Tracing & Document Services

ICTS Tracing & Document Collation Process (Level 1 & 2)​

* Blocks indicates process phases
* Circles are begin & end points
* The above process applies to both Level 1 & 2 Tracing

Data Enhancing

  • The current details of members and former members that are traced electronically

Member Tracing

  • This is often referred to as "Desktop Tracing" 

  • Members are located through a data-matching process

  • Members traced are validated through telephonic confirmation

Document Collection and Collation

  • This is often referred to as a "Ready to pay document" 

  • Documents are requested from the member following telephonic contact

  • Once documents are collected they are assessed to ensure compliance with administrators requirements

  • Once finalised, documents are delivered either electronically or by hand

Investigative Tracing

  • This process is undertaken when a desktop trace is unsuccessful and would require written authorisation

  • This service is also utilised when members are deceased and family members are required to be traced

  • This method of tracing is more intensive and requires the skills of an investigator to locate a member or beneficiary

  • A document collection and collation process is undertaken following the successful trace of a member or beneficiary

Verification of deceased

  • The first process in a tracing exercise is to establish confirmation of the members existence

  • Should a member or beneficiary be deceased, a date of death is confirmed

Bank account verification

  • This service confirms the validity of a member or beneficiary's bank account details

Administration & Reconciliation

  • All successful documents received are compiled and attached to a spreadsheet ready to be sent to the Client either electronically or in hard copy.​

  • Payment of services are only on a success basis

Client Reports

  • Comprehensive / Detailed report compiled and sent to Client as requested.​


Member & Beneficiary Payment Service

Payment service

  • This service follows on from a successful trace and document collection and provides clients an end-to-end service

  • This payment process ensures that members and beneficiaries are paid timeously without delays

  • This adds an important element of efficiency in terms of time taken to pay a member or beneficiary

  • The process flow below outlines the steps taken in a successful payment

* Blocks indicates process phases

* Circles are begin & end points

* The above processes takes place within the Client’s Administrative System for the exception of the AHV process, which will be done within ICTS framework

Contact us

ICTS Group, Block D, Country Club Estate Office Park

21 Woodlands Drive, Woodmead, Sandton, 2080


Tel: 087 702 3800

Fax: 011 656 1165 


Reg No. 2008/008464/07

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