How We Work
Nothing Here Should Surprise an Auditor
The method is unglamorous and it is the whole of the offering: evidence rather than assertion, a back-check on every case, a reviewer above every preparer, and a working-paper file that survives the audit that comes later.
Case Lifecycle
Six Stages, Each Leaving a Record
Typical timings for a field verification case.
Hour 0
Allocation
The case is received through the agreed channel, logged with a unique reference and allocated to a named field executive and a named reviewer. The turnaround clock starts here and is recorded.
Hours 0–4
Preparation
Documents and addresses are checked for completeness before anyone travels. Incomplete or unclear instructions are queried immediately, not after a wasted visit.
Hours 4–24
Field Visit
Personal visit with geo-tagged photographs of premises and locality, the person met and their relationship to the applicant, and observations recorded at the location — not reconstructed afterwards.
Hours 24–36
Back-Check
Independent re-confirmation from a different desk: telephone contact re-established, coordinates checked against the address, document images reviewed for consistency.
Hours 36–48
Review & Release
A supervisor reviews the file against a documented checklist, classifies each observation as verified, not verified, partially verified or refused, and signs before release.
Ongoing
Retention
The complete working-paper file is archived against the case reference, retained for the agreed period, and produced on demand for audit or inspection.
Quality Control
Six Controls We Do Not Trade Away for Volume
A Checklist per Case Type
Documented, and updated whenever an institution revises its formats.
Back-Check on Every Case
Independent re-confirmation before release — not on a sample.
Reviewer Above Preparer
The review is recorded in the file and signed, so it can be examined later.
Monthly Internal Sampling
By a reviewer not involved in the original case; error rate and turnaround reported to you.
Root Cause on Every Return
Any case you send back gets a written root-cause note, not just a correction.
A Named Escalation Contact
On every engagement — reachable, and empowered to fix things.
People
Field Verification Is Only as Reliable as the Person at the Door
Institutions are entitled to know who that is, and to be told before the deployment changes.
Before Engagement — Vetting
- Identity and address verification, with KYC documents held on record
- Police verification and a third-party background check before assignment to any client work
- Signed individual confidentiality undertaking, over and above our agreement with you
- Induction on your formats, code of conduct and data-handling rules
- Photo identity card in the unit’s name, produced at every visit
While Engaged — Discipline
- A profile of every executive on your work, updated whenever deployment changes
- Annual refresher training on confidentiality and information security
- System and case-data access revoked the day an executive rolls off
- No cash collected from an applicant under any circumstances
- No commitment of any kind made on the lender’s behalf
We are liable for all payments due to the personnel we engage and will furnish a monthly certificate to that effect where an institution requires it. No employer–employee relationship arises between our personnel and the institution.
Technology & MIS
What We Run Today, and What We Are Building
Several institutions now expect a verification agency to run a digital platform with central upload, electronic delivery, live MIS and API integration. We set out our position plainly.
| Area | What we run today |
|---|---|
| Case capture | Field capture with geo-tagged photographs and timestamped coordinates, recorded at the point of visit |
| Allocation & tracking | Central case register with a unique reference, named preparer and reviewer, and allocation and release times for every case |
| Reporting | Reports in the institution’s prescribed format with evidence annexures, in editable and signed formats |
| MIS | Monthly: cases allocated, completed and pending; turnaround case by case; exception and return rates |
| Transfer & storage | Encrypted, access-controlled transfer and storage — never personal email or consumer messaging |
| Record keeping | Case files archived against the case reference for the agreed retention period |
Platform Roadmap — Stated Honestly
A verification platform with central document upload, case allocation, electronic report delivery and live turnaround MIS is under development as our primary capital investment. API integration with your loan automation or lead-management system will be built to your specification during onboarding, and is scoped and costed at proposal stage rather than assumed.
Until platform delivery, cases run on a controlled and auditable manual workflow with geo-tagged field capture and structured MIS. The reporting content is identical; the difference is the delivery channel. If your mandate requires live system integration, please discuss the timeline with us before we bid.
Confidentiality & Data Protection
Verification Means Handling Your Customers’ Data
Identity, income and bank records are the most sensitive information an institution outsources. We treat them accordingly — contractually, operationally and on exit.
Contract — Signed Before Data Moves
- Master services agreement and NDA before any case data is shared
- Individual confidentiality undertaking from every assigned person
- Indemnity in the institution’s favour, with professional indemnity insurance at the level required
- SLA recording activities, turnaround and consequences of failure
Access — Least Privilege, Always
- Role-based access, reviewed when the team changes
- Multi-factor authentication; no shared credentials
- No co-mingling of records between clients
- Access logs and backups maintained
Environment — Controlled Delivery Floor
- Disabled removable media and restricted printing
- Clean-desk policy and supervised floor
- Encrypted, access-controlled file transfer only
- Documented business continuity and recovery plan
Regulation — Built Around Your Obligations
- Processes designed around the Digital Personal Data Protection Act, 2023
- Aligned to outsourcing and information-security expectations for regulated lenders
- Documented to fit your own outsourcing policy
Audit — Access Without Argument
- You, your internal and external auditors and your regulator may inspect our books, records, premises and processes relating to the services
- Rectification of any irregularity within the time given, at no additional cost
Exit — A Clean Handover
- Data wipe-out and deletion certificates on request, including after termination
- Working papers handed over on termination or expiry
- Full cooperation for transition to a successor agency
Send Us a Pilot Batch and Judge the Output
We would rather be assessed on ten completed cases than on a presentation. Give us a limited allocation, measure the turnaround and the quality, and widen it only if the work earns it.