Personal Identity Documents (PIDS)

definition

As part of a whole of government initiative to strengthen the proof of identity procedures within the public sector, agreement was reached amongst a wide range of key Commonwealth agencies on the introduction of a standardised proof of identity model based on those identity documents assessed to have the required integrity.

This model is defined as the Prescribed Identification Document System (PIDS) more commonly referred to as Personal Identity Documents.

PIDS consists of two components:

Categories A, B and C documents

The three PIDS categories (A, B and C) listed on adult passport application forms are designed to perform specific functions in confirming an applicant’s identity at interview. In accordance with National Privacy Principles, where the applicant has provided PIDS that show information that is not required for the purposes of issuing a travel document, this information must be blacked out. Generally this will mean that bank account details (numbers and balances) shown on the bank/credit cards and bank account records will need to be blacked out prior to scanning by the interviewer. Information relevant only to the application will be retained by the Department (See ‘ Confidentiality of records / Privacy Act 1988 / Freedom of Information (1.3.3) ).

Category A documents: PIDS

Includes those documents that can tie the applicant's face to a name i.e. documents that contain a photographic image of the holder and the person’s signature:

Category B documents: PIDS

Includes those documents that prove the person operates in the community in that identity:

Category C documents: PIDS

Includes those documents that prove that the person in that identity is a resident in the community and provides proof of the person’s address:

Photographic ID – acceptable PIDS examples

Photo ID should be in the form of an official document that includes a photograph and signature. Examples include a drivers’ licence, residency card, credit card, birth card, student card or an employment identity card.

Acceptable PIDS combinations

All applicants must provide one of the following three combinations of original documents to confirm identity and photo ID.

Where an applicant has changed his/her name it is possible the PIDS documents presented are in the person’s previous name. In such cases it is important for the interviewing officer to confirm the link between the PIDS documents, the person lodging the application and the new and previous names.

The acceptable PIDS combinations are listed below.

Combination 1: PIDS

Two documents as follows:

These documents must be original and valid.

If neither of these documents shows the applicant’s current residential address the applicant will need to provide one category C document that does.

Combination 2: PIDS

Three documents are required (only if the applicant cannot provide combination 1):

These documents must be original and valid.

If none of the documents shows the applicant’s current residential address the applicant will also need to provide one category C document that does.

Combination 3: PIDS

Four documents are required (only if the applicant cannot meet combination 1 or 2):

These documents must be original and no more than 12 months old.

Full PIDS requirements not met

There should be only a very small number of applications that cannot meet the PIDS Category A or B requirements. In all such cases applicants are to be encouraged, in the first instance, to provide the necessary documents listed in these two categories.

Applicants who are unable to meet Category A or B PIDS requirements must be advised that the processing of their application may be delayed as further checking will be required. Priority processing must not be offered to these applicants. An appropriate note must be made in the comments box of the interviewer’s section.

PIDS requirement/s not met

Additional action

Unable to meet photo ID requirement

  • Applicant to provide a workplace guarantee with a photo endorsement from a supervisor or, if that is not possible, ask the applicant to provide an additional guarantor, as per normal guarantor requirements. The two guarantors cannot be related to each other by birth or marriage and not be in a de factor relationship with each other (including a same sex relationship), nor live at the same address.

Note: Applicants who are 75 years or older who do not possess suitable photograph identification are not required to provide a second guarantor as these applicants are usually low risk. However, the ‘one’ guarantor should be contacted and positively identify the applicant to the satisfaction of the passport officer.

Unable to provide sufficient and suitable documents to confirm identity

  • Applicant to provide a workplace guarantee with a photo endorsement from a supervisor or if that is not possible, ask the applicant to provide an additional guarantor, as per normal guarantor requirements. The two guarantors cannot be related to each other by birth or marriage and not be in a de factor relationship with each other (including a same sex relationship), nor live at the same address.

  • Ask the applicant to provide any other documents not listed on the application form that may assist in confirming identity.

Unable to meet residential address requirement

Applicant to provide:

  • a general declaration form (B11) stating current residential address and address to be confirmed on electoral roll, or

  • provide additional identity documents to confirm identity, or

  • obtain a certification from the employer as to the applicant’s address (such documents need to be validated by calling the employer)