Overview

When you upload a member document (like a signed contract or member action form), ASF now automatically finds and removes sensitive information before saving it to the member's account. No more waiting for the document to be reviewed by hand. It shows up on the account right away.

This feature is optional and is being rolled out club by club.

How It Works

1. Upload the document to the member's account through Member Management > Upload as usual.
2. ASF scans the document and blacks out any sensitive information it finds:
   • Social Security Numbers (US format xxx-xx-xxxx) and Social Insurance Numbers (Canadian format xxx-xxx-xxx)
   • Credit card numbers
   • Bank (ACH) account numbers
3. The document is saved to the member's account and is visible right away.
4. A note is added to the account showing who uploaded the document and when:
   • If something was redacted: "Document [document name] uploaded to account. Information was redacted for compliance reasons."
   • If nothing needed to be redacted: "Document [document name] uploaded to account."

Other information, like names, addresses, and phone numbers, is left as is.

Both PDF and TIFF files are supported, including multi-page files. Each file can be up to 4 MB.

What Happens in Special Scenarios

The File Is Larger Than 4 MB
If you select a file larger than 4 MB, you’ll see: “Documents cannot exceed 4 MB.” The file is removed from the upload field and the Upload button stays inactive. Reduce the file’s size (for example, scan at a lower resolution or split it into smaller files) and select it again.

The Upload Fails

If the document can't be processed, you'll see: "File could not be uploaded at this time." Try again. If the file is close to the 4 MB limit, try reducing its size and uploading it again. If the problem continues, contact Support

Uploading Several Documents for the Same Member

You can upload more than one document for the same member on the same day. Each one is saved separately.

Frequently Asked Questions

Is there a file size limit?
Yes. Each document can be up to 4 MB. The upload page also shows this limit under the accepted file formats.

How long until the document shows up on the member's account?
Right away. Documents no longer go into a review queue.

Will the file name change?
No. ASF doesn't add anything like "redacted" to the file name. Check the account note to see whether anything was redacted.

Can I still upload documents with the last four digits of a card or SSN?
Yes. Full card numbers and SSNs are what need to be removed.

Does this fix sideways or upside-down scans?
No. Documents are saved in the orientation they were scanned in, so check that pages are right side up before uploading.