Date of Birth (Required), Age Group: Enter a birth date or select age group.Name (Required): Provide first, middle, and last name.Account Type: Choose Individual, or set up an Organization account.Note: Fields will vary based on your site, including required fields.Click Setup New Account on your homepage.Learn more about Primary Account Holders vs Account Members. The Primary Account Holder should always be an adult, so create a "Parent" first before you create a child account.Make sure you are entering a valid email address that the user will have access to when creating the account.Note: The Retention Policy cannot be changed once the Document Type is created.This article will show you how to set up a new account in CivicRec.For security purposes, documents cannot be restored once deleted. Documents will be automatically deleted when the retention policy term has been met. ![]() Retention Policy: Set the number of months uploaded documents are retained.Document Security Level cannot be changed once it has been set. Note: Files uploaded to Secure Document Types will be encrypted and only those specified on the activity will be able to manage them.Document Security Level: Choose Standard or Secure.Note: This name cannot be the same as any existing or deleted Document Type.Name: Add a unique name for the Document Type.Navigate to Configuration > Checkout Settings > Document Types.Learn more about PII, Sensitive PII, and PHI. Note: Cardholder Data (CHD, regulated by PCI DSS) and Protected Health Information (PHI, regulated by HIPAA) may not be collected in CivicRec Documents.Failure to upload sensitive PII to the secure portal may result in you being responsible for notice and remedy requirements in the event of a security breach. ![]() Secure: If you intend to solicit or store any SPII you must select Secure when creating a Document Type.Standard: By selecting Standard you understand and agree that the document you are about to create will not be secure and should not be used for soliciting or storing any sensitive personally identifiable information (SPII).A few weeks later they sign up for an afterschool program that also requires a birth certificate but because they have already provided a file for that Document Type when registering for the summer camp, they will not have to reupload the document. A user registers for a summer camp that requires a birth certificate to be uploaded. Example: One "Birth Certificate" Document Type is created and assigned to all relevant activities. ![]() We recommend creating one document type per topic/category so that if a user uploads a file for that Document Type, it will also apply to other activities that require the same file (as long as they have uploaded it within the retention policy timeframe).
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