Deliver documents directly into the investor's hands

A practical guide to choosing the right approach for different communications, reducing avoidable cost while giving important documents the long-term accessibility investors need.

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A complete approach to investor communications

Different communications do different jobs

Business systems, email and messaging, portals and Documentd each serve a different purpose. The right choice depends on the job: creating and managing information, communicating, providing live access and interaction, or delivering an important document the investor should retain. Using each in the right way can reduce avoidable support and infrastructure costs while improving the investor experience.

Business systems Create & manage

Generate, manage and control documents and investor information.

Email & messaging Communicate

Alerts, reminders and everyday communications.

Four complementary roles The right tool for the right job

Lower cost · better outcomes

Documentd Deliver, keep & find

Deliver permanent, recipient-owned copies that remain accessible and easy to find.

Portal Access & interact

Secure access to live information, transactions and account services.

Email works well for transient communication, portals for live information and interaction, and Documentd for important point-in-time documents that should become permanent, recipient-owned records.

Fund administration in practice

Choose the right approach for each communication

Portals are ideal for live information and interaction. Email and messaging handle transient communication. Important point-in-time documents have different requirements: investors may need to retain, review and retrieve them years later. Documentd is designed for that job, helping reduce support costs without requiring the portal itself to become the investor's permanent document archive.

Email & messaging

Communicate

Best for short-lived information, notifications and prompts to take action.

General announcements
Meeting reminders
Document notifications
Service updates

Portal

Access & interact

The right place for live information and ongoing interaction.

Live valuations
Account information
Transactions
Interactive reporting

Documentd

Deliver & retain

For important point-in-time documents investors should be able to keep, review and find again.

Capital call notices
Distribution notices
Investor statements
Tax documents
Executed agreements

Where Documentd fits

Keep email for communication and portals for interaction. Use Documentd for documents investors should keep.

Email is inexpensive and effective for everyday communication, but important attachments can become difficult to find later and generate avoidable requests for copies and resends. Portals organise information well, but relying on a portal as a long-term durable medium can require the administrator to maintain historical access, unchanged documents and support for investors long after the immediate interaction has ended.

Documentd is designed specifically for permanent document delivery. It places a recipient-owned copy into the investor's own private document home, where the sender cannot subsequently alter the settled document and access does not depend on the investor retaining access to the sender's portal.

That approach reflects the principles behind a durable medium: information that can be retained for future reference and reproduced unchanged. Keeping important information accessible, easy to review and easy to find can also support the Consumer Duty's consumer-understanding outcome.

The result is a simpler division of responsibility: use email to communicate, the portal to provide live services, and Documentd to deliver important records, reducing avoidable servicing and portal complexity while giving investors a better long-term experience.

Business systems create, manage and control documents and underlying information.

Email & messaging communicate alerts, reminders and other short-lived information efficiently.

Portals provide secure access to live information, transactions and interaction.

Documentd delivers recipient-owned copies designed to remain accessible, unchanged and easy to find.

Business Case 01

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See how Documentd can reduce portal complexity, improve customer service and phase out unnecessary post.

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