KYC field design is one problem. Finding the scan six months later is another. Philippine lenders from Manila to Davao still lose time when IDs, signed disclosures, and deposit slips live in Messenger, email, and a shared Drive folder named “final_final2.”
This guide is about a loan-file document vault: KYC scans and loan papers tied to the borrower and loan record, with branch-aware access and an audit trail. It is not a repeat of field KYC checklists you may already run. Soft note: docs/vault capabilities in PesoLend features are meant to sit beside the loan — without claiming full e-sign polish or a borrower self-portal as live.
Vault vs folder chaos
A vault worthy of a Quezon City or Cebu branch does four things:
- Attaches files to a borrower and/or loan ID
- Labels document type (primary ID, proof of address, disclosure, ORCR photo, deposit slip)
- Records who uploaded and when (Asia/Manila timestamps)
- Respects role visibility — not every intern downloads every ID
Google Drive can store bytes. It does not automatically answer “show me everything for loan 18422.”
Minimum document set for PH money lenders
- Primary ID image (clear, readable)
- Signed loan disclosure / schedule acknowledgment
- Proof of address when policy requires
- Collateral photos or ORCR scans when secured
- Exception evidence (deposit slips for large repayments)
Do not require twenty uploads on a ₱5,000 (~$88) first loan unless regulation or your internal policy truly needs it. Friction creates shadow files again.
Peso cost of missing scans
Imagine 120 active loans in San Juan. Spot check finds 15% missing signed disclosure scans. That is 18 files. If each future dispute costs even ₱1,000 (~$17.50) in staff time and goodwill, you are staring at ₱18,000 (~$315) of latent cost — before any legal drama. Vault discipline is cheaper.
Upload habits that survive Friday rush
- Capture ID at onboarding before disbursement for new borrowers.
- Upload disclosure the same day as release.
- Reject chat-only storage in SOPs — politely, repeatedly.
- Weekly: officers clear a “missing required docs” list of five accounts.
Branch managers in Iloilo who tie missing docs to disbursement blockers see compliance rise without speeches.
Privacy and access
IDs are sensitive. Limit download rights. Prefer view permissions for collectors who only need to confirm identity. Log exports. Do not paste ID numbers into public channels. This is basic security hygiene — aligned with cloud LMS security practices — not a claim of a specific certification.
What not to promise
- Full electronic signature workflows as live universal polish
- Offline field capture apps as required truth
- AI reading every ID perfectly
- Borrower self-upload portals as day-one Must
Ship the vault tied to the loan file. Label roadmap items as roadmap.
Explore module shape on features, plans on pricing, and login at app login.
Fourteen-day vault cleanup
Days 1–3: Define required doc types per product.
Days 4–7: Backfill active loans with missing disclosures/IDs.
Days 8–10: Turn on missing-doc lists for officers.
Days 11–14: Block new disbursements that lack required types; sample audit ten files.
Teams in Laguna and Cebu who finished this stopped hunting scans during collections meetings.
Document types mapped to loan lifecycle
Think in stages so cashiers in Caloocan and supervisors in Cebu do not argue about “what is required.”
- Onboarding: primary ID, optional secondary ID, proof of address when policy says so
- Approval/release: signed disclosure, schedule acknowledgment, co-maker papers if any
- Living loan: exception evidence — large deposit slips, restructuring notes, collateral photos
- Closure: release acknowledgments, final statement snapshot if you issue one
Each stage should have a short required list. Long lists create shadow storage again. A ₱8,000 (~$140) market loan in Divisoria does not need the same packet as a ₱50,000 (~$875) semi-secured salary loan in Laguna.
Naming conventions that search well
Human-readable file names help when exports happen: loan-18422-id-primary.jpg, loan-18422-disclosure-2026-09-18.pdf. Avoid IMG_9999.HEIC dumped from phones with no link. The vault should store the binary and the type label even if the filename is messy — but teaching officers good names reduces support tickets from HQ in Ortigas.
Branch audits without drama
Once a month, pick fifteen active loans per branch. Score each: required docs present? Readable? Correct borrower? Publish the scoreboard to branch managers only. Celebrate the branch in Batangas that hits 95%. Coach the branch that sits at 70%. Do not shame collectors in public group chats — that creates fake uploads.
Pair vault audits with maker-checker samples when large repayments lack deposit slip images. The goal is a boring audit trail a finance controller in Manila can follow on a Tuesday.
Incident response for leaked scans
If an ID scan is forwarded outside the LMS, treat it as an incident: disable oversharing paths, rotate access, note the event, and retrain. Philippine privacy expectations are rising even among small lenders. You do not need a fancy certification claim to act like adults with other people’s IDs.
Mobile capture without myth-making
Officers will photograph IDs on phones. That is normal in Philippine branches from Manila to General Santos. Your SOP should say: capture, upload to the loan vault same day, then delete sensitive images from personal galleries when policy requires. What you should not claim is a dedicated offline field app as a live Must. Same-day upload to the vault is the discipline. The phone is just a camera.
If connectivity is weak in a mountain municipality, batch upload when back at the branch Wi-Fi — and do not disburse high-risk products until required docs land. Write that exception path so people are not improvising ethics under pressure.
Closing
A loan-file document vault for Philippine lenders keeps KYC scans and papers where decisions happen: on the account. Tie files to loan IDs, label types, restrict access, and clear missing docs weekly. Chat threads are not an archive.
Attach docs where the loan lives: https://pesolend.com/app/login.