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Back to Document Management Systems products

Secure platforms for storing, organizing, and retrieving client financial documents, legal agreements, account applications, and compliance records with version control and audit trails.

Every feature we track for Document Management Systems products, with a description of what each one means.

Administration and Maintenance

Capabilities that empower administrators to configure, monitor, and maintain the system efficiently.

API Key Management: Tools for generating and managing secure access keys for integrations.
Access Logs and Reports: Detailed logs of all administrator actions for auditability.
Automated Backups: Regular, automated system and document backups for disaster recovery.
Automated License Usage Alerts: Warns administrators before license or resource limits are exceeded.
Bulk User Provisioning: Efficient creation, updating, or disabling of multiple user accounts at once.
Customizable Policies and Templates: Controls for setting company standard document templates, retention, and naming conventions.
Delegated Admin Roles: Ability to grant limited administrative rights to designated users.
System Health Dashboard: Real-time monitoring of key system metrics (CPU, memory, storage, connectivity).
Update and Patch Management: Automatic or manual deployment of software updates and security patches.
User Management: Full administrative control over user accounts, groups, and permissions.

Client Portal and Access

Provides secure and convenient access for clients to view, upload, download, or sign documents.

Client-Specific Access Rights: Granular control over which documents each client can view or download.
Customizable Client Portal: White-labeled, branded portal for client document interactions.
Document Expiration and Removal: Auto-expire or remove documents from client view after a set period.
Mobile Client Portal: Optimized or app-based portal access for mobile devices.
Multi-Language Support: Provides the client interface in multiple languages to support diverse clientele.
Portal Activity Logs: Tracks all client activities in the portal for compliance.
Real-Time Document Notifications: Clients receive alerts when new documents are shared or action is required.
Secure Messaging: Encrypted communication channel between client and advisor within the portal.
Self-Service Upload: Clients can securely upload required documents directly to their advisor.
eSignature Collection: Facilitates digital signing of agreements, forms, and disclosures.

Collaboration and Workflow

Enables teams and clients to collaborate, provide feedback, and manage document-centric workflows efficiently.

Approval Workflows: Customizable workflows for document review and approval (e.g., compliance sign-offs).
Check-in/Check-out: Prevents document editing conflicts by locking files when in use.
Comments and Annotations: Allows users to leave internal comments and annotations on documents.
Delegation Permissions: Allow temporary delegated access for other team members in cases like advisor absence.
Document Routing Rules: Automated routing of documents to the right individuals based on predefined rules.
Notification System: Automatic alerts for document updates, approvals, reviews, or deadlines.
Redlining/Track Changes: Ability to track changes, edits, and suggestions within documents.
Shared Document Spaces: Secure shared folders or spaces for team or client collaboration.
Simultaneous Editing: Support for multiple users editing certain document types at the same time.
Task Assignment: Ability to assign follow-up tasks linked to specific documents.

Cost and Licensing Flexibility

Variety in deployment, payment, and licensing models to suit the needs of different advisory firms.

Add-on Module Pricing: Ability to add new features or modules at additional cost as needs grow.
Concurrent User Licensing: Licensing based on peak number of concurrent users, not just total active accounts.
Free Trial Availability: Option to use the system with full or limited features before purchasing.
Monthly/Annual Payment Options: Flexible invoice or contract length options.
No Long-term Contracts: Ability to terminate service without multi-year commitments.
Nonprofit or Multi-entity Discounts: Special pricing for large enterprises or networks of independent advisors.
Tiered Pricing: Multiple subscription or licensing tiers for different organization sizes.
Transparent Fee Structure: Clear, upfront disclosure of all fees and potential overage charges.
Unlimited Document/Storage Plans: Option for flat-fee, unlimited storage if required.
Usage-based Billing: Option to pay based on actual storage, user, or transaction volume.

Document Capture and Input

Features that streamline the secure and efficient capturing, scanning, and ingestion of physical and electronic documents.

Auto Document Ingestion: Automatic import of documents from designated email addresses or folders.
Auto-Filing Rules: Assigns incoming documents to the right folders and workflows based on document content or metadata.
Barcode/QR Code Recognition: Automatic indexing and routing of documents by barcode or QR code.
Bulk Scanning Support: Enables capture of multiple paper documents via high-speed scanners.
Capture Speed: How many pages per minute the system can reliably scan and process.
Data Extraction (Forms): Automatic extraction of key information from standard forms for indexing or workflow initiation.
Fax-to-Document Conversion: Transforms inbound faxes into indexed digital documents.
Image Correction and Enhancement: Automatic correction of skew, glare, or resolution in scanned documents.
Mobile Capture: Capture and upload new documents via smartphone camera/app.
Scan to PDF/A Compliance: Ensures scanned files meet PDF/A long-term archival standards.

Document Organization and Search

Efficient management, classification, and retrieval of documents related to client portfolios, compliance, and advisory processes.

Advanced Search: Full-text and metadata search capabilities for rapid document retrieval.
Bulk Document Import: Supports batch uploading or ingestion of multiple documents at once.
Custom Folder Structures: Allows for creation and management of folders and subfolders tailored to workflow needs.
Document Linking: Link related documents together for easier navigation (e.g., account opening forms and supporting IDs).
Favorites/Shortcuts: Option for users to pin or favorite frequently accessed documents or folders.
Indexing Speed: Speed with which new documents are indexed and made searchable.
Optical Character Recognition (OCR): Enables searching and indexing of scanned or image-based documents.
Saved Search Queries: Allows users to save frequently used search criteria for quick access.
Tagging and Metadata: Ability to assign and manage tags or metadata to organize documents by client, document type, or workflow stage.
Versioning: Tracks and stores multiple versions of a document with easy rollback.

Integration Capabilities

Ensures seamless connectivity with other platforms, tools, and core systems essential to wealth management operations.

CRM Integration: Direct integration with CRM systems (e.g., Salesforce, Redtail).
Calendar and Email Integration: Ability to link document workflows to email/calendar events (e.g., compliance review reminders).
Custom Integration Capability: Support for custom integrations with proprietary or less-common platforms through APIs or middleware.
Data Sync Frequency: How often the system synchronizes data with connected platforms.
Document Export/Import APIs: Availability of APIs for importing and exporting documents across platforms.
Mobile App Integration: Seamless document access and management through companion mobile applications.
Portfolio Management Software (PMS) Integration: Ability to link documents with portfolios and account information in PMS.
Secure File Transfer Protocols: Support for SFTP, FTPS, or similar protocols for automated file exchanges.
Single Sign-On (SSO): Supports identity management via SSO providers like Okta or Microsoft Active Directory.
eSignature Providers: Built-in integration with electronic signature platforms (e.g., DocuSign, Adobe Sign).

Reporting and Analytics

Advanced capabilities to track, audit, and report on document usage, compliance, and workflow metrics.

Audit Trail Export: Export full document audit logs for review or regulatory submission.
Compliance Dashboard: One-stop visual tracking of compliance events (e.g., missing signatures, overdue reviews).
Custom Report Builder: Ability to configure custom analytics based on organization needs.
Exportable Reports: Download reports in various formats (CSV, PDF, XLSX) for further analysis.
Pre-built Reports: Library of standard reports for activity, compliance, and usage.
Real-time Analytics Refresh Rate: Frequency with which analytics dashboards refresh data.
Role-based Report Access: Control which users or groups can access specific analytic or report types.
Scheduled Report Delivery: Automatically generates and emails reports on a defined schedule.
Usage Analytics: Tracks user engagement and platform adoption metrics.
User Customizable Alerts: Users/admins can configure alerts based on key report metrics.

Scalability and Performance

The ability to handle large and growing volumes of documents, users, and concurrent sessions without degraded performance.

Automatic Load Balancing: Ability to automatically distribute workload across servers for optimal performance.
Concurrent User Support: Maximum number of users supported simultaneously without performance loss.
Document Storage Capacity: Total amount of document data that can be stored per organization or deployment.
Elastic Scalability: System can seamlessly scale resources up or down based on demand.
High Availability/Uptime: Guarantees for system uptime and robust failover mechanisms.
Multi-Tenancy: Supports multiple independent advisor firms or branches on the same infrastructure.
Number of Documents Supported: Max number of documents system can index and manage efficiently.
Resource Monitoring: Built-in tracking and alerts for storage and system resource utilization.
Response Time: Average system response time for common actions (search, open, save).
Upload/Download Speeds: Average document upload and download speeds under standard conditions.

Security and Compliance

Ensures that sensitive client documents are securely stored, shared, and audited according to legal and regulatory requirements specific to wealth management.

Audit Trails: Complete logs of document access, changes, downloads, and shares for legal and compliance purposes.
Data Encryption: All documents and data are encrypted both in transit and at rest to ensure confidentiality and compliance.
Data Retention Policies: Automated enforcement of document retention and deletion policies to meet compliance standards.
Intrusion Detection: Ability to monitor and detect suspicious or unauthorized access attempts.
Legal Hold Capability: Ability to preserve documents for legal discovery without alteration or deletion.
Multi-Factor Authentication (MFA): Provides an extra layer of authentication security for user logins.
Regulatory Compliance Certifications: Adherence to standards such as SEC, FINRA, GDPR, or other required regulatory frameworks.
Role-based Access Control: Ability to set granular permissions based on user roles (e.g., advisor, client, admin).
Secure External Sharing: Controlled and secure sharing of documents with external parties, such as clients or legal teams.
Watermarking: Option to automatically add watermarks to documents for tracking and leakage prevention.

Usability and User Experience

Features that ensure the platform is intuitive, minimizes training requirements, and fits into advisors’ daily workflows.

Accessible Design (ADA/WCAG): Interface is accessible to users with disabilities, complying with accessibility standards.
Bulk Actions: Allows manipulation (move, delete, tag, share) of multiple documents at once.
Customizable Dashboards: Users can personalize layouts and widgets to suit their preferences.
Drag-and-Drop Upload: Simple drag-and-drop capability for adding new documents.
Favorite/Recent Documents Widget: Quick access panels for recent or starred files.
In-app Support/Help Desk: Contextual help, chat, or direct support embedded within the application.
Modern User Interface: Clean, up-to-date design adhering to best UX/UI standards.
Multi-device Compatibility: Consistent experience across desktop, tablet, and mobile browsers.
User Feedback Collection Tools: Built-in channels for users to provide feedback to administrators or vendors.
User Onboarding Tutorials: Guided help or tutorials for faster team ramp-up.

Document Management Systems features explained

for Wealth Management