Portfolio management systems
Workstation and network configuration, access control and backup for portfolio management and reporting systems used to track client holdings and performance.
Wealth & Investment Management IT · Vancouver, BC
IT support for wealth and investment management firms in Vancouver
A wealth or investment management firm in Vancouver holds some of the most sensitive data of any small business: client net worth, account numbers, estate plans and trading activity. Advisors are also under regulatory obligation to keep records a particular way and to supervise how communication with clients happens. A portfolio management system left on a workstation with weak access control, a client portal login shared across the office, or an advisor emailing a statement without encryption can create real regulatory exposure alongside the obvious client-trust problem. Hexafusion supports Lower Mainland wealth management and investment advisory firms with compliance-aware infrastructure and engineers who understand the difference between an ordinary small-business IT setup and one that has to hold up under a regulatory review.
Wealth and investment management systems we support
Compliance and recordkeeping tools
Infrastructure support around Kroll and comparable compliance, surveillance and recordkeeping tools that supervisory staff rely on for regulatory recordkeeping.
Client portals and reporting platforms
Access control and connectivity for client-facing portals where clients view statements, performance and account activity.
Custodial and clearing firm connections
Workstation and network setup supporting the secure connections your firm maintains with custodians and clearing firms.
CRM and client communication tools
Licensing, backup and access control for the CRM your advisors use to track client relationships and required supervisory notes.
Encrypted email and document exchange
Secure email and client document exchange configured so statements and account information never travel as a plain, unprotected attachment.
Privacy and compliance
BC PIPA governs how your firm collects, uses and discloses client personal and financial information, and PIPEDA applies alongside it for activities in the course of commercial activity. Investment firms and advisors registered in BC are regulated by the BC Securities Commission (BCSC) and, depending on registration category, by the Canadian Investment Regulatory Organization (CIRO), both of which set recordkeeping, supervision and client communication retention requirements specific to the securities industry. Those recordkeeping obligations generally run longer than typical business record retention and apply to electronic communications, not just paper files. This is general information, not legal advice.
Common IT problems we fix for wealth and investment management firms
- Client account data stored with weak access control. Portfolio and account information visible to staff who do not need it. We implement role-based access matched to actual supervisory structure.
- Advisor emailing statements unencrypted. A habit that quietly creates both a privacy exposure and a compliance gap. We configure encrypted email and client-safe document exchange.
- Shared login into the portfolio management system. Makes it impossible to produce a clean audit trail of who accessed or changed a client record. We set up individual, logged accounts.
- Compliance recordkeeping tool misconfigured or not capturing everything it should. We review the configuration against your actual communication channels so your supervisory recordkeeping is not quietly incomplete.
- No backup on the CRM or portfolio system. Client relationship history and account notes without backup is a serious single point of failure. We verify and build in automated, tested backup.
- No IT ownership for a small advisory team. Most small wealth management offices have no dedicated IT role, which is exactly where compliance-relevant gaps go unnoticed. We take on that function.
How AI can improve your work
- Meeting note and client summary drafting. AI transcription and summarization of client meetings can produce a first draft of the required supervisory note for an advisor to review and finalize. Privacy safeguard: Meeting recordings and transcripts must be stored and processed inside systems that meet your firm's recordkeeping obligations, never a public consumer tool.
- Client communication drafting. Microsoft 365 Copilot can draft routine client update emails from an advisor's notes, which the advisor reviews before sending. Privacy safeguard: Draft inside your Microsoft 365 tenant where it stays subject to your firm's compliance recordkeeping, not in a tool outside that boundary.
- Portfolio report narrative drafting. AI tools can draft the plain-language narrative portion of a quarterly report from your portfolio system's exported figures. Privacy safeguard: Export only into systems your firm already controls, and have the advisor verify every figure before a report reaches a client.
- Research summarization. AI can summarize market research or fund documentation into a shorter internal brief for an advisor. Privacy safeguard: Use only properly licensed research sources and keep summaries internal unless compliance has reviewed them for client distribution.
- Compliance document search. AI-assisted search across your firm's policy manual can help staff find the right internal procedure faster. Privacy safeguard: This should run against your own firm's documents in a controlled system, not a general AI tool with no access boundary.
How Hexafusion helps
We start with an AI readiness assessment focused specifically on where AI tools would touch client financial data or compliance-relevant communication, since that is where the real risk sits for a wealth management firm. We set up Copilot and other approved AI tools securely inside your Microsoft 365 tenant, configure data protection so client account information cannot leak into a public AI model, and train advisors and support staff on what is and is not appropriate to put into an AI tool. For firms that want to go further, we build custom assistants, including our own AI phone assistant for front desk call handling. Any AI build-out beyond basic setup and training is scoped and quoted as its own separate project.
Which plan usually fits
Given the sensitivity of client financial data and the regulatory recordkeeping obligations most wealth and investment management firms carry, firms in this industry most often land on Secure rather than Managed, since Secure adds onsite support and a deeper security posture. Managed remains our generally recommended plan and can suit a very small advisory office with light compliance scope. Onsite support is included only on our Secure and Enterprise plans; remote-only plans do not include a site visit. After-hours response, a quarterly vCIO review and ongoing testing are Enterprise-only. Servers, including any on-premises server or always-on cloud server you want us to manage, are an add-on and are not included in any plan. See plans for full details.
Frequently Asked Questions
Do you support portfolio management systems?
Yes. We handle the infrastructure, access control and backup around portfolio management and reporting systems. Application-level issues escalate to the software vendor.
Do you work with compliance and recordkeeping tools like Kroll?
Yes. We support the infrastructure around Kroll and comparable compliance, surveillance and recordkeeping tools that your supervisory staff rely on.
What regulatory bodies apply to our data handling?
The BC Securities Commission and, depending on registration, the Canadian Investment Regulatory Organization set recordkeeping and supervision requirements, alongside BC PIPA and PIPEDA for personal information generally. This is general information, not legal advice.
Can you encrypt client statements and communications?
Yes. We configure encrypted email and secure client document exchange so account information never travels as an unprotected attachment.
How long do we need to keep client communication records?
Retention periods depend on your registration category and regulator; we are not your compliance counsel but can help ensure your systems capture and retain what your policy requires. This is general information, not legal advice.
We are a small advisory office. Is this still relevant to us?
Yes, often more so. A small office usually has no dedicated IT or compliance technology role, which is exactly where gaps in client data handling and recordkeeping go unnoticed until a review finds them.
Reviewed by Alex Barari, Founder, former PCI DSS Internal Security Assessor (ISA).
Get your instant quote
See pricing built around your advisor count and compliance scope in a few minutes.
Get your instant quote Contact usRelated industries we support
Alongside wealth and investment management, see financial services IT support and professional services IT support. See the full list on industries we serve.
Hexafusion at a glance. Vancouver-based since 2020 · downtown office at 997 Seymour Street · Dell authorized reseller · Microsoft Solutions Partner · founder is a former PCI DSS Internal Security Assessor · on-site service across 14 Lower Mainland municipalities · flat-rate managed plans with a 60-second initial ticket response and a 15-minute engineer reply during business hours.
Compliance baseline behind every Hexafusion engagement
Wealth and investment management firm IT support is delivered against a documented baseline aligned to the Canadian Centre for Cyber Security baseline controls and current cyber-insurance underwriting expectations.
- Identity and access: Microsoft Entra ID with Conditional Access, multi-factor authentication (MFA) enforced on every account, compliant-device sign-in.
- Endpoint protection: Endpoint Detection and Response (EDR) on every device, deployed before the user receives the laptop.
- Disk encryption: BitLocker on Windows, FileVault on Mac, with central key escrow.
- Backup and recovery: Managed backups with documented retention and periodic restore tests.
- Privacy aware: Audit logging, role-based access, and a breach-response process kept current with Office of the Privacy Commissioner guidance.
Who you actually work with
Hexafusion is led by founder Alex Barari, a former PCI DSS Internal Security Assessor with 15+ years in enterprise IT and cybersecurity. Every engagement is supported by the same Vancouver-based team that designs the security baseline, reviews the alerts, and shows up on-site when remote troubleshooting reaches its limit.
