Periodic KYC and ongoing review workflows
Run periodic reviews, remediation and customer refresh as controlled workflows.
Swootle helps regulated operations coordinate scheduled periodic KYC reviews, event-led customer refresh and remediation: contact customers, collect updated evidence, manage exceptions, route human approval and retain a new decision across large customer, entity or policyholder populations.
Implementation boundary: Your firm defines review populations, timing, trigger events, evidence, risk treatment and approval authority. Swootle runs the configured workflow after a review becomes due or a relevant event is supplied; external providers perform their respective checks. Confirm scheduling, integrations, data handling and jurisdiction scope during implementation.
How the workflow fits together
Choose the review model
Separate scheduled review, event-led refresh, perpetual KYC and remediation
These labels describe different operating patterns, not interchangeable software features. A scheduled review starts at the interval set by the firm. An event-led refresh starts when a relevant change is supplied. Perpetual KYC combines current-data signals and targeted review into a broader operating model. A remediation programme works through a defined backlog or population of incomplete, inconsistent or outdated records, with its own prioritisation and exit criteria. Define which path is in scope before evaluating automation.
- Scheduled review: a firm-defined date starts the approved review scope
- Event-led refresh: a supplied change starts targeted reassessment
- Perpetual KYC: an operating model that still needs owned signals, controls and decisions
- Remediation: a bounded population moves through prioritised evidence, review and closure criteria
Define the review population
Start the right review for the customer, entity and reason
Initiate a configured periodic KYC review, remediation case or event-led refresh with the existing relationship, jurisdiction, product and risk context attached. The firm defines which population is in scope and why the review is due.
- Periodic review and remediation starting points
- Customer, entity, product and jurisdiction context
- Configured scope, ownership and target outcome
Review what changed
Use the earlier record as context instead of rebuilding the file
Keep earlier information, evidence and rationale available to the internal reviewer, then ask for confirmation or updates through the configured customer path. Separate unchanged context from information that requires new evidence or assessment.
- Earlier submissions and decisions available for comparison
- Changed identity, entity, ownership or service information
- Targeted confirmation and update requests
Collect current evidence
Coordinate outreach, documents and follow-up in one review path
Send the configured requests through the customer portal, show what remains outstanding and route incomplete responses back for the specific information required. Operations teams can see case state and blockers without managing the campaign through spreadsheets and inboxes.
- Structured customer outreach and evidence requests
- Missing-information and document follow-up
- Visible case status, owner and blocker
Reassess risk and exceptions
Route material changes and uncertain results to trained reviewers
Apply the configured review path to changed customer information, new evidence and provider-returned verification or screening context. Send missing, inconsistent or higher-risk cases into the appropriate enhanced review and approval route.
- Changed information and configured risk context
- Provider-returned checks treated as review inputs
- EDD, request-more-information and escalation paths
Record the new decision
Retain the refreshed evidence, rationale and authorised outcome
Connect the updated submission, follow-up, returned results, reviewer actions and approval to the new review outcome. Preserve the earlier record so teams can understand what changed and why the relationship moved forward, escalated or stopped.
- Updated evidence and action history
- Reviewer and approver responsibilities
- New outcome, rationale and next review context
Operate at portfolio scale
Make overdue work, exceptions and review progress visible
Use controlled case queues for periodic reviews and remediation programmes across large customer or policyholder populations. Separate routine progress from cases that need evidence, specialist judgement or authorised approval.
- Review and remediation work queues
- Ownership, status and exception visibility
- A representative cycle from initiation to decision
Plan the review model before evaluating software
Use these evidence-led guides to separate regulatory duties, operating-model choices and software boundaries. They are educational resources and do not replace the firm’s legal, compliance or risk assessment.
- Compare perpetual KYC software boundaries — Distinguish customer refresh, screening, transaction monitoring, case management and workflow orchestration.
- Read the EU AMLR Article 26 guide — Map ongoing relationship monitoring, customer updates and event-led review as separate controls.
- Review AML workflow and case-management choices — Compare where structured workflow ends and investigation-oriented case management begins.
Evaluate the operating model
Map a periodic review cycle · Explore risk and exception review