A KYC refresh campaign that finishes on time
A financial institution required to refresh know-your-customer files across its corporate book, with documents expiring on eleven thousand different dates.
Who they are.
A financial institution with a corporate client book and a regulatory duty to keep know-your-customer files current. The documents in those files expire on their own schedules — eleven thousand different dates across the book.
Anonymised at the client’s request. Client names are never disclosed without written permission.
What had to be solved.
Expiry tracking lived in a spreadsheet that was always slightly out of date. Each refresh meant re-reading a pack to find which field had changed, and when a regulator asked why a file had passed, the answer was assembled from memory.
What success looked like.
- Know, at any moment, which packs are out of date and why
- Verify company identity against the registry instead of trusting the pack
- Be able to show what was checked, for any file, at any date
What Ceertia does here.
A use case per client type, checking presence, validity and cross-document consistency in one pass, with company identity and officers cross-checked against official business registries. Each verdict is stored with its source excerpt, so the file carries its own justification.
Every officer named in the beneficial ownership declaration must appear in the business registry extract for the same company.
How it runs, step by step.
The file arrives with its documents, in any format, from whoever sends it.
Every page is identified and mapped against the expected document list. Missing documents, duplicates and out-of-scope pages are flagged on receipt.
Each rule asks the file a question and answers it directly on the documents, with page, zone and source text attached to the verdict.
The team approves, requests a fix, or rejects. No file is approved or rejected automatically.
What changed.
The refresh campaign completed on schedule, and the spreadsheet was retired. A regulator’s question is now answered from the file itself rather than from whoever last touched it.
- Expiry dates lived in a spreadsheet that was always slightly out of date.
- Each refresh meant re-reading documents to find which field had changed.
- A regulator asking why a file passed got an answer built from memory.
- Every pack is checked for presence, validity and consistency at once.
- Company identity and officers are cross-checked against official registries.
- Each verdict is stored with its source excerpt, so the file defends itself.
Anonymised case. Client names are never disclosed without written permission. Figures describe the file volumes and checks in this scenario.
Other files, same engine.
A consumer lender whose analysts spent the first twenty minutes of every file confirming that the documents agreed with each other.
Read the case → Accounts payableStopping the payment before the wrong IBAN is usedA finance shared-services centre paying supplier invoices against purchase orders, after an attempted invoice-redirection fraud.
Read the case →See it run on your own files.
Bring one real file to a 30-minute demo. Watch the verification run, evidence on screen.