How Does MANTL Manage Document Retention?
As you modernize account opening with MANTL, you also inherit new recordkeeping responsibilities. Learn how to align digital applications, KYC documents, and audit trails with a defensible document retention strategy that satisfies regulators and your information security team.
MANTL manages document retention by allowing financial institutions to configure how long customer and application records are kept, how they are protected, and how they are disposed of in line with internal policies and applicable laws. In practice, your institution defines a retention schedule (for KYC documents, disclosures, e-signature packets, interaction logs, and reports), then uses MANTL and connected systems to retain those records for as long as needed for onboarding, servicing, audit, and legal purposes—after which data can be deleted or anonymized according to policy. MANTL’s role is to enforce those rules, maintain an audit trail, and support secure access and evidence for exams and investigations.
What Does Document Retention Mean in a MANTL Implementation?
A Practical MANTL Document Retention Playbook
Use this sequence to align MANTL with your enterprise records program so digital account opening supports—not complicates—your exam readiness and risk posture.
Inventory → Classify → Schedule → Configure → Test → Monitor → Optimize
- Inventory MANTL records: List what MANTL stores or touches—applications, IDs, supporting documents, disclosures, consents, decision data, communications, and operational logs.
- Classify by risk & use: Group records by regulatory impact (KYC, lending, tax, marketing consent, servicing) and business need so high-risk categories get stricter controls and longer retention.
- Define retention schedules: With legal and compliance, determine minimum and maximum retention periods for each record type, and when event-based timers (e.g., “X years after account closure”) should start.
- Configure MANTL & integrations: Map fields and objects in MANTL, your core, CRM, and archive so data is retained consistently, with clear “system of record” ownership and deletion responsibilities.
- Enable deletion & anonymization: Decide which records are fully deleted and which are anonymized (e.g., keeping transactional patterns without PII) when retention periods expire.
- Implement legal holds: Ensure you can pause deletion when litigation or investigations occur, with documentation of who set the hold, when, and for which records.
- Monitor & audit: Periodically review logs, exception reports, and sample records to confirm the right documents are retained, accessible, and destroyed in line with policy.
Document Retention Maturity for Digital Account Opening
| Capability | From (Ad Hoc) | To (Operationalized) | Owner | Primary KPI |
|---|---|---|---|---|
| Retention Policy & Scope | Generic, institution-wide schedule not tailored to MANTL data. | MANTL-specific retention schedules by record type, aligned to legal and risk requirements. | Compliance / Legal | Policy Coverage %, Exceptions |
| Classification & Tagging | Documents stored as “attachments” with no consistent tags. | Standard taxonomy for KYC files, applications, consents, disclosures, and servicing artifacts. | Information Governance | Tagging Accuracy, Unclassified Rate |
| Automation & Deletion | Manual deletion in response to tickets; high risk of error. | Automated time/event-based retention with logged deletion or anonymization workflows. | IT / Platform Engineering | Automated vs. Manual Actions, Policy Adherence |
| Legal Holds & Investigations | Informal directions not to delete “anything related to case X.” | Formal legal hold process that suspends deletion in MANTL and downstream systems with full audit trail. | Legal / Risk | Hold Application Time, Missed Records |
| Reporting & Audit Readiness | Ad hoc exports assembled during exams. | Standard queries and dashboards showing retention status, exceptions, and response times. | Analytics / RevOps | Audit Response Time, Exception Rate |
| Vendor & Data Lineage | Limited visibility into which vendors hold which documents. | Documented data flows between MANTL, core, CRM, archive, and cloud storage with aligned retention and deletion. | Vendor Management / Security | Data Flow Coverage, Third-Party Retention Alignment |
Client Snapshot: Making MANTL Retention Exam-Ready
A regional bank deploying MANTL for deposit account opening partnered with compliance and information governance to map every record produced in the onboarding journey—applications, IDs, risk scores, disclosures, and consents—to its enterprise retention schedule. They clarified the system of record for each document (MANTL, core, or archive), configured automated retention actions, and established a legal-hold procedure across vendors. The result: faster exam responses, fewer one-off data pulls, and reduced storage of unnecessary sensitive data.
Treat document retention as a feature of your MANTL deployment, not an afterthought. When policies, processes, and platform configuration are aligned, you reduce risk, control storage costs, and give auditors confidence in your digital account opening program.
Frequently Asked Questions about MANTL & Document Retention
Tighten Document Retention Across Your Digital Stack
Align MANTL, your core, CRM, and archives with a single, defensible document retention strategy that satisfies regulators and simplifies audits—while supporting growth.
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