Do you keep copies of ID in resident files?

Our current policy is to destroy any proof of ID used during the application process, but I am wondering how can we make sure our employees are, in fact, verifying ID if there is no ID remaining in the file? Especially now that nearly all applications are coming in online, verification of the ID of the applicant is extremely important.

I totally understand that it is a bad practice to maintain copies of photo ID in prospect files for Fair Housing reasons, but what about Applicant files during processing, or Resident files after move-in? Also, our employees are not the ones photo-copying or scanning the IDs, they are submitted to us by the applicants (I know certain States prohibit photo-copying IDs - we are in Texas, which allows it).

I've asked a couple of friends in the industry, and their companies DO maintain proof of ID in the files, and they wonder why my company isn't.

Any input would greatly be appreciated.

I understand your apprehension and feelings on this! Over the last year we have worked our way toward becoming paperless. That was the first hurdle! We then added a format called CheckID, which s a program utilized to scan government issued ID (Driver's License, Passport, State ID) to verify its' validity. While it is not foolproof, it has helped us with limiting our risk. It does not accurately verify Military IDs simply because a service member is typically issued the ID from the base that they are initially assigned and even though orders and physical location change, the ID is not replaced and that information is not reported to a public forum for verification or update. I will say that my people have had to become experts in detecting fake supplemental items like pay stubs, tax forms, social security cards, etc. A person looking to defraud you can pay for a template online to create a pay stub, but there are almost always things that stand out: 1.) Different Font styles from the details in the body to the name, address, and personal information listed on the stub (which is the information the purchaser would enter). 2.) The annualized numbers, pay year-to-date, etc., do not add up or balance to the date range on the pay stub. NOTE: Should require two stubs and not back-to-back dates / payment periods. 3.) The name and address of the employer cannot be confirmed either online or by verification of the phone number on the stub. Training your people to utilize what is available to them can help significantly, but we are in a day and age when things will slip through the cracks (or we are limited by Fair Housing Laws) and we have to learn the hard way in sustaining a financial loss. With each one that has gotten passed us though, we have learned a great deal about how to prevent it in the future. That knowledge is priceless and in sharing our experiences we are able to get better on the prevention end while remaining fair and consistent to all we encounter. I have put the Link to CheckIDs Website below. Very cost effective for a portfolio. Hope this helps!

I teach a lot of managers across the country and ask this question a lot - many are making the move to keep ID copies. Identify theft is rampant. The prompt is the electronic leasing process, including lease signing that makes ID verification more difficult, even last minute to move in. Also federal law FACTA requires that we be able to prove that we verified ID through some sort of photo ID process. So I think I see the pendulum swinging away from fair housing concerns and toward defense mode on FCRA and FACTA. Heck, when some sites are asking to see AND COPY your social security card, i think this is reasonable!

Thank you so much for your responses! I truly appreciate it!

Deborah - Thank you for the suggestion of CheckID, I'll have to look into it!

Susan - Thank you for brining up the FCRA and FACTA angle! That really helps!