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Guide

Portfolio manager client file documentation (OSC)

OSC exams commonly review whether a portfolio manager's client file documents know-your-client information, suitability rationale, conflicts disclosure, and the basis for advice — requirements depend on registration category and firm policy. Custodian packets cover account opening; they do not automatically organize tax returns, insurance policies, estate documents, or meeting evidence. Hivi-X helps boutiques collect and export those planning-file documents on Canadian servers — alongside Wealthbox, Redtail, and your custodian.

What examiners look for beyond the custodian packet

OSC exams commonly review whether advice was suitable and properly documented — not whether accounts were opened. The custodian portal collects trading forms; your client file still needs holistic evidence: financial circumstances, objectives, risk tolerance and capacity, and documented suitability rationale maintained by your firm.

Principals feel this gap when associates chase the same Notice of Assessment twice because nothing tracked completeness before the planning meeting.

Core file components

Exact requirements depend on registration category and firm policies, but PM client files commonly include:

  • KYC questionnaires and supporting ID / address verification.
  • Income, net-worth, and held-away asset documentation.
  • Suitability rationale and investment policy statements.
  • Conflicts and referral-arrangement disclosures where applicable.
  • Timestamped client submissions and advisor review actions.
  • Voice or written meeting notes supporting advice discussions.

Organize intake before the exam

Hivi-X standardizes household intake with reusable checklists, missing-item tracking, and exportable PDF packages for CRM or compliance folders. Data stays in Canada with self-hosted AI.

General information only — not legal, compliance, or investment advice. Consult qualified compliance counsel for your registration category.

Organize household intake without the email chase

Reusable KYC checklists, my-id.ca client uploads, and exportable packages alongside your CRM.

FAQ

Custodian onboarding covers account-centric forms. Holistic planning files — tax, insurance, estate, meeting evidence — still need firm-controlled organization. Hivi-X fills that intake layer.

No. OSC obligations depend on your registration and current guidance. Consult qualified compliance counsel.

General information only — not legal, compliance, or investment advice. Hivi-X is document-collection software, not a registrant, KYC verifier, or AML screening service. KYC, suitability, and AML obligations remain with your firm. Consult qualified compliance counsel for your registration category.

Last updated 2026-07-09.

OSC Portfolio Manager Client File Documentation | Hivi-X