With the high volume of documents we receive, we would like to remind you of a few best practices for uploading documents to imaging via the Secure File Upload tool.
Before you start.
Is the document for Investia?
On a daily basis, we receive documents intended for other financial institutions, which are not associated with Investia or pertain to assets held outside of Investia. These documents will not be retained and will be removed due to privacy concerns. Please always review your documents before uploading.
Is the document necessary for the client file?
Please refrain from submitting highly sensitive payment information, such as client credit cards. Also, generic documents like the RDID, OneSpan Sign Electronic Evidence Summary, and blank pages are not specific to client files and should not be uploaded.
Is the client number written on non-barcoded pages?
Ensure that the client number is indicated in the top right corner of each page, especially on documents without barcodes. If you need a document imaged in two different client profiles, please submit the document to imaging twice with unique client numbers on each copy sent.
Is the document optimized for automation?
Arrange documents together by client and ensure pages are in the proper order. Barcoded documents must be sent in full sequential order for the barcode to work. Please send all pages in the right order to avoid system rejections.
Have passwords been removed?
Ensure PDF documents are not password protected, as this will show as corrupt on our end and won’t be indexed. Documents with passwords must be resubmitted.
Is your document batch too large?
The upload feature will not permit documents exceeding 20 MB. As a best practice, limit your upload batch to 30 pages. All documents sent to imaging must meet specific quality and resolution criteria to ensure proper scanning of the barcode and indexing in the client file. Special attention should be paid to copies of client IDs specifically, as these are often blurry and unreadable. Set the resolution to 150 DPI (dots per inch) at a minimum for black and white documents and use gray scale for images.
Ready, Set, Upload!
Choose the right upload option
It is very important to pay special attention to the option you select on the Secure File Upload tool each time you upload a document to Investia.
Documents sent by the client via the Client Portal
When the client uses the document sharing feature on the Client Portal, you are notified by email and in the “Notifications” section of the Advisor Centre. When you receive a document from this section, you can forward it directly for imaging (or processing) without having to print the document first or writing the client number on it.
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Administrative Procedure # 15 – Imaging Should you require complementary information, please refer to Administrative Procedure # 15 – Imaging, which can be found on the Advisor Centre under Procedures and Forms / Administrative Procedures. |
Should you require any information, please contact our Client Service Department, by email at investia@investia.ca, by phone at 1 888 684-5548 or via the chatbot feature on the Advisor Centre.