Business Challenges for Remote User Onboarding and Verification

Mohammed Sahib

Mohammed Sahib, CEO, Borderless Security, FilesDNA

The recent rise in remote working has created some unique opportunities for employees and employers alike. The option to work globally, hire nationwide candidates and micro focus on local markets with staff across the globe. However, this comes at a cost and with some inherent problems. Particularly when we approach the issue of onboarding.

So what is a good onboarding process, and how can it improve your business?

Bringing an employee into your firm isn’t just a matter of showing them where their desk is and where to get coffee. If you want to make sure they’ve read and agreed to all the terms and conditions of employment, read the training material and your company’s policies and procedures it’s essential to make things as simple, and secure, as possible.

It’s not always possible, or indeed practical, to require remote working employees to conduct this onboarding and verification in person and it certainly isn’t for customers. This need for convenience and practicality opens the door to the risk of identity fraud, security breaches and registration errors. Most signatures still require some form of witnessing for a reason; it’s the only way to guarantee the signatory is who they claim to be.

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Working digitally also allows you to remove physical paperwork from the chain. This allows you to cut down on the time it takes to get a new hire from job offer to starting work by removing the need to send legal paperwork through the post and cuts down on the amount of hard copy documentation. Not only is this more convenient, paperwork can be signed and returned at the touch of a button, but it also reduces paper wastage and helps keep your carbon footprint down to a minimum.

Fraud prevention

While security is a key concern for digital businesses it’s important that any new measures not negatively impact day to day business. Interruptions to the onboarding process or customer experience can be serious and result in short and long term issues. This is why it’s vital to have a secure, efficient digital solution that fits your business needs.

As technology has improved so too has the risk of fraud. Even mobile devices can now run software capable of editing images which has seen an increase in the number of fake identity and passport cases worldwide. There’s also certain vulnerability in this antiquated system when it comes to receiving copies of someone’s qualification documents. These are often hard to verify and easy to fake. As a business it is important not only to guarantee your new employees id is accurate but that they have the credentials and qualifications needed for the role. With remote employment still largely relying on scans and mobile photos of identity and certification documents the risk of receiving edited, inaccurate identity documents is high.

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Fortunately, recent steps forward in both AI (artificial intelligence) and machine learning are helping prevent fraud and lower the inherent risks of remote contract validation.

While the vast majority of e-signature platforms offer some form of security, detecting fraud within documents that have been digitally altered using photo editing software or graphics programs (known widely as “print-manipulate-scan”) requires a greater amount of verification.

These edits may be invisible to the human eye and therefore practically undetectable. Fortunately, even the most sophisticated technology leaves a digital footprint and through the combination of machine learning and AI it’s becoming harder and harder to get away with this sort of digital document fraud.a

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Mo Sahib is CEO of Borderless Security and FilesDNA.With previous experience in data security and network architect roles at Ferranti, British Telecom, PSA Antwerp and Fujitsu, Mo has expertise in the cloud solutions and dedicated security, networks and data center solutions.