Identification
Government ID, date of birth, and address documentation collected and recorded with verification notes and method (document review, ID credential analysis, or remote verification).
A complete and consistent AML Document Set reduces regulatory risk by proving that KYC, beneficial ownership, and transaction screening were performed, documented, and retained. It supports internal reviews, audits, and any required filings with FinCEN or other agencies.
Clear role separation and an auditable handoff between these teams reduce gaps and help demonstrate an effective AML program.
Chief AML or BSA compliance officer who certifies program controls, signs attestations, and authorizes suspicious activity reports; typically maintains custody of the official AML file and approves any exemptions or remediation plans.
Front‑line employee who collects identity documents, records verification steps, and confirms beneficial ownership details; their notes and initial attestations form the primary evidence used by compliance for risk scoring.
Government ID, date of birth, and address documentation collected and recorded with verification notes and method (document review, ID credential analysis, or remote verification).
Declarations and ownership charts identifying owners above the applicable threshold, with dates, percent ownership, and supporting corporate documents where applicable.
Signed statement describing funds origin plus corroborating evidence (bank statements, invoices, payroll records) to support transaction legitimacy.
Completed risk scoring worksheet showing risk drivers, controls applied, and escalation notes supporting higher‑risk onboarding decisions.
Screenshots or exports of screening results, alerts investigated, and documented outcomes used to justify retention and any SAR filing decisions.
Incorporation records, contracts, proof of address, and any legal opinions or power of attorney documents referenced in the file.
| Field | Configuration |
|---|---|
| Identity Field Setup | Require ID type and number; enable auto‑recognition. |
| Conditional Requests | Trigger additional fields for high‑risk profiles. |
| Signer Authentication | Use multi‑factor or KBA for enhanced identity assurance. |
| Retention Tagging | Apply retention metadata at file completion. |
Choose a platform that produces tamper‑evident signed files, preserves audit trails, and fits your document lifecycle controls.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7‑day free trial | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Bulk Send | Yes (plan) | Yes | Yes | Yes | Limited |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes (BAA) | Yes (BAA) | Yes (BAA) | No | No |
File within 30 calendar days of initial detection; extension to 60 days where warranted.
Collect identification at account opening before establishing a customer relationship.
Report currency transactions exceeding reporting thresholds per FinCEN rules promptly.
Retain for 3 years after hire or 1 year after termination, whichever is later (8 CFR §274a.2).
Provide forms such as W‑9 upon request; incorrect TINs can trigger backup withholding.
All necessary documents are collected and uploaded into the case file.
Verification methods applied and evidence recorded in the audit trail.
Risk score assigned and remediation or escalation determined.
SAR filed if required and the file archived with retention metadata.
A broker gathers identification and source‑of‑funds documentation at contract signing
A bank collects formation documents and beneficial ownership declarations during account opening