A digital client and matter intake solution that provide both KYC/AML compliance and smart automation.
The web-based solution automates all workflows (including documents), integrates to all relevant data sources and services, the firm’s PMS/ERP and DMS system, e-Signature and e-ID services, and provides a completely automated and digital intake process for both the firm and the firm’s clients.
Customise Your Workflow
Custodian Client Onboarding is a digital solution where the entire onboarding process is modelled in user-friendly workspaces that automatically look up in various public registers and information databases, authenticate customers via e-ID services, and store (and delete) all data in accordance with current GDPR legislation.
Via smart forms with updated and pre-filled information, employees and the client’s representatives can register and verify information. Workflows and forms adapt to the information, and you only fill in the necessary information – or adjust already collected information from public registers, services such as D&B/Bisnode, Bureau van Dijk and others. The solution is integrated in international registers for PEP and sanction lists, and is also linked to your existing ERP and CRM applications. The solution integrates seamlessly to e-Signature and e-ID services. Signed documents are returned automatically, and stored on the relevant case in iManage DMS or returned by e-mail.
The core solution supports the requirements for the implementation of customer measures in accordance with the Anti-Money Laundering Act, and is in line with the Norwegian Bar Association and the Supervisory Board’s guidelines for customer measures in accordance with the anti-money laundering regulations. The solution is quality assured and developed in close collaboration with law firm Wikborg Rein in Oslo.
Logging & Reporting
All registrations, updates, approvals and creations are logged with user information, date and time. In this way, you have an internal overview of the processes, and can easily document the entire customer intake process by an audit.
Customisation & Implementation
The solution is adapted to existing processes and business management applications, so that you can quickly digitise current manual tasks and activities, and reuse and update data that exist in other solutions. This facilitates a fast and cost-effective design, implementation and rollout.
By being an integrated custom application of the Custodian Digital Services Platform, it contains a modern and homogeneous integration framework with standard integrations with most relevant business management systems for Professional Services Organisations in the Nordic region, for example iManage Work, Microsoft Dynamics 365, Deltek Maconomy, xLedger and a range of data vendors such as Dun & Bradstreet, Enin, Orbis (BvD) and more.
Work processes can be modeled in a graphical user interface, to suit your company’s unuique way of working.
At the core of the system is a configurable risk matrix that determines how different customers and assignments are to be handled.
Digital Signature & ID
BankID based signature of order confirmations or commitment letters, or direct ID lookups during the process. Signed documents are stored directly in the DMS system’s case file.
The client can participate in parts of the process to register or update information via web or mobile.
The solution is fully integrated into a large number of data sources – everything from public registers to international registers for PEP, company information and sanction lists. Credit information is checked both in registers and in your ERP system for existing customers.
Lookup in your company’s existing solution for conflict search, corresponding functionality in your ERP system – or conflict search is run in the onboarding solution itself.
Logging & Reports
Everything that happens in the solution is logged, and stored for use in internal controls and for any inspections. Complete reports are stored in a case file in DMS at the end of onboarding or retrieved in the report part of the solution.
GDPR & Data Storage
All data is stored and deleted in accordance with the GDPR legislation. All documents are stored only in the integrated document management system.
The user categorises the type of assignment to be considered. The system’s risk matrix triggers further processes in accordance with the Anti-Money Laundering Act’s requirements for measures, and when creating new cases for existing customers. New cases and customers are automatically created in the underlying systems.