In the financial industry, keeping documents too long can be just as risky as deleting them too soon. Regulations like GDPR, FINMA, and SEC Rule 17a-4 mandate strict retention periods for client, transaction, and communication records – often 7, 10, or even more years, depending on jurisdiction.
Managing these obligations manually across departments, systems, and countries isn’t just inefficient – it’s a compliance risk.
That’s why KORTO, the AI-powered records management platform from INSA, is designed to give financial institutions full control, traceability, and automation over their document lifecycle.
The Risk of Retention Mismanagement
Whether it’s client contracts, investment reports, trading logs, or internal policies, most financial firms face three key challenges:
- Tracking retention periods across multiple jurisdictions
- Knowing what to delete – and when
- Proving that records were handled correctly during audits
When these processes rely on spreadsheets or shared drives, they break down – exposing your firm to legal liabilities, audit failures, and data protection breaches.
The KORTO Solution: Intelligent Records Retention
KORTO was built to simplify and secure the entire lifecycle of your records – from creation to classification, retention, and deletion.
Here’s how it works:
📅 Automated Retention Scheduling
KORTO allows you to define and enforce retention rules per document type, category, jurisdiction, or client relationship. Once a document is stored, the system:
- Automatically assigns a retention period based on your policies
- Monitors expiry timelines in the background
- Flags records due for review, archival, or deletion
- Ensures no record is deleted prematurely
Whether you’re required to keep advisory communications for 5 years or financial statements for 10, KORTO keeps everything on track – and in policy.
🔍 Audit Trails and Deletion Confirmations
Every action in KORTO is logged, timestamped, and traceable – ensuring you’re always ready for internal or external audits.
✔ Detailed lifecycle history for each document
✔ Secure deletion logs with reason and user trail
✔ Immutable records for sensitive categories
✔ Reports available on demand for compliance teams
This not only simplifies audits but also proves your firm’s diligence and control, reducing regulatory friction.
🛡️ Compliance-Ready by Design
KORTO supports retention compliance for a wide range of regulatory frameworks, including:
- GDPR: Right to erasure and minimal data storage
- FINMA Circular 08/21: Proper documentation handling for Swiss financial institutions
- SEC Rule 17a-4: Non-rewriteable, non-erasable storage with defined retention
- FATCA & CRS documentation: Long-term archiving with jurisdictional tagging
Plus, KORTO’s flexible engine allows firms to adapt retention rules quickly in response to legal updates or internal policy changes.
Example: Turning Retention Chaos into Control
A cross-border asset manager with offices in Switzerland and Luxembourg previously tracked document expiry dates in Excel.
With KORTO:
- 100,000+ documents were auto-tagged with retention rules
- Over 6,000 expired records were securely deleted with audit trail
- Regulatory audits in both countries passed with no findings
The compliance officer now receives automated monthly retention status reports – no more manual reviews.
Say Goodbye to Guesswork
Retention is no longer just an IT task – it’s a compliance mandate.
With KORTO, you can move from guesswork to governance, from risk to readiness.
Automate the lifecycle. Reduce exposure. Stay compliant.
📩 Ready to bring retention management under control?
Let’s talk about how KORTO fits into your compliance ecosystem.
📧 info@insa-software.com | 📞 +41 44 221 30 20