From the client's side it is a text or an email with a link. They tap it, take a photo of their passport, take a photo of a council tax bill, and they are done in four minutes on the sofa. Nobody scans anything. That is the reason it works.
On your side, each upload is read. The passport gives a name, a date of birth, an expiry date and a document number. The bill gives a name, an address and a date. Those are checked against your AML checklist, whatever your firm's version says. Does the name match the client record. Is the passport in date. Is the bill from the last three months. Is it a type of bill you accept, because a mobile phone bill is on some lists and off others.
Anything that fails goes straight back to the client as a plain message. Your passport expired in March, please send a current one. The bank statement is from January, please send one from the last three months. The client fixes it that evening. You were never in the loop.
What reaches you is one of two things. A green tick on the matter, with the documents and the checks listed underneath for the file. Or a short list of what is still outstanding, with the date the last chase went out.
The checks are saved in the matter folder as a dated PDF, which is what the SRA asks to see when they ask.
This is the kind of thing we build. It runs in your own accounts. How many of your open matters have an ID check marked done but nothing filed?