How do I collect identity and account documents securely, without email?
Statements, IDs and tax documents sent by email sit in inboxes for years. A portal is safer and easier to track.
- Clients email documents.
- Which portal?
- How long do we keep documents?
Use a secure portal or upload link from your CRM, custodian or document tool. Send a checklist of what's needed with automatic reminders. Store documents in the client record, restrict access and follow your firm's retention rules. Tell clients never to email sensitive documents, and give them the alternative.
What to set up
- Secure upload link or portal.
- Document checklist per client type.
- Reminders.
- Access controls.
- Retention schedule.
This is general information, not legal or compliance advice. Your dealer, firm or compliance officer decides what you can publish.
How we look at it at ShoutEx
We set up portals, checklists and reminders connected to your CRM.
- Documents by email.
- Shared drives with open access.
- No retention rules.
- No checklist.
- Secure portal.
- Checklists.
- Access limits.
- Retention schedule.
What advisors and regulators say
Here is what advisors and regulators say.
Safeguarding personal information.
Read PIPEDA in brief →Community summaries describe recurring themes in public threads, not individual posts. Vendor pages describe vendor claims, so test them on your own calls.
Read next
Go deeper in the ShoutEx guides, or check the sources behind this answer.
We'll set up secure collection and reminders.
Book a call →Follow-up questions
Is email encryption enough?
A portal is easier to control.
Can AI read uploaded statements?
With approved tools, it can extract data. Check.
What about paper?
Scan into the same system.