Paper quote files RIBO spot check risk

Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.

Frequently asked questions

Are paper files illegal in Ontario?

No. Reg. 991 permits records in bound or looseleaf books or by electronic/other devices, with safeguards against falsification and a duty to make information available in accurate, intelligible form within a reasonable time.

What fails most on paper-heavy shops?

Often missing written disclosure at or before quote, incomplete TAC quote logs, and inability to produce files quickly when RIBO or a principal samples them.

Should I scan every paper note?

Same-day scanning of material quote notes is strong operational practice so principals and spot-check production are not drawer-dependent — follow your brokerage policy.

Do quote-only paper files matter?

Yes — RIBO guidance emphasizes documenting quotes and disclosures even when the file never binds. Retain per Reg. 991 and firm policy.

Does Hivi-X scan paper?

Clients and staff upload scans/PDFs to checklist items; Hivi-X does not OCR mailroom trays or replace your BMS.

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