Privacy Legislation requires you to redact Tax File Numbers (TFNs) from client documents that you store. Mercury Nexus simplifies the process with our redaction tool that automatically scans your PDF document, obscures the TFN and replaces it with new version that you send and store.
How does TFN Redaction work?
Simply upload your document in PDF format, launch the tool and the redacted file will replace your existing document in Mercury and will also be sent to you via email. Note. The quality (clarity) of the PDF will impact the ability for Redact to obscure the TFN's.
How do I redact a tax file number?
Open the CRM app and select Opportunities from the main left-hand menu.
Highlight and open the relevant Opportunity.
Open the Attachments tab from the sub left-hand menu.
Click Upload file to upload your document.
Note. The file must be a PDF and the quality (clarity) of the PDF will impact the ability for Redact to obscure the TFN's.Highlight your PDF and Click the TFN Redaction button.
A message will appear indicating that the document has been sent to the queue.
The document will move through a number of stages. You can check the status in the TFN Status column by clicking on the Refresh button.
Once the status changes to Completed the new document will replace the original in the attachments tab. It is a requirement of all Connective Credit Reps to check each document before it is sent to the Lender and we strongly recommend that ACL Holders follow the same practice.
Note: If Mercury Redact does not remove a TFN this may be due to a number of reasons including that the TFN is not legible or that the TFN is not valid. Depending on the circumstances it may be appropriate to make further enquiries. In some circumstances the entire document may be redacted by the tool. This is not something we have control over and relates the security settings on the original file. In this circumstance you will need to use an alternative method to redact the TFN. Apply Online has a tool which can be used in it's Supporting Documents tab.
Additionally, if the primary TFN redaction tool fails, consider using manual redaction tools such as Adobe Acrobat. For encrypted or locked documents, note the limitation in your file and upload helpdesk confirmations or other supporting records to document compliance.
FAQ's
Q: How long will it take for the TFN/s to be redacted from my document/s?
A: From 1 to 15 minutes depending on the size of the document.
Q: Why do I have to upload in a PDF format?
A: The redact tool is only able to process PDF Documents.
Q: I am pressing on the Redact button but nothing is happening, what do I do now?
A: Contact the Mercury Helpdesk by clicking on the help button in Mercury.
Q: The TFN was not removed from the document I uploaded to Mercury, what do I do now?
A: As the effectiveness of the Redact tool relies on the quality of the PDF document, complete redactions are not always guaranteed. In these instances we recommend manually completing the redaction. There is an alternative method via Apply Online and also LoanApp which could be tried.
If the automated tool fails, you can manually redact TFNs using tools like Adobe Acrobat. After manual redaction, delete the original unredacted file and upload the redacted version. Ensure compliance by adding file notes and uploading supporting records, such as helpdesk confirmations, for audit purposes.
or
A: Some official documents such as Tax Returns and Income Statements from the ATO are encrypted and cannot be edited. For this reason, our redact tool is unable to detect those TFNs
In such cases, it is recommended to document the limitation in your file and upload supporting records, such as helpdesk confirmations, to ensure compliance.
Q: Will the Redact tool detect and redact 8-digit TFN/s?
A: No. The redaction algorithm we have implemented is designed to look for 9-digit numbers and will not detect/redact an 8-digit TFN.
Q: The Redact tool removed more than just the TFN/s?
A: The Redact tool works from a complicated algorithm to pick up the TFN numbers. It is possible for the tool to detect false positives and redact other sets of 9 digits. An example could be part of an ABN.
Q: Can the Mercury Helpdesk retrieve the previously unredacted document?
A: No, the unredacted document is no longer retrievable once the TFN redact tool has been used.
Q: Can I redact TFNs directly in the Client Portal? A: No, the Client Portal does not support direct TFN redaction. However, there are three options for managing files containing TFNs:
Reject the Document: Use the "Reject" option in the "Review Returned Docs" section. Add a note, such as "Please resend with the TFN removed," and notify the client to re-upload a corrected file.
Close the Client Portal Request: Closing the request revokes the client’s access to the portal entirely, ensuring the file is no longer accessible. This is the only documented way to make the file unreachable in the portal.
Leave the File in the Portal: It is acceptable to leave the file in the portal within the Credit Proposal request, as this does not constitute a compliance issue. However, if you prefer to ensure it is no longer accessible, closing the request is recommended. Q: How do I handle TFNs in Doc Centre documents? A: Download the affected documents, delete the originals from the Doc Centre and Attachments, and re-upload redacted versions to Attachments. Verify redaction success before sharing. Q: What do I do if TFNs are visible in a Document Request? A: Delete the Doc Request entry while retaining redacted versions in Attachments. Q: What should I do for compliance if TFNs cannot be removed at all? A: Add a file note explaining the issue and upload helpdesk confirmations or other supporting records to document compliance. Note that Connective does not currently allow the deletion of attachments from an opportunity, and rejecting a document does not remove it from the system. Closing the Client Portal request may be necessary to manage access.