Subject Identity
Full legal names, aliases, dates of birth, tax ID or national ID references, and verified addresses for matching and sanctions screening.
A consistent AML submission sheet reduces onboarding friction, improves reviewer efficiency, and creates an auditable record that supports compliance with AML program requirements and regulator inquiries.
Use structured routing fields and signer designation so reviewers, approvers, and recordkeepers are clear about responsibilities and retention obligations.
| Field | Configuration |
|---|---|
| Authentication | Use email + MFA or enterprise SSO |
| Attachments | Allow PDF, DOCX, JPG with file-size limits |
| Routing | Conditional routing by risk score or amount |
| Audit Trail | Capture timestamps, IP, user ID for every action |
Full legal names, aliases, dates of birth, tax ID or national ID references, and verified addresses for matching and sanctions screening.
Date, amounts, account numbers, counterparties, and method of transfer (wire, ACH, cash) to establish the factual basis for review.
Clear checklist and free-text field for observed red flags, patterns, or typologies linked to known AML scenarios.
Indexed attachments with filenames and upload timestamps so reviewers can validate sources without separate search.
Designated area for analyst observations, hypothesis, and recommended next steps to document chain of custody and rationale.
Signer fields for compliance officer, legal approver, and record retention owner plus fields for final disposition.
Account statements showing the relevant transactions and balances; include page references and highlights when possible.
KYC files such as ID scans, proof of address, corporate formation documents, and beneficial ownership declarations.
Relevant emails, call logs, or chat transcripts that provide context for the transaction and any suspicious intent.
System logs, transaction detail exports, or screenshots that show timestamps and user actions for chain-of-custody.
Choose delivery channels and signer authentication consistent with internal policy and legal requirements to preserve confidentiality and evidentiary value.
Ensure recipients have appropriate access and that every signed copy records signer identity, timestamp, and attaching metadata for audits.
24–72 hours for initial analyst review
48–120 hours depending on complexity
Report as required by regulator timelines
Preserve records immediately upon opening an investigation
Maintain accessible records for at least 3–6 years
Originator populates sheet and attaches initial evidence
Compliance analyst evaluates risk and assigns score
Legal determines reportability and privilege issues
File report, escalate, or close with documented rationale
| Document | Purpose | Typical Use |
|---|---|---|
| AML Submission Sheet | internal escalation | case initiation and evidence index |
| SAR (Suspicious Activity Report) | regulatory filing | filed with fincen or regulator |
| KYC Record | customer identity | onboarding and periodic review |
| Incident Report | operational incident | event remediation and root cause |
| 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 | Varies | Varies | Varies |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
A compliance analyst consolidated KYC and wire logs into one sheet to speed triage by 24 hours.
Legal used the sheet to capture privilege markers and evidence redaction instructions.
Primary reviewer responsible for assessing AML indicators, assigning risk scores, and recommending whether the matter should be reported to regulators or closed.
Approver responsible for evaluating legal privilege, regulatory exposure, and authorization to file or redact material prior to external disclosure.