Collect documents through approved channels
Avoid email attachments when a client portal or secure upload flow is available. Ask clients for complete official PDFs rather than screenshots or cropped exports.
Limit collection to the period and accounts needed for the job. More documents create more storage, access, and deletion obligations.
Convert with least necessary exposure
Use a converter that processes files only for the requested output and does not mine statement contents for advertising or unrelated model training.
Keep analytics clean: track workflow events like upload, conversion, review, and checkout, but never send filenames, client names, account numbers, or transaction text.
Store and delete outputs deliberately
CSV and Excel exports can be easier to leak than PDFs because they are smaller and easier to copy. Store them in the same approved location as the original client documents.
Document retention and deletion rules. If your firm uses contractors or seasonal staff, permissions should expire when the engagement ends.
FAQ
Is a converted CSV less sensitive than the original PDF?
No. It contains transaction data and should be protected with the same access controls as the source statement.
What should be logged for troubleshooting?
Use task IDs, timestamps, status, page counts, and non-sensitive error categories. Avoid logging raw transaction text or account numbers.