Forms

Forms in Proofdesk are the building blocks, or units of work within your entire compliance workflow.

Every piece of work is evidenced by a respective form, which each have a full version history to allow for detailed accounts of events. When a new version is created, the latest version is copied and made available to edit as a new version, while the old versions are kept recorded and available to view. Each version is associated with a creation date as well as the member from your team who signed it.

Forms address the clear guidance from the regulator about the need for clear version history for several aspects of the AML/CFT workflow - especially surrounding customer, technology and business risk assessments.

"Relevant persons should maintain a detailed version or control history within the risk assessment(s), alongside any supporting documentation and evidence to better demonstrate compliance with the Code."

The Handbook 2023 Section 2.2.7

Every form version can be easily exported as a PDF to help with submitting evidence to the regulator

"...satisfactory record keeping is paramount for relevant persons themselves in ensuring they are able to comply with their obligations under the AML/CFT legislation. A relevant person’s record keeping procedures and controls must enable them to satisfy, within a reasonable time frame, any enquiries from competent authorities.

Furthermore, it is only through adequate record keeping that relevant persons can demonstrate compliance with AML/CFT legislation; for example, to the relevant person’s auditors, supervisors or in the event of legal enquiries. "

The Handbook 2023 Section 6

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Signatures

Before a form version is signed or approved, the version prior stands as the active source of information for that form. For instance, when an entity's identity form has a new draft version, the identity components from the previous version remain associated to the entity until the new form version is signed.

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Non-Approved Forms vs Approved Forms

Forms come in two variations -

Non-Approved Forms: Can be edited and signed as an active source of information directly by anyone in your team - typically team members who are collecting data and doing risk assessments. ie:

• Identities

• Verification Documents

• Customer Risk Assessment

• Relationship Termination

• Relationship Details

• Controlling Parties

• Disclosures

• ML/TF Enquiries

Approved Forms: Can be edited by anyone, but require approval from a specific group of people before becoming an active source of information - typically from members of your compliance team or board members. ie:

• Relationship Approval

• Customer Risk Assessment Policies

• Identity Policy

• Risk Classification Policy

• Custom Policies

Example of a Non-Approved Form in Proofdesk (Controlling Parties)

Example of an Approved Form in Proofdesk (Risk Classification Policy)

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Attachments

Many forms in Proofdesk can have files attached to them in the form of .pdf and common image formats.

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Form Status

Each time a Non-Approved Form is amended, the new version moves through the following stages:

Draft

The version is currently being drafted and is not yet the active source of information for that form.

Signed

The version has been signed, and is now the active source of information for that form.

For an Approved Form, the new version moves through the following stages:

Draft

The version is currently being drafted and is not yet an active source of information for that form.

Pending

The version has been completed and submitted for approval, but is not yet an active source of information for that form.

Approved

The new version has been approved and is now the active source of information for that form.