In today’s digital-first world, accessing key client documents from platforms and product providers can still involve a range of manual steps – some efficient, others not. 

While many providers already offer ways to share documents securely, including portals, download areas, and document URLs, the experience can be inconsistent. Advisers, paraplanners or their support staff can often find themselves chasing down documents such as policy statements, fee breakdowns, or transaction histories, logging into multiple portals, downloading files, forwarding PDFs, or even making phone calls. This is inefficient and time consuming – a bit like asking every bank branch for your account balance in person, instead of checking it instantly on your phone. 

The vision: seamless and secure document management 

To combat this, a new initiative is exploring the creation of a common, industry standard that would enable advisers to manage client documents directly from platform and providers’ systems securely and consistently. 

The idea is not to replace existing solutions, but to connect them, creating a shared framework that enables documents to be delivered through advisers’ existing practice management or CRM systems, regardless of which platform or product provider holds them.

The proposed standard is simple: create a common, secure way for advice firms to manage client documents through their existing practice management or CRM systems. The proposed standard will focus on on-demand document management, connecting adviser systems with provider platforms via APIs. 

This standardised approach could be used to:

  • Automate document management, saving significant admin time.
  • Improve the client experience with faster, more accurate service including notifications for when documents become available.
  • Reduce the risk of sensitive documents being mishandled.
  • Lower costs for both advice firms and providers by reducing duplication and manual processes.
  • Enable innovation, allowing third-party systems to build new tools around reliable, standardised document access.

Industry collaboration in progress 

This is not a finished solution - it’s the start of a conversation. A cross-industry working group has been formed to explore the viability, scope, and structure of such a standard. Early participants include adviser software vendors, product providers and platforms, but to ensure that the outcome meets real-world needs, more voices are welcome.

Early access and first-mover advantage

Participants gain early visibility into the technical direction and use cases. This can give you a significant edge when the standard rolls out - whether you’re integrating it, offering it to clients, or using it internally.

Collaborate across the ecosystem

Engage with a cross-section of the industry: adviser firms, platforms, software providers, fintechs, and compliance experts. It’s a unique opportunity to build relationships, understand shared challenges, and co-create solutions.

Ensure practical relevance

Help make sure the standard addresses real-world workflows and avoids theoretical or overly technical pitfalls. Your day-to-day experience is vital to making this standard usable.

Support better industry practices

Contribute to a more secure, efficient, and client-friendly way of working across the entire advice and platform landscape - not just for your firm, but for the broader profession.

Be seen as a leader in innovation

Working group members will be recognised for their role in driving a forward-looking solution for the industry. It’s a chance to demonstrate your commitment to better digital experiences and collaboration.

If you’re interested in becoming a member of the working group, please email [email protected].