In the fast-paced world of financial services, finding the right document – at the right time – shouldn’t feel like searching for a needle in a digital haystack.
Yet many firms still rely on traditional folder structures to manage thousands (or millions) of files: contracts, client records, compliance documents, reports, and more. As volume grows, nested folders become outdated, inefficient, and difficult to navigate.
KORTO, the AI-powered records management platform from INSA, offers a smarter alternative: a tag-based system with AI-driven metadata extraction, built for the way modern teams work.
The Folder Problem: What Worked in 1995 Doesn’t Work Now
Folder structures were designed for local file systems – not high-volume, compliance-sensitive environments. Their limitations include:
- Files buried several levels deep
- Inconsistent naming conventions
- Difficulty finding documents across departments
- No automation or context-based relevance
- Poor scalability for growing archives
And when staff leave or naming rules are broken, entire folders become inaccessible or unreliable.
Enter KORTO: AI-Driven Search, Smart Tagging, Instant Access
KORTO replaces outdated folder hierarchies with flexible, multi-dimensional tagging and intelligent document classification – powered by AI.
🧠 AI Auto-Tagging on Upload
The moment a document is uploaded into KORTO, AI algorithms:
✔ Analyze the document structure and content
✔ Extract key metadata (e.g. client name, date, portfolio ID, document type)
✔ Assign smart tags based on learned patterns
✔ Suggest or apply compliance-related labels
This means zero manual tagging and 100% context-aware indexing.
🔍 Tag-Based Navigation vs. Nested Folders
Instead of navigating through static folder trees, KORTO lets users filter and search using tags, such as:
- Client name
- Document type (e.g. contract, statement, KYC)
- Business unit or region
- Risk level
- Retention category
- Time period or keyword
You can instantly access “All KYC documents from 2020” or “All client reports tagged with ‘Luxembourg’” – regardless of where they were originally stored.
📎 Cross-Document Relevance Suggestions
KORTO’s AI doesn’t just tag documents – it learns patterns over time and recommends related records that may be useful for:
✔ Audit preparation
✔ Client reviews
✔ Internal control reporting
✔ Compliance assessments
Think of it as having smart, contextual links between documents – without having to remember where anything lives.
Why Financial Teams Love Tagging
For advisors, compliance officers, and client service teams, the benefits are immediate:
✅ No more folder guessing
✅ Rapid, accurate document retrieval
✅ Consistent categorization across departments
✅ Improved collaboration and fewer duplicates
✅ Scales with your growth – not your folder count
Use Case: A Tag-First Transformation
A mid-sized investment firm managing portfolios across three jurisdictions moved from shared drives to KORTO.
Results within 3 months:
- 200,000+ documents automatically tagged
- Search time reduced by over 60%
- Cross-team file sharing without folder confusion
- Enhanced audit prep with AI-suggested related docs
From Structure to Intelligence
Folders belong in filing cabinets – not in modern record management systems.
With KORTO, your documents become discoverable, connected, and intelligent – helping your teams work faster, stay compliant, and never lose time searching again.
📩 Ready to move beyond folders and into the future of document management?
Let’s show you how KORTO can change the way your firm works.
🌐 www.korto.io
📧 info@insa-software.com | 📞 +41 44 221 30 20