Maximizing QR Code Security: Top 5 Mistakes and How to Fix Them

Document security muyst be a top priority, and your QR code strategy should be well-planned and executed. QR codes are used for various purposes, from simple ID cards to payments, warranty cards, insurance policies, and educational documents. Ensuring document security is the core purpose of these codes.

Many organizations overlook the importance of having a well-defined strategy for QR codes, especially for document security. Secure QR codes are essential for any organization, whether government or private. These codes can be found on ID cards, invoices, purchase orders, or insurance policies requiring third-party validation. The issuer must ensure the document’s authenticity, which should be easily verifiable.

This article discusses five common mistakes to avoid when using QR Codes for document security, providing a solid starting point for your strategy.

MISTAKE #1: Having a QR Code Just Because Everyone Has It

Including a QR code as an afterthought leads to ineffective document security systems. The QR code may go unnoticed, and no one may be motivated to scan it. This gives the impression that the issuer included it just to check a box, without considering usability or function.

Here’s what you can do:

Solution: Consider functionality, security, and ease of use when designing your document security solution. Ensure that the QR code offers security and authentication while being easy to implement and integrate with existing document generation systems.

MISTAKE #2: Treating Your QR Code as a One-Time Static Image

A QR code is not just an image, a URL link, or a barcode. It’s a secure digital access point that can include updated information over time. Forgetting this aspect can lead to suboptimal solution design.

Imagine an ID card whose information needs to be updated/ or terminated when an employee leaves the organization. Or a health/vaccination certificate that needs to be updated with the latest vaccination dose and details. Or think of an insurance policy or card that needs to update with enhanced insurance or new renewal dates.

Here’s what you can do:

Solution: Remember that a QR code can provide comprehensive, updated information without giving users access to your IT systems or databases. This feature is essential for situations where information needs to be updated, such as ID cards, health certificates, or insurance policies. We have an article on this - 4 Questions to ask before implementing QR Codes.

MISTAKE #3: Not Looking at It from the Verifier’s Point of View

When designing QR code document security systems, it's essential to consider the verifier's perspective. The verifier may be a third-party not directly connected to the issuing organization, yet they need to confirm the document's authenticity.

The most thought-out QR Code solution will always keep the document holder and verifier’s point of view at the forefront and design the document security solution accordingly.

Here’s what you can do:

Solution: Ensure that the QR code is easily scannable and provides necessary information for verification. Make the verification process as seamless as possible for the verifier, including simple instructions and take into account the operating environment for verification - whether digital or physical would work etc.

MISTAKE #4: Not Being Clear on Functionality and Extensions

When incorporating QR codes into your document security strategy, it's vital to have a clear understanding of their functionality and potential extensions in the future. Finally, we should add integration into existing systems that provide a complete tamperproof experience for you and your users with ease of implementation.

Here’s what you can do:

Solution: Familiarize yourself with different types of QR codes and their respective functions, such as static, dynamic, and secure QR codes. Understand how they can be customized to meet your organization’s specific needs and requirements. Consider potential extensions, such as integrating QR codes with other security features, to enhance document security further.

MISTAKE #5: Not Looking at System Design Comprehensively

Neglecting to view the system design as a whole can lead to inefficiencies and missed opportunities for better document security. Though document issuers should create QR Codes with a specific function in mind & while functionality is critical – the user experience and ease of use aspect is equally important.

Here’s what you can do:

Solution: Take a holistic approach to system design. This includes considering the entire lifecycle of a document, from creation to storage, retrieval, and disposal. Optimize each stage to ensure maximum document security, and plan for future updates and improvements.

In conclusion, a well-thought-out QR code strategy is essential for document security. By avoiding these common mistakes and implementing the suggested solutions, you can create a more secure and efficient document security system that meets your organization’s needs.

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