Organizing an internal evidence file for merchant onboarding

Keep a small set of consistently named record groups

Use groups for the application, business identity, sales and catalog evidence, website and fulfillment evidence, review correspondence, and final approval or agreement. Inside the file index, record the business name, application reference, document date, source, version, and owner.

Make the current version obvious

• Keep the exact files submitted and identify the working versions that followed.
• Distinguish a draft, a submitted copy, and a superseded record.
• Avoid putting identity numbers, banking details, or full customer information in filenames or the general index.
• Link to sensitive files in their restricted location and record when access should be reviewed.

Hand the file over to the team that will run the account

At approval or closure of review, verify the index includes the final decision, signed terms, effective date, remaining conditions, and the contact responsible for future requests. Ask an authorized teammate to locate one approval condition and one supporting record using the index alone.