What accumulates per client in a year
Quarterly reports from custodian banks, annual portfolio statements, annual tax certificates, income summaries, key information documents for individual products, investment proposals, insurance policies, pension statements and ongoing correspondence: for a client with several contracts that quickly means thirty to forty documents a year. Without consistent naming, the client folder becomes a list you scroll through rather than search after three years. With client, year and document type in fixed positions it turns into a chronological file a colleague can read too.
The start of the year brings the wave
Between February and April, annual tax certificates and income summaries arrive in bulk from every custodian, and clients need them for their tax returns. In those weeks the filing decides whether a request is answered in two minutes or half an hour. A pattern that starts with the tax year and then names client and institution groups exactly the documents that are needed together. Batch processing over a whole folder is made for this phase.
Documentation duties outlast the advice
Advice involves an investor profile, a suitability assessment and a record of the conversation. These documents have to be recorded and kept for several years, because they are the evidence if a client raises a complaint later. What matters is the link to the specific product: advice documentation with no recognisable connection to the contract concluded is of little use in a dispute. If both files carry the same naming stem of client, date and product, that connection stays visible for years.
Account number rather than client name alone
Many clients hold several accounts: a personal portfolio, a joint portfolio with a partner, an account for the children, perhaps a legacy contract at another bank. The client name alone does not separate them. The account or contract number in the filename does, and it stays stable over years even when names change through marriage. If you want a shortened form for sharing documents, take only the last digits into the pattern.
Confidentiality and the path of the analysis
Financial documents reveal wealth, holdings and personal goals. The statement is read on your computer, its text content handed over encrypted to the AI analysis, and only the detected details of sender, date and document type come back. Renaming then takes place on the device again, without the documents being kept in storage. As with any service provider, processing on your behalf belongs in a contract. If you want to determine the analysis route entirely yourself, the Custom plan with your own API keys costs 5 euros a month.
How it runs in an advisory office
Most documents are downloaded from the custodians' portals these days, the rest arrives as post and gets scanned. Both land in one inbox folder that Filery runs over once. You check the suggestions, confirm them and distribute the files into the client folders. For scanned legacy contracts without a text layer you switch on the OCR. The rename history records what a file was called before, in case a document was assigned to the wrong client.
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