FCA Compliance Software for Supervision & File Notes

FCA SYSC 9 requires firms to establish and maintain systems and controls for effective supervision and monitoring of staff. This includes documenting advice conversations, maintaining file notes with evidence of suitability assessments, and demonstrating that supervision processes are working effectively. Comply Vault helps you create structured file notes with evidence linking, supervision sign-off workflows, and complete audit trails that support your SYSC 9 obligations.

File notes are contemporaneous records of client interactions, advice given, and suitability assessments. Comply Vault turns meeting recordings into structured file notes with timestamped evidence, topics discussed, recommendations made, and suitability considerations. Every claim in your file note links back to the exact moment in the recording, providing full traceability for FCA reviews.

Comply Vault extracts key information from client meetings including client circumstances, objectives, risk tolerance, and recommendations made. The system structures this into a suitability assessment format with evidence links. Your compliance team can review and finalize these records, ensuring they demonstrate that advice was suitable for the client's circumstances and objectives.

Yes. After the AI generates a draft file note, anyone in your workspace can review and edit it. You can add context, correct any extraction errors, or enhance suitability assessments. All edits are tracked in version history. Once satisfied, a supervisor or compliance officer finalizes the record, which locks it from further editing and creates the official audit trail.

Comply Vault enforces role-based access control. Only users with supervisor or compliance officer roles can finalize a file note. When a record is finalized, the system logs who approved it and when. This creates a clear supervision boundary—draft work is separated from officially approved records. All finalization actions are recorded in the audit trail, demonstrating effective supervision processes.

You can export individual files or a complete documentation pack. Available formats include: PDF (structured file note with all extracted items), CSV (evidence map linking claims to timestamps), CSV (version history showing all edits), TXT (full transcript with timestamps and speaker labels), and ZIP (bundle of all files). Each export includes metadata like who finalized the record and when.

Yes. Comply Vault supports recordings from Zoom, Microsoft Teams, Google Meet, Webex, and any other platform that can export audio or video files. We accept MP3, MP4, WAV, and M4A formats up to 500MB. The system automatically transcribes with speaker separation, timestamps, and extracts compliance-relevant information for UK financial services firms.

Processing time depends on recording length, but most meetings are ready for review in 5-10 minutes. Transcription happens first (usually 1-2 minutes per hour of audio), then AI extraction takes another few minutes. Once the draft is ready, supervisor review typically takes 5-10 minutes depending on meeting complexity. Total time from upload to finalized file note is usually under 15 minutes.

AI extraction is not perfect, which is why we require human review before finalization. Every extracted item includes a link to the exact transcript moment where it was found, so you can verify accuracy. If the AI missed something or extracted incorrectly, you can edit the draft before finalizing. The evidence map ensures you can always trace back to the source recording.

No. Comply Vault is a documentation tool, not a compliance advisory service. We help you create structured, evidence-linked file notes with complete audit trails, but we do not make compliance determinations or provide legal advice. You and your compliance team are responsible for ensuring your documentation meets your firm's regulatory requirements. Always consult with your compliance counsel for specific regulatory questions.