CWT | Filing Guidance | File Note Type and Subtype
We are frequently asked for additional guidance on how to file in CWT (Xplan). Electronic filing is quite different to hard copy filing. Of upmost importance is that you are able to find documents, once they have been saved in the system. A new file note structure that uses broader overall categories to segment filing will be implemented. We are also recommending changes to the way some important documents are retained with only one file note used and added to over time. Some of the existing categories can lead to the same document being potentially filed in different places by different people. These changes should improve the ability of your practice to find important documents and reduce the need to go in and out of multiple notes to find a particular file. We wil
This Filing Guidance document addresses the following three areas:
- Filing categories
- Further guidance on how to keep different types of data
We suggest that you use the main ‘Note’ type to ensure documents can be found easily. Use of the sub types will further define the content but use of the sub categories is optional.
| Main Note type | Sub types - Optional use | Guidance or Suggested filing or suggested use of sub types? | |
| Client Correspondence | Advice Document | Letter | One file note per item. |
| For reviews: | |||
| Annual Review | Market Update | Review documentation can sit under Client Correspondence>Reviews | |
| Application | Marketing | Exceptions: | |
| Updated review information should be under Fact Find> Review Fact Find. | |||
| Appointment | Newsletter | Any advice documents from reviews should be under SoA or RoA. | |
| Any meeting specific information e.g. agenda should go under ‘Meeting’. | |||
| ASIC | Opt-in | ||
| Authority to Proceed | Payments | ||
| Cash Flow Statements | Portfolio Review Report | ||
| Consent Form (Provider Only) | Review | ||
| Correspondence | Seminar | ||
| Digital Signature | Service Agreement | ||
| Services | |||
| FDS and Consent | SMS | ||
| Fixed Term Arrangement | Strategy | ||
| Fixed Term Consent | Super/Pension | ||
| FSG | Taxation | ||
| Fund or Model Portfolio | Privacy | ||
| General | |||
| Insurance | |||
| Insurance Opt-In | |||
| Investment | |||
| Investment Strategy | |||
| Invoice | |||
| Legislative Updates | |||
| Corporate Insurance | Claim | ||
| Member | |||
| Policy Document | |||
| Corporate Super | Claim | You must use the sub categories for Intrafund Advice Fund advice register to function correctly. | |
| Corporate Super Tools | |||
| Employer Support | |||
| Information Session | |||
| Marketing | |||
| One on One | |||
| One on One Email | |||
| One on One Face to Face | |||
| One on One Phone | |||
| Review | |||
| Review of Plan | |||
| Document | Archive | ||
| Old Scanned Documents | |||
| Advice | Legislative Updates Market Update | One file note per email. | |
| Advice Documents | Marketing | ||
| Ensuring you use the sub categories for the main category email which will help you find documents in the future. For example an email from an underwriter may have the main category Email and a sub category Risk. This will limit the number of emails you need to go through to find a particular email. | |||
| Annual Review | Newsletter | ||
| Annuities and Pension | No Advice | This Note type does not include client direct email communications (refer to Client Correspondence for this) | |
| Application | Old Scanned Documents | ||
| Archive | Ongoing Advice | ||
| ASIC | Opt-in | ||
| Bank | Pension | ||
| Cash Flow Statements | Portfolio Review Report | ||
| Centrelink | Product | ||
| Checklist | Property | ||
| Claim | Review | ||
| Consent Form (Provider Only) | Review FNA | ||
| Correspondence | Review of Plan | ||
| Debt | Risk Insurance | ||
| Estate Planning | Seminar | ||
| Fact Find | Services | ||
| FDS and Consent | Settlement | ||
| Finance | Shares | ||
| Financials | Super | ||
| Fixed Term Agreements | Taxation | ||
| Fixed Term Consent | Withdrawal | ||
| FSG | Privacy | ||
| Identification | Wind up | ||
| Information Session | |||
| Insurance | |||
| Investments | |||
| Fact Find | Authority to Access Information | We however suggest only one document note. “Fact Find> Fact Find” with all completed fact finds attached to this one doc note. | |
| Combined Fact Find+Terms of Eng+Auth Acc | |||
| Fact Find | See 1.1 for a screen shot. | ||
| FSG | The document note would have a ‘created’ date when first created but document note the modified date would change each time a new file or fact find was updated. | ||
| Identification | |||
| If you wished to further segment you could use the other sub types for FSG, terms of engagement etc. | |||
| Review Fact Find (Review Information) | |||
| Risk Profile Questionnaire | |||
| Terms of Engagement | |||
| Privacy | |||
| Follow-up | Application | ||
| Switch | |||
| Withdrawal | |||
| General | Advice | Old Scanned Documents | One document note per meeting/ phone call OR Grouped file notes. |
| Archive | Referral to 3rd party | Refer to 1.3 and 1.4 | |
| Correspondence | Referrer | ||
| Cost to Serve Calculator | Services | ||
| Withdrawal | |||
| File Note | |||
| Fixed Term Arrangement | |||
| Marketing | |||
| Meeting | Advice | One document note per meeting. | |
| Budget | |||
| Fixed Term Arrangement | |||
| General | |||
| Initial | |||
| Plan Presentation | |||
| Review | |||
| Other | Archive | Self-Reported incident/breach | One document note per item. |
| Cash Flow Statements | Services | ||
| Centrelink | Site Maintenance | ||
| Company | SMSF | ||
| Debt | Support | ||
| Estate Planning | Taxation | ||
| Marketing | Trust | ||
| Membership | Wholesale | ||
| No Advice | |||
| Phone Call | Advice | Marketing | One document note per phone call. |
| Advice Documents | No Advice | ||
| Annual Review | One on One | ||
| Annuities and Pension | Ongoing Advice | ||
| Appointment | Opt-in | ||
| Authority to Proceed | Product | ||
| Bank | Plan Presentation | ||
| Cash Flow Statements | Prospera | ||
| Centrelink | Review | ||
| Claim | Review Fact Find (Review Information) | ||
| Debt | Review FNA | ||
| Review of Plan | |||
| Estate Planning | Risk Insurance | ||
| Fact Find | Risk Profile | ||
| FDS and Consent | Questionnaire | ||
| Fixed Term Censent | Services | ||
| File Note | Shares | ||
| Finance | SMS | ||
| Financials | Strategy | ||
| Fixed Term Consent | Super | ||
| FSG | Taxation | ||
| Identification | Terms of Engagement | ||
| Information Session | Time Critical | ||
| Initial | Withdrawal | ||
| Insurance | |||
| Investments | |||
| Invoice | |||
| Letter | |||
| Products | Annuities and Pension | Remuneration | One document note per document and correspondence. |
| Application | Shares | ||
| Bank | Super | ||
| Claim | |||
| Consent Form (Provider Only) | |||
| Correspondence | |||
| Finance | |||
| Implementation | |||
| Insurance | |||
| Investments | |||
| Policy Document | |||
| Prospera | |||
| Removal | |||
| Research Working Papers | Checklist | One document note per lot of working papers per advice- called Working papers for Advice dated 1 Sept 2014. | |
| Insurance Quotes | |||
| Portfolio Review | Best Interest Duty checklist or other checklists should be in the file note with the working papers. | ||
| Preliminary Analysis | |||
| Product Research | |||
| TMD | |||
| RoA | Additional Investment | One document note for all RoAs | |
| One document note for all Authorities to proceed. | |||
| Authority to Proceed | |||
| Draft | |||
| Final | |||
| Hold / No Change | |||
| Implementation | |||
| Switch | |||
| Time Critical | |||
| Withdrawal | |||
| SMS | Appointment | ||
| General | |||
| Information Session | |||
| Marketing | |||
| SoA | Authority to Proceed | One document note for all SoAs refer 1.1. | |
| One document note for all Authorities to proceed refer to 1.1. | |||
| Draft | |||
| Final | |||
| *Save final/presented SoA as pdf. | |||
| Implementation | |||
| Time Critical | |||
| Secure Message | Adviser Initiated | Flows from notes added to New Client Portal | |