Remote Deposit Capture (RDC) is a service used to deposit paper checks electronically. The process involves scanning checks to create an electronic file, which is then transmitted to the bank. The scanner captures all of the check information and stores it in a daily report.
All Cornell units that deposit checks must use RDC. If your unit is not set up to use this service, please complete the application and user setup forms available on the Cash Management Forms page and send the forms to Cash management at 341 Pine Tree Road, East Hill Plaza or email@example.com. If you have questions, contact Cash Management at (607) 254-1590.
Advantages of Remote Deposit Capture
The RDC service offers several advantages. For Cornell overall, the service helps to reduce the number of armored car stops throughout campus. For units, the system allows them to...
- Deposit and process checks faster and more efficiently
- Access more information about deposit details; therefore, copying checks is no longer necessary or recommended. Checks contain sensitive information, which if copied or stored must be protected in accordance with University Policy 5.10, Information Security
- Download captured data in a comma-delimited file that can be uploaded into a unit's databases, spreadsheets, accounts receivable system, Advance Deposit e-docs, etc. If you choose to import data from the RDC system, do not include banking information
- Make as many deposits per day as needed, with next-day credit if the file is transmitted to the bank by 6:00 p.m. EST
- Submit checks safely and efficiently via the Internet on the bank's secure site
- Access several system-generated reports and create user-defined reports that meet the needs of your particular business
- "Customize" the RDC product using three optional fields that can be named by each individual unit. One of the optional fields is used to enter the Advance Deposit e-doc number
- Transaction authority on the RDC system must be established in accordance with University Policy 3.22, Safekeeping of Financial Assets, Including Cash, Checks and Securities
- Protect sensitive customer banking information
- Stored, scanned checks that pending a shred date, must be secured in a locked, limited-access file cabinet or safe. Do not keep checks for more than two weeks before shredding.
- Regularly scheduled check-shredding timetables must be established and adhered to. If your unit does not use a shredder service, two people must be involved in the shredding process.
- If reports are downloaded into another system, do not include the customer’s bank account information; establish and adhere to a retention best practice by immediately removing documents from the system that are no longer needed.
- If reports are printed, they must be secured in the same manner as checks and must not include bank account information.
- Limit access to customer banking information to only those that have a need to access them as part of their job responsibilities.
- Never store banking information on portable electronic devices such as laptops, memory sticks, etc.
- Run Cornell Spider, Identify Finder, or a similar data loss prevention software and handle banking information as you would any other sensitive, protected information. Refer to University Policy 5.4.1 Security of Information Technology Resources
- Should a breach occur within your unit and if it is possible that sensitive customer information has been compromised, immediately contact both of the following offices: