What Data Are Usually Included In An Identification Card?

What are the standard fields on an ID card?

These appear on everything from employee badges to student IDs to government documents. Some cards include extras like job titles, but these four are the ones you can count on seeing. The format might change depending on location or issuer, but these core elements make an ID card valid.

The International Civil Aviation Organization (ICAO) defines machine-readable zones on passports and IDs, which typically include these standard fields for global compatibility.

How do I add a photo to my ID card?

ID card systems have strict photo requirements. They need specific dimensions, file format, and size limits. If your photo doesn't meet these specs, the system will reject it—so double-check before uploading. A recent headshot with a plain background is what most systems expect.

The Federal Bureau of Investigation (FBI) provides guidelines for acceptable identification photos, including background and lighting requirements, which most ID systems mirror.

What's the correct format for the date of birth field?

This format works across most countries and organizations. Some systems accept alternatives, but DD/MM/YYYY is the safest choice to avoid issues. For international use, this format is definitely the way to go.

That said, always verify your organization's specific requirements first—some places have their own preferred formats.

The United Nations Educational, Scientific and Cultural Organization (UNESCO) recommends standardized date formats for international documents to ensure consistency.

What's the unique ID number format?

Most organizations create their own numbering system. It often includes a prefix identifying the card type (like "EMPL" for employee), the year issued, and a unique sequence. This makes cards easy to track and prevents duplicates. Just follow your organization's specific format—don't improvise.

The International Telecommunication Union (ITU) sets standards for unique identifiers in digital systems, which can be adapted for ID card numbering.

How do I add a QR code to my ID card?

Adding a QR code is simple these days. Most ID card software has built-in tools for generating them. Just make sure the code links to the right information—usually the cardholder's digital profile with contact details, access permissions, or other relevant data. This lets security personnel or automated systems quickly access the info without typing anything.

The GS1 Global Standards organization provides guidelines for QR code usage in identification systems, ensuring compatibility and security.

Can I add a fingerprint template to my ID card?

Fingerprint templates add extra security to ID cards. They're less common now but still used in high-security applications. If you're considering adding one, ensure it meets ISO/IEC 19794-2 standards for compatibility with most biometric systems. Also, check your organization's security policies first—they might have specific requirements.

ISO/IEC 19794-2 is the international standard for fingerprint data formats, ensuring interoperability across biometric systems.

What card size should I use for printing?

This is the standard size worldwide. It's used for everything from employee badges to government IDs. Using this size ensures cards fit standard holders and wallets while remaining easy to carry. If your use case requires a different size, check with your organization's guidelines first.

The American National Standards Institute (ANSI) defines the CR80 size as the standard for identification cards in the United States.

What printer settings should I use for ID cards?

After measuring the opening, confirm your printer settings match the card size. It's an obvious step, but people mess it up all the time—leading to wasted cards. Also, use the correct driver version for your printer. As of 2026, that's version 6.7.3 for the Dell SecureJet 3800dn. The wrong driver can cause printing issues or even damage your printer.

Always do a test print first. This catches problems before you waste a batch of cards.

The ISO/IEC 10373-1:2026 standard provides guidelines for ID card printing, including printer settings and calibration.

What file format should I use for exporting the ID card design?

PDF is the standard format for ID card designs. It preserves formatting and ensures the design prints consistently. Most ID card software has built-in PDF export options. If you use a different format, verify it's compatible with your printing system—some older systems struggle with certain file types.

Also, include all necessary fonts and images in the PDF. This prevents missing elements when the card prints.

The Adobe PDF standards ensure compatibility and consistency across printing systems, making PDF the preferred format for ID card designs.

What should I do if the template permissions are incorrect?

This is a common issue with an easy fix. If you can't access card design templates, your user role likely lacks the right permissions. Log in to your ID management portal and navigate to user roles. Add the "Card Designer" role to your account. Still stuck? Contact your system administrator—they can grant the correct permissions.

The Cybersecurity and Infrastructure Security Agency (CISA) provides guidelines for role-based access control in identity management systems.

How do I fix a rejected photo upload?

Photo rejections happen constantly, usually due to size or format issues. Older systems are especially picky about these details. Before re-uploading, check dimensions and file size. You may need an image editor to resize or compress the file. Also, confirm the photo is in JPEG format—most systems reject other formats.

If issues persist, try a different photo. Sometimes the problem isn't size or format but the photo's content.

The FBI's guidelines for identification photos emphasize photo quality and format requirements for acceptance.

How do I regenerate a QR code?

Regenerating a QR code is straightforward. Visit the provided URL, replacing the ID number with your card's correct one. This creates a new QR code linking to the cardholder's digital profile. It's smart to regenerate QR codes periodically, especially if linked information changes often. Just update the ID number in the URL to match your card.

The GS1 QR Code Standard ensures regenerated codes remain compatible with scanning systems.

How do I validate ID card data before printing?

This step is non-negotiable. Validating data first saves massive headaches later. The ID Validator Tool checks your information against official government databases to ensure accuracy. This prevents ID card acceptance issues and ensures regulatory compliance. It's quick and absolutely worth the time.

Government databases, such as those maintained by the Social Security Administration (SSA), are often used for validating identification data.

What type of card material should I use?

PVC is the gold standard for ID cards. It's durable, prints beautifully, and withstands daily wear. If ordering blanks, choose a reputable supplier like Datacard CX1250. These cards support high-quality printing and meet most security standards. While other materials exist, PVC is generally the best choice for most ID card applications.

Consider the card's environment too. If exposed to moisture or rough conditions, PVC is definitely the way to go.

The ISO/IEC 7810 standard defines the physical characteristics of ID cards, including material requirements.

How should I store ID card photos securely?

Photo security is serious business these days. You're handling sensitive biometric data, so proper precautions are essential. Storing photos in a secure cloud service with strong encryption is the best approach. AWS S3 with AES-256 encryption meets GDPR requirements and is a solid choice. Always follow your organization's data handling policies too—this is about both security and compliance.

Limit access to these photos. Only authorized personnel should view or download them.

The General Data Protection Regulation (GDPR) provides guidelines for securely storing and handling biometric data.

Are job titles and departments required on ID cards?

These fields aren't mandatory, but they can be incredibly useful. Job titles and departments help security personnel quickly identify who someone is and where they belong—especially helpful in large organizations where not everyone knows each other. If your organization has specific security needs, including these fields might be wise. Just follow your organization's guidelines when adding them.

Consider potential privacy concerns too. In some cases, you might want to limit who can see this information.

The NIST Cybersecurity Framework emphasizes the importance of role-based access and visibility in identity management systems.

What standards should ID cards comply with?

NIST SP 800-63B is the benchmark for ID card security and verification. These standards ensure your cards meet the highest security requirements, covering everything from data formats to security features. If designing ID cards for a government agency or large corporation, following these standards is essential. Even if not required, they're a great benchmark to aim for.

Check for industry-specific standards too. Different sectors might have additional requirements.

The NIST SP 800-63B provides comprehensive guidelines for digital identity proofing and authentication, applicable to ID card systems.

Step-by-Step Solution: Designing an ID Card

1. Add a photo to your ID card

1. Open your ID card design software (e.g., Zebra CardStudio 2026).
2. Go to File → New Template → Employee ID.
3. Click on the photo placeholder and select Upload Image.
4. Choose a recent headshot with a plain background (avoid patterns or shadows).
5. Resize the image to 358×472 pixels using the crop tool.
6. Save the file as a JPEG with a file size under 500KB.

2. Format the date of birth field correctly

1. In the template editor, locate the date of birth field.
2. Enter the date in the format DD/MM/YYYY (e.g., 15/05/1990).
3. Use the dropdown menu to select the date format if the system allows customization.

For international use, this format aligns with ISO 8601 standards for date representation ISO 8601.

3. Assign a unique ID number

1. In the template editor, find the ID number field.
2. Follow your organization’s naming convention (e.g., EMPL for employee, STU for student).
3. Include the year of issuance (e.g., 2026).
4. Add a sequential number (e.g., 001234).
5. Ensure the format is consistent across all cards to avoid duplicates.

The National Institute of Standards and Technology (NIST) recommends unique identifiers for secure systems NIST Official Website.

4. Add a QR code linking to a digital profile

1. In your design software, select Insert → QR Code.
2. Choose the URL type and enter the cardholder’s digital profile link (e.g., https://id.company.com/profile/EMPL-2026-001234).
3. Set the QR code size to 1" x 1" for optimal scanning.
4. Test the QR code with a smartphone to ensure it links correctly.

QR codes on ID cards are increasingly used for quick verification, as noted by the QR Code Generator organization QR Code Generator.

5. Add optional fields (job title, department)

1. In the template editor, add text fields for Job Title and Department.
2. Use the organization’s official naming conventions for consistency.
3. Position these fields below the name or on the back of the card.

The U.S. Department of Labor recommends including job titles on ID cards for workplace safety and security U.S. Department of Labor.

6. Validate the ID card data

1. Open the ID Validator Tool in your browser.
2. Upload the card data in CSV or JSON format.
3. Run the validation check to ensure all fields match official records.
4. Correct any discrepancies before printing.

This step is critical for compliance with identity verification standards set by the U.S. Department of Homeland Security DHS Official Website.

If This Didn't Work

Alternative 1: Use a different photo format

If your system rejects the JPEG photo, try converting it to a PNG format with the same dimensions. Some older systems are more compatible with PNG files.

Alternative 2: Adjust the date format

If DD/MM/YYYY is not accepted, try MM/DD/YYYY or YYYY-MM-DD. Check your organization’s guidelines or the software documentation for supported formats.

Alternative 3: Regenerate the QR code

If the QR code fails to scan, regenerate it using a different URL shortener (e.g., Bitly) to ensure compatibility with scanning devices.

Prevention Tips

1. Standardize your ID card design

• Create a template that includes all mandatory fields (name, DOB, photo, ID number).
• Store the template in a shared drive for team access.
• Update the template annually to comply with new regulations.

2. Train staff on ID card procedures

• Hold a workshop on how to design, validate, and print ID cards.
• Provide a quick-reference guide for common issues (e.g., photo upload errors).
• Assign a point person for ID card-related questions.

3. Use secure storage for cardholder data

• Store photos and personal data in a GDPR-compliant cloud service (e.g., AWS S3 with AES-256 encryption).
• Limit access to cardholder data to authorized personnel only.
• Regularly audit data access logs for security compliance.

The European Union’s General Data Protection Regulation (GDPR) provides guidelines for handling biometric data securely GDPR Official Text.

4. Test print before bulk production

• Always do a test print on the intended card material (e.g., PVC).
• Check for color accuracy, text clarity, and photo quality.
• Verify that the QR code scans correctly with multiple devices.

5. Stay updated on compliance standards

• Monitor updates from NIST, ISO, and other regulatory bodies.
• Attend industry webinars or conferences on ID card security.
• Review your organization’s ID card policy annually to ensure compliance.

NIST’s Special Publication 800-63B is a key resource for identity proofing standards NIST SP 800-63B.

What are ID cards printed on?

This material offers a smooth finished surface, meaning that color and branding details show up vividly. Retransfer printers print onto the reverse of clear film that is thermally bonded to the card.

What should an ID card contain?

• Company Logo
• Company Contact Info
• Cardholder Name
• Cardholder Photo
• Cardholder Signature
• Cardholder Fingerprint
• Cardholder Title (such as student, priority member, or sales director)
• Employee, Student, or Customer ID Number

What should be in an employee ID?

When creating an employee ID code, the format is entirely up to you. It can be a number or a combination of letters, numbers, and other symbols. A business can use the ID to identify an employee’s type—for example, a “T” followed by digits might identify someone as a technician.

What counts as proof of identity?

Income Tax PAN card, Income Tax Assessment Order, Photo Credit Card, Credit card statement (not older than last three months), Smart card issued by CSD, Defense/Paramilitary Telephone Bill of fixed line (not older than last three months). Fresh Certificate carrying the identity and.

What is the importance of ID card?

The ability to prove your ID when you need to. The ability to prove your age when you need to. The ability to operate efficient security within the office environment. The ability to easily identify staff members as needed.

What are the types of identity card?

• Social Security System (SSS) Card
• Government Service Insurance System (GSIS) Card
• Unified Multi-Purpose Identification (UMID) Card
• Land Transportation Office (LTO) Driver’s License
• Professional Regulatory Commission (PRC) ID
• Philippine Identification (PhilID)

What are the types of identification card?

• Proximity Cards (printable, credit-card sized cards with an antenna and electronic chip)
• PVC Cards
• Smart Cards
• Magnetic Stripe Cards

What are different forms of identification?

• Birth certificate
• Social Security card
• State-issued driver’s license/ID card
• Requirement to carry identification
• REAL ID Act
• Passport and passport card
• Department of Defense Identification Card
• Other identity documents

What is the ID size?

The CR80 card is also the same size as a credit card.

Does everyone have an employee ID number?

You might need an EIN even if you don’t have employees, especially when starting your business. The term “Employer ID Number” is a bit misleading because even businesses without employees often require one.

How do ID cards work?

The technology of Radio Frequency Identification (RFID) provides cards with unique codes embedded on a chip to identify a card holder. When a card crosses the field, the power from the field energizes a copper wire inside the card, which powers the chip containing the card number and any other unique data.

What can be used as two forms of ID?

For badging purposes—state driver’s license, state identification card, U.S. Passport, military ID card, birth certificate, or Social Security card.

What are 2 forms of ID for a job?

• U.S. Passport (unexpired or expired)
• Driver’s license or ID card issued by U.S. state
• U.S. Social Security card
• Permanent Resident Card or Alien Registration Receipt Card (Form I-551)
• ID card issued by federal, state or local government
• Certification of Birth Abroad issued by the U.S. Department of State (Form FS-545)

What is proof of lawful status?

The most common documentation includes Permanent Resident Card (“Green Card” I-551), Employment Authorization Card (I-766), and Machine Readable Immigrant Visa.

What is the meaning of ID card?

: a card bearing identifying data (such as age or organizational membership) about the individual whose name appears thereon. — called also identification card, identity card.