Identity management in eCourtDate lets your agency verify, store, and track client identification documents securely. From driver's licenses to passports, you can validate IDs, monitor expiration dates, and allow clients to upload documents through the portal.

### Overview

- **What it is:** A secure identity document management module for storing, verifying, and tracking client identification records such as government-issued IDs, passports, and other identity documents.
- **Why it matters:** Accurate identity verification is essential for court processes, pretrial supervision, and compliance. Centralized storage eliminates paper handling and reduces the risk of lost or outdated documents.
- **Who uses it:** Pretrial officers, case managers, court clerks, and administrators who need to verify client identity and maintain documentation for compliance and reporting purposes.
- **Expected outcomes:** A secure digital repository of verified identity documents with expiration tracking, client self-service uploads, and real-time verification status.

### Prerequisites

- An active eCourtDate account with the **Identities** permission enabled
- At least one client record in the system
- Scanned copies or digital photos of identity documents
- Appropriate role: Administrator, Case Manager, or Pretrial Officer

### How-To Steps

#### Step 1: Access the Identities Module

1. Click **Identities** from the main navigation menu.
2. Browse the list of existing identity records or use the search bar to find a specific client's documents.

#### Step 2: Add an Identity Document

1. Click **Create Identity** to open the new identity form.
2. Search for and select the **Client** associated with the document.
3. Select the **Document Type** from the dropdown (for example, Driver's License, Passport, State ID, Military ID).
4. Enter the **Document Number** in the designated field.
5. Enter the **Issue Date** and **Expiration Date**.
6. Select the **Issuing Authority** or enter it manually (for example, state name, country).
7. Click **Upload Document** to attach a scanned copy or photo of the ID.
8. Click **Save** to create the identity record.

#### Step 3: Verify an Identity Document

1. Open the identity record from the **Identities** list.
2. Review the uploaded document image alongside the entered details.
3. Confirm that the name, document number, photo, and dates match the physical document.
4. Select the **Verification Status** from the dropdown: **Verified**, **Pending**, or **Rejected**.
5. Add any notes in the **Verification Notes** field (for example, "Photo matches client. Document is current.").
6. Click **Save** to update the verification status.

#### Step 4: Enable Client Portal Upload

1. Navigate to **Settings** > **Portal Settings**.
2. Enable the **Identity Upload** option to allow clients to submit their own documents through the portal.
3. Click **Save** to apply the setting.
4. When a client accesses their portal, they see an option to upload identity documents directly.
5. Uploaded documents appear in the **Identities** list with a **Pending** verification status for staff review.

#### Step 5: Monitor Expiration Dates

1. Navigate to **Identities** from the main navigation.
2. Use the **Expiring Soon** filter to view documents approaching their expiration date.
3. Click a record to review the details and contact the client about renewing their document.
4. Update the identity record with the new document once the client provides it.

### What to Expect

Identity records are linked to client profiles and accessible from both the **Identities** module and the individual client record. Verification status updates are logged with timestamps. Expiration date tracking helps your agency proactively request updated documents before they lapse. Client portal uploads streamline the intake process by reducing in-person document handling.

### Best Practices

- Verify uploaded documents promptly to keep identity records current and accurate.
- Use the **Expiring Soon** filter weekly to identify documents that need renewal within the next 30 to 60 days.
- Enable client portal uploads to reduce manual data entry and allow clients to submit documents on their own schedule.
- Store only necessary identity information and follow your agency's data retention policies.
- Add detailed verification notes to create an audit trail that supports compliance reviews.

### Frequently Asked Questions

**Q: What file formats are accepted for identity document uploads?**
A: The system accepts PDF, PNG, JPG, and JPEG files. The maximum file size is typically 10 MB per document. For best quality, upload scanned copies at 300 DPI or higher.

**Q: Can a client have multiple identity documents on file?**
A: Yes. A client can have multiple identity records (for example, a driver's license and a passport). Each document is tracked independently with its own verification status and expiration date.

**Q: Who can view uploaded identity documents?**
A: Only staff members with the **Identities** permission can view uploaded documents. Access is governed by your agency's role and permission configuration. Clients can view their own uploaded documents through the portal.

**Q: How are identity documents stored and protected?**
A: Documents are stored using encrypted cloud storage (AWS S3) with access controls. Data in transit is encrypted using TLS. Your agency's data retention policies determine how long documents are kept.

### Troubleshooting

**Issue:** A client's portal upload does not appear in the **Identities** list.
**Symptoms:** The client reports submitting a document, but it is not visible to staff.
**Solution:** Navigate to **Settings** > **Portal Settings** and confirm that **Identity Upload** is enabled. Check the **Identities** list with the **Pending** filter applied. If the document is still missing, ask the client to verify the upload completed successfully (they should have received a confirmation message).

**Issue:** The uploaded document image is blurry or unreadable.
**Symptoms:** The scanned document is too low resolution to verify details.
**Solution:** Contact the client and request a higher-quality scan or photo. Recommend scanning at 300 DPI or taking the photo in good lighting with the full document visible. Upload the new version and archive the old one.

### Related Articles

- [How to Manage Clients](how-to-manage-clients)
- [How to Configure Portals](how-to-configure-portals)
- [How to Upload and Share Files](how-to-upload-files)