Generate a Policy and Process document

Introduction

To maintain compliance with AML/CTF regulations, practices must establish a formal written policy. This article explains how to automatically generate a customised AML/CTF (Anti-Money Laundering and Counter-Terrorism Financing) policy and process document for your firm, and where to access the key options to manage it after it’s created.

Summary

The Compliance Centre allows you to generate a comprehensive AML/CTF policy and process document. This generated document is based on AUSTRAC starter kits and is customised to include relevant InfoTrack and triSearch products and workflows.

The document is tailored to your firm based on the information you provide during the on-screen prompts (for example, staff size and suitability statement) and your firm’s risk profile captured in the Compliance Centre (including your firm risk assessment).

When to Use This

Use this feature if you do not have an existing policy or wish to create a new one that is specifically tailored to your firm's size and use of InfoTrack or triSearch services.

Step-by-Step Instructions

1. Select the Policy and process tab from the main navigation bar.
2. You will be presented with two options: Create policy and process or Upload your own.
   • If you want the Compliance Centre to generate a document for you, click Create policy and process.
   • If you already have a document and want to upload it instead, use Upload your own.
3. Organisation name: Confirm or enter the Organisation name as you want it to appear in the document.
4. Answer the prompts (questionnaire): You will be asked questions to tailor the document (for example, “How many staff members are in your firm?”). Select the appropriate radio button indicating your staff size:
   • 1 - 15: If selected, no further information is required for this step.
   • 16 - 50, 51 - 100, or 101+: If you select any of these larger ranges, a Suitability statement field will appear.
5. Suitability statement (if applicable): If required, enter a statement explaining how the standard policy and process template can be applied to your firm.
6. Preview template (optional): You can click the link View the template here to download and review the base document before proceeding.
   • Tip: You can also download this template, make manual updates offline, and then use the Upload your own feature if you prefer a hybrid approach.
7. Click the green Next button to generate the document.
8. The system will automatically generate a detailed, multi-page policy and process document based on your answers and your firm’s information and risk profile recorded in the Compliance Centre.
9. Review the generated document in the policy viewer:
   • Scroll through all pages to ensure the information is accurate and complete.
   • Review the Policy and process details (shown in the viewer) to confirm key information such as the Last updated date and the user who made the changes.
10. Save: When prompted, click Finish (or Next) to save the document to your compliance centre. If you do not see a Finish button, your document may save automatically after generation. You can confirm by returning to the Policy and process tab and checking that the document is visible in the viewer.

Manage the document after it’s created

To manage the document, click the three dots menu in the upper-right of the policy viewer.

From the menu, you can:

• Upload new (replace the current document)
• Update your policy (you may be prompted to re-confirm details before regenerating)
• view the Audit trail
• view Version history
• Download DOCX or Download PDF

About the Template

The generated document is derived from AUSTRAC starter kits. It has been customised to make sense within the InfoTrack and triSearch context, meaning terms and wording have been updated to include InfoTrack and triSearch searches and general processes for using InfoTrack and triSearch products.