To comply with the AML/CFT regulations it is likely that a collection of documents will be used to store relevant information, such as CDD checklists and commentary. There will also be a lot of documents associated with ‘Know Your Client’ (KYC) such as scanned proof of identity, proof of address, proof of bank account and others. It is recommended that these documents are stored at a client level, rather than on a matter in OnePractice.
It is probable that there will be multiple documents stored at client level over time, such as client care letters and emails that don’t relate to any specific matter, OnePractice allows for grouping and filtering of documents based on setting Document Categories and Identity Categories.
The option to filter client level documents is used on the Affiliated Parties tab, the AML/CFT CDD tab and on the Identity tab for each party, see below.
Figure 1
At the top of the Party Documents section shown above there are tick-box filters titled ‘Address Proof’, ‘Bank ID’, ‘Compliance’, ‘Customer Care’, ‘FATCA/CRS’ and ‘Party ID’.
These filters give users quick access to identity and compliance documents on the relevant screens by removing irrelevant documents from view. The filters are simply a collection of some of the standard global document categories, which can be customised by each OneLaw customer to suit their own unique requirements. This is done under the Administration ribbon>Manage Codes>Document Categories.
Figure 2
The bottom part of the above is where each firm can set up their Document Category Groups and specify which document categories belong to each Document category. In the above example, any documents that have been tagged when managed with the document categories ‘CDD Documents’ or ‘Bank Statement’ or ‘Photo ID’ or ‘Other ID’ or ‘Utilities Bill’ or ‘Proof of Address’ will show when the Party Documents filter ‘Compliance’ is ticked in figure 1.