a good chance this card is fake, and the appropriate measures you should take.

How do we process non-ID cards and passports e.g. paper licences?

Please utilise the existing multi-function printer to scanner non-ID cards (paper licences) and email and attached them to TSD notes. This process is currently under review and will likely have a new process in the coming months.

What happens if a state/country change the design of the drivers licence?

As all 365ID clients globally are sending back image designs of drivers licences daily, and detected change in design will be flagged and OCR and fraud detectors mapped by 365ID development team within 7 working days. These changes will then automatically be pushed down to all 365ID scanners globally.

Device Troubleshooting

Picture 1. All indicators are lit. 365id Scanner® is powering up.	Picture 2. Purple indicator is lit. 365id Scanner® is ready to use. If the indicator is blinking blue then the scanner is updating its software and should not be touched.
Picture 3. The indicators are flashing from left to right. 365id Scanner® lacks an internet connection.	Picture 4. All indicators flash simultaneously. 365id Scanner® needs to be restarted.
Picture 5. White indicator is lit. 365id Scanner® has scanned a document and is sending the information for verification.	Picture 6. White indicator is flashing. 365id Scanner® is awaiting response regarding the scanned document.

Figure 2 - Data Attachment Sample

Support Contact

ICT Help Desk

Email: [e-mail]

Phone: [phone] (ext 223) office

Document control

Approver	Head of ICT & Projects – Brad Aldcroft
Policy Number	PRO
Date Approved	14/10/2022
Date Commenced	14/10/2022
Date for Review	November 2023
Sections modified