IDS • SmartSearch Services
We design, implement, and integrate SmartSearch so KYC/KYB, PEP/sanctions, and IDV checks run exactly when they should—at intake, matter opening and key lifecycle events—complete with audit-ready evidence packs and ongoing monitoring.
Our team builds role-based workflows, bulk onboarding and “un-monitor” tools, watchlist reconciliation and exception handling that reduce false positives and speed approvals.
We wire SmartSearch into Clio, NetDocuments, Process Street, Odoo/Xero and Dataverse/Power BI so results, documents and risk scores flow automatically—backed by SRA/AML policy alignment, data-minimisation controls and transparent dashboards your MLRO will love.
KYC/CIP Implementation (Individuals)
Develop and establish a streamlined, one-step process for conducting BSA/KYC checks on individuals. This process should efficiently gather essential information such as the individual's name, residential address, date of birth.
The system will then verify the identity of the individual and perform thorough screenings against sanctions lists and Politically Exposed Persons (PEPs) within a matter of seconds.
Upon completion of these checks, the results will be automatically compiled and filed for record-keeping and compliance purposes, ensuring a seamless and efficient workflow.
Data Source Optimisation (Experian, Dow Jones)
Enhance and fine-tune the global data sources utilized by SmartSearch, specifically focusing on the identity data provided by Experian and the screening capabilities offered by Dow Jones.
The objective is to achieve improved match and pass rates, thereby increasing the overall efficiency of the system.
Additionally, it is essential to meticulously document the match logic employed in the process, as well as the strategies for handling false positives, to ensure clarity and consistency in operations.
Sanctions/PEP/SIP/RCA Screening & EDD
Implement a thorough end-to-end screening process that encompasses Sanctions, Politically Exposed Persons (PEP), Special Interest Persons (SIP) and Risk Control Assessments (RCA).
This system will automatically trigger Enhanced Due Diligence whenever a match is identified, ensuring that all potential risks are meticulously evaluated.
Additionally, any exceptions that arise during this process will be systematically routed to designated reviewers, complete with supporting evidence and detailed notes for informed decision-making.
Daily Watchlist Monitoring & Alerts
Implement a robust nightly surveillance system, utilising resources such as Dow Jones Factiva feeds, to ensure that any alterations in a client’s risk profile prompt immediate alerts.
This will facilitate timely reviews and necessary updates to cases within your primary operational systems, ensuring that all relevant stakeholders are informed and can take appropriate action swiftly.
KYB for Businesses & UBO Discovery
Implement thorough business verification processes to confirm the legitimacy and organisational structure of companies.
This includes identifying key executives and owners, as well as conducting OFAC and global sanctions screenings.
All findings and results can be securely stored within the matter or client record for future reference and compliance purposes.
Batch/Retrospective Screening
Establish comprehensive and efficient tools for the bulk importation and re-evaluation processes to systematically tackle any compliance shortcomings—carry out in-depth retrospective assessments of previous clients while also instituting continuous monitoring mechanisms that will guarantee ongoing compliance with regulatory standards in the future.
Audit-Ready Evidence & Reporting
Establish a consistent format for PDF reports, implement a secure hash-storage system for critical artifacts and ensure that complete search histories are maintained.
This approach will make audits and regulatory inspections as straightforward as simply “opening a folder.”
Additionally, develop and publish interactive dashboards that provide real-time insights into project status, highlight any exceptions and track compliance with service level agreements (SLAs) to enhance transparency and accountability across the firm.
Systems Integration
Implement a robust system using API/webhooks/iPaaS to seamlessly push and pull results, documents and risk scores.
This process will ensure that all data is automatically filed into the appropriate workspace, while also updating client and matter risk flags in real-time.
Additionally, key performance indicators (KPIs) could be effectively surfaced and visualised in Power BI, providing comprehensive insights for better decision-making.
Your questions answered
Most firms launch core KYC/KYB + sanctions screening in 2–4 weeks: week 1–2 for config, data-mapping, and pilot; week 3–4 for integrations, training, and go-live.
Checks run inside your existing intake/matter-open flow, so users don’t context-switch.
Yes. We connect SmartSearch via API/webhooks/iPaaS to Clio, NetDocuments, Process Street, Odoo/Xero, Power BI, etc.
Typical patterns: auto-create a check from a new client/matter, file the PDF evidence to the correct workspace, write risk flags back to the client/matter and surface KPIs in dashboards—with retries and audit IDs.
We implement role-based access, audit trails, DPIA-ready documentation and data-minimisation.
Daily watchlist monitoring is enabled for sanctions/PEP updates with routed reviews. Evidence packs (reports, IDs, notes) are standardised and retained per policy, aligning to SRA/AML and GDPR/UK DPA requirements.