FILE TRANSFER PROTOCOL ( FTP ) SYSTEM USER MANUAL

Transcription

1 FILE TRANSFER PROTOCOL ( FTP ) SYSTEM USER MANUAL (October 2014) (10/2014) - Page 1 of 9

2 1 FILE TRANSFER PROTOCOL SYSTEM The File Transfer Protocol system (the FTP system ) is a web-based books and records management system Colorado Financial utilizes to maintain the required books and records for its remote locations. The FTP system allows the end users to save and maintain documents or files of any format in a centralized location, the Home Office file server. The saved documents and files are secured in the Home Office file server. 1.1 Security Requirements As mentioned above, the FTP system is a web-based system. In other words, as long as the end users have internet connectivity, the end users will be able to use and access the documents and files maintained in the FTP system. To ensure that the documents and files maintained in the FTP system are protected from any potential misuse and/or cyber-crimes, the firm implemented the following policies and procedures addressing the FTP system. The end users are prohibited from using any electronic device that does not meet the following minimum security standards to access the FTP system: The device must be password protected. The device should require no longer than 10 minutes of idle time. The device must maintain the following applications active: o Anti-virus software o Firewall software o Anti-Malware software All users including assistants (both registered and unregistered) will be provided with their own User ID and Password. Sharing the User ID and Password will be strictly prohibited. Assistants (either registered or unregistered) must use their own User ID and Password to access the FTP system. Only the document types that cannot be altered must be saved and maintained in the FTP system, preferably.pdt format. 1.2 File Folders within the FTP System Each Required files are created by the firm s Compliance Department based on each location type. 1.3 Documents Saved in the FTP System Then end users are not authorized to delete or alter any documents or files saved in the FTP system. When/if a document is saved in wrong place or uploaded in error, please contact the firm s Compliance Department. (10/2014) - Page 2 of 9

3 1.4 How to Upload Documents in the FTP System Folders Step 1) URL: Contact the Home Office Technology Team to obtain the link. Step 2) The link will take you to the following screen. Step 3) Login to the FTP system using the firm generated Login ID and Password. Login by using both your Login ID and Password received from the firm s Tech team. Step 4) Click the Web Client tab. Right top corner Web Client (10/2014) - Page 3 of 9

4 Step 5) Step 4 will take you to the pre-generated file folders. Required files are already uploaded by the Home Office. Step 6) To upload a document, double click the file folder where the subject document to be saved. Double click the selected file folder. ALERT! Each file folder contains an instruction page for your reference. The PDF document starting with 00- is the instruction page for the file. Instruction Page (10/2014) - Page 4 of 9

5 Step 7) Select Upload in the lower left corner Click Upload ALERT! Do Not Use the back button on the browser to go back to the previous screen. Do Not Use Back arrow Use this button to go back to the main menu Use this arrow to go back to the previous menu (10/2014) - Page 5 of 9

6 Step 8) Select Browse to search and locate the subject document. Search the subject document you saved Step 9) Select and double click the document. Double click the selected document. (10/2014) - Page 6 of 9

7 Step 10) Click Upload. Click Upload Will indicate where the subject document will be uploaded from. Step 11) After the subject document is uploaded: The document is successfully saved in the file folder. (10/2014) - Page 7 of 9

8 2 FREQUENTLY ASKED QUESTIONS Q1) Can I submit a document or form (i.e., outside business activities form or form U4 update request, RR monthly checklist, etc) in the FTP system for my Supervisor s and/or the Home Office review and approval? The FTP system is a books and record management system. Certain documents saved in your FTP system will be reviewed (post-review) either by your Supervisor or the Home Office personnel. However, neither your Supervisor nor the Home Office personnel will go over the documents saved in the FTP system for approval. Q2) Can I save customer account related documents in the FTP system? Colorado Financial Service Corporation utilizes the Dashboard system for customer accounts and customer related documents. The following customer account related documents must be scanned into the assigned customer file in the Dashboard system. New account form Customer account update documents (i.e. investment objective change document or customer suitability information change document)** Account related legal documents (i.e., trust document)product sponsor required documents Specific product related form (i.e., D022, Mutual Fund Switch, 529 Disclosure form) Letter of Authorizations and address change request form** Incoming and Outgoing correspondence** A copy of government issued photo ID (i.e., driver license, passport) Evidence of OFAC check Copies of checks and/or securities received** Investment strategies recommendation information (i.e., D010)** ** Must be also maintained in the FTP file in chronological order. Q3) Can I also save the documents and files that I maintain in the FTP system for my personal use in the personal storage system? You can access the documents and files in the FTP system while you are with Colorado Financial Service Corporation. However, they cannot be either accessed or saved for personal use in the personal storage system. Q4) Can I also save the documents and files maintained in the FTP system in a third party storage system? The use of any third party system or service by any associated persons or business locations (either registered or unregistered locations) is strictly PROHIBITED. (10/2014) - Page 8 of 9

9 Q5) Time to time I need to send a file or document that exceeds the size limit to my Supervisor or the Home Office for review and approval. May I use the FTP system to transfer such document or file? Answer: YES, with the Supervisor s or the Home Office s approval. However, prior to transferring a document or file, you must contact the individual whom you are sending the document or file to. Only after both parties agree to have it communicated via the FTP system, it can be sent via the FTP system. Q6) May I create new file folders in addition to the pre-set files in the FTP system? End users do not have the capability to create, alter or delete any files within the FTP system. However, when/if you need extra file folders, contact the firm s Compliance Department. The Compliance Department will be able to customize the FTP system files and folders to meet your specific needs. Q7) Do I need to maintain paper copies after I file them into either the Dashboard system or the FTP system? Both the Dashboard and FTP system are your books and records management system. Therefore, after you confirm that the documents are successfully scanned into the system as required, you don t need to maintain paper copies. Please note that documents with personally identifiable customer information must be shredded after being uploaded into the firm s books and records systems, the Dashboard system and/or the FTP File System. (10/2014) - Page 9 of 9