Audit files spread across inboxes
Supporting documents arrive by email, chat and shared drives. Gathering them for an auditor becomes a manual hunt.
Financial services
Financial records need control, not another shared drive.
Encrypted storage for client files, audit evidence and regulatory reporting, with access that follows the role and a record of who opened what.
- AES-256-GCM at rest
- TLS 1.3 in transit
- Role-based access and logs
Client operationsEngagement files
Engagement files
- Client OnboardingKYC files and signed mandates1,842 files
- Audit EvidenceSupporting documents and reconciliations936 files
- Board & CommitteesMinutes, papers and resolutions214 files
- Regulatory ReportingPeriodic submissions and correspondence168 files
- Closed EngagementsArchived files retained per policy4,205 files
Encrypted · versionedActivity logged
Illustrative workspace built on the EverBox file-management interface. Client names, folders and figures are fictitious.
Operational reality
Four problems finance teams recognise
Financial documents are not difficult to store. They are difficult to prove: who received them, who opened them, and what happened after the engagement closed.
Everyone can see too much
A single shared drive gives interns and partners the same visibility. Access should follow the client, the deal and the role.
Retention lives in a spreadsheet
Deletion dates are tracked outside the file system, so nothing enforces them and nothing proves they were applied.
Links outlive the engagement
Client and auditor links stay active long after the work is done. Revocation should be a deliberate, recorded action.
Document lifecycle
From intake to disposition
One controlled path for a client document, from the first upload to the retention date defined by your policy.
Intake
A document is uploaded into the client, deal or reporting folder. Transfer is protected with TLS 1.3.
Classify
The file is tagged by client, period and record type. A folder owner is named for access decisions.
Grant and exchange
Colleagues receive view or edit rights. Auditors receive a protected link with a password and an expiry date.
Retain or dispose
The file moves to an archive folder until the retention date your policy defines. Versions and the access log stay available.
Retention is configured, not assumed
Everabyte gives you folders, versions and hold options. Your records team still decides how long each category must be kept and when it can be destroyed.
Where it fits
Four financial environments
The documents differ, but the requirement is the same: the right person, the right file, the right period.
Banks and credit unions
Store loan files, account documentation and committee papers in department folders, with access limited to the officers handling each case.
Fintech and payments
Keep KYC documentation, transaction exports and product records organised by counterparty, with versions preserved when a file is corrected.
Insurance providers
Separate policy documents, claims files and broker correspondence so a claims handler sees the case, not the whole portfolio.
Finance and legal teams
Give auditors and advisers time-limited access to selected files instead of a permanent seat in the workspace.
Access & evidence
Controls you can explain to an auditor
Access rules should be narrow enough to protect the client and simple enough that staff do not work around them.
- Encryption. AES-256-GCM protects stored files; TLS 1.3 protects data in transit.
- Named access. Grant view, download, edit or share rights per person or role, and revoke them when a mandate ends.
- External links with limits. Add a password, an expiry date and a maximum number of unique visitors.
- Activity evidence. Views, downloads, link creation and revocation are recorded where audit logging is included.
Compliance Lead viewed the KYC file10:12
Relationship Manager created a protected auditor link10:04
External Auditor downloaded the reconciliation pack09:51
Operations revoked the link after submission09:20
Region: European UnionRetention: set by the institution
What we do and do not claim
Everabyte does not claim PCI DSS, SOC 2, ISO 27001 or GDPR certification on this page. Encryption, access control and logging can support your compliance programme; certification status and contractual commitments are confirmed in writing for each deployment.
Retention
A place for every record, and a date to review it
The table shows how storage supports a retention policy. It is not a legal schedule; your compliance team owns the periods.
| Record type | Retention driver | What Everabyte provides |
|---|---|---|
| Client onboarding and KYC files | Your AML policy and local regulation | Folder-level retention, version history, legal hold where configured |
| Transaction and statement exports | Accounting and reporting obligations | Archive folders, Object Lock where configured, download controls |
| Audit and committee evidence | Internal governance and external audit | Read-only access, expiring links, activity log |
| Closed engagements | Contractual and statutory schedules | Move to archive, revoke links, retain versions until disposition |
Object Lock and legal hold are available where configured for the deployment. Confirm the exact behaviour, region and audit retention in your order form.
Honest limits
What storage does not replace
Your compliance programme
Everabyte is a storage layer. Policies, risk assessments, regulatory filings and supervision remain with your organisation.
Your core banking system
We store the documents those systems produce. We do not claim native core banking, CRM or compliance-platform integrations.
Your legal schedule
Retention periods are configured to match your policy. Everabyte does not decide when a record may legally be destroyed.
Start with one document set
Most finance teams begin with audit evidence or client onboarding, prove the access model with a small group, then extend it to the rest of the organisation.
Map your records before the next audit
Tell us which documents you hold, who needs access and how long they must be retained. We will propose a folder and permission model your compliance team can review.
No certification, uptime percentage or regulatory approval is implied by this page.