The registers leave Excel
The spreadsheets most firms maintain by hand become one statutory-cited system with an audit trail that is produced as a by-product of the work.
What you have to evidence, and where it lives
Trust company obligations do not fail because a control is missing. They fail because the control exists on paper and cannot be produced on the day. Each obligation below is carried by a module that records the decision as the work happens.
| The obligation | Where CoreAdmin evidences it |
|---|---|
| Maintain a documented business risk assessment and keep it current as the book changes | Compliance monitoringThe business risk assessment, customer risk assessment and monitoring programme run as one closed loop, so a change in one re-scores the others. |
| Complete due diligence and screen for sanctions and PEP exposure before the relationship starts | Client onboardingLive screening, risk scoring and enhanced due diligence triggers built into the new-business workflow. No file reaches approval without its evidence attached. |
| Review every client file on a risk-based cycle, and re-baseline it when something changes | Periodic reviewsReview dates are scheduled by risk rating and reset by trigger events, so no file review is ever silently missed. |
| Keep suspicious activity report content inside the reporting officer perimeter | SAR handlingReport content is visible only to the officers holding that capacity, so tipping-off discipline is a control you can demonstrate rather than a convention you rely on. |
| Run a compliance monitoring programme on a schedule and record what each test found | Compliance monitoringTests are scheduled, assigned and closed with their findings and remediation attached, and the calendar shows what is overdue before anyone asks. |
| Show that a second, different person approved each sensitive decision | Access rightsSegregation-of-duties conflicts are defined centrally, four-eyes steps cannot complete with one actor, and every permission change is logged append-only. |
| Produce a signed, versioned board record with the decision trail intact | Board meetingsPacks assembled in hours, minutes drafted from the recording, and a chair-then-directors approval chain to a signed record. |
Every row is an append-only record. Entries are added, never quietly rewritten, so the register and the underlying file cannot drift apart.
Three places the difference shows up first
Onboarding stops waiting on inboxes
Screening, risk scoring and enhanced due diligence run inside the workflow, and the approver sees the evidence rather than chasing it.
Board packs take hours, not weeks
Papers assemble from live data, minutes are drafted from the recording, and approval runs forward-only to a signed, versioned record.
The detail, when you want it
The operating reality this was built for
- Compliance registers live in spreadsheets, policies in Word, approvals in email, and each themed examination raises the evidential bar again.
- Higher-risk relationships and enhanced due diligence volumes keep growing, while the answer so far has been more compliance headcount.
- The core administration system is paid for and entrenched, so a year-long rip-and-replace is not a realistic option.
What CoreAdmin runs for a trust company, module by module
Compliance estate. The registers most firms keep in Excel, as one statutory-cited, append-only-audited system, with the Business Risk Assessment, Customer Risk Assessment and Compliance Monitoring Programme in a closed loop.
SAR handling. A two-officer perimeter enforced in software: suspicious activity report content is visible only to the MLRO and Deputy MLRO, so tipping-off discipline is a control you can evidence.
Client onboarding. A structured new-business workflow with live sanctions and PEP screening, risk scoring and enhanced due diligence triggers. No file reaches approval without its evidence attached.
Periodic reviews. Risk-based review scheduling with trigger events that re-baseline the next review date. No client file review is ever silently missed.
Regulatory horizon scanning. Regulatory change tracked across 40 jurisdictions and weighted for your firm, with AI gap analysis against your own policies and procedures.
Board meetings. Packs assembled in hours, AI-drafted minutes from a recording, and a chair-then-directors approval chain to a signed, versioned record.
How it lands alongside the system you already run
CoreAdmin sits alongside your existing administration system rather than replacing it, and can read its data through integration. Firms start with one controlled workflow, usually the compliance layer, and switch on further modules when the operating model is ready. Every AI-assisted step goes to a named person for decision, and the audit trail is produced as a by-product of the work.
Where the AI stops and a named officer starts
AI drafts, extracts and screens. It never approves. Each decision is attributed to the individual who took it, alongside the version of the policy that applied at the time, so a decision taken two years ago can be reconstructed against the rules that were actually in force.
Where a second pair of eyes is required, the workflow will not complete without them, and the second reviewer cannot be the first. That is enforced by the platform rather than described in a procedure.
What a JFSC or GFSC examiner can be shown
Any process, any entity, any period. Filter the audit report by actor, action and date, and export it for an inspector or the group auditor in minutes rather than reconstructing it from email.
Because the register and the underlying file are the same object, there is no reconciliation step between what the register says happened and what the file shows. Records are added, never quietly rewritten.
See it against one of your own workflows
Bring a live process to a focused 30-minute session: a register, an onboarding file or a board pack.