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| | | Forum Newbie
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Last Login: 10/11/2006 11:34:21 AM
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| | We are running out of room at our location to store our closed loan files and are looking for a solution to this problem. Arizona state banking expect us to keep something like 7 years worth. I'm woundering if somebody has put together a solution that involves a high speed digital scanner to store the files on hard disk. Can they then be attached to the point file for easy access? Does anyone know of a solution provider who does this? Thanks much!
Brent McDonald
Ironwood Lending, Inc. |
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| | | Junior Member
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Last Login: 10/4/2005 2:21:00 PM
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| | We use a network scanner with an Auto Document Feeder. This allows us to scan all paper files in digitally (for older files from before we moved to fully digital system). After scanning in the files, we create PDF files out of them using a program called PDF Factory (www.pdffactory.com). Finally, all documents are posted on our sharepoint website with the point data file attached to the file (for archived filed). This allows us to keep a database of all closed files, with basic information in what looks like an excel sheet, but each row of the data sheet is an item which can have files attached. Simply attach the files to the appropriate row. After all is said and done, you have an easily searched database of all files related to each and every file you have. Extrapolating this same concept works wonders for making pipelines as well. The benefit to doing so is 1) no need for storing stacks of paper documents 2) PDF documents are much smaller on disk than a full TIF, BMP, or JPG image of each document would be and 3) sharepoint stores all of the files in a datastore, which is basically a compressed database, which is easily backed up to removable media.
Robert Ivey
Stepping Stone Financial |
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Sepal
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| around what size do your doc files tend to add up to? 100mb a loan? more, less?
Disclaimer: This post carries no explicit or implied warranty. Nor is there any guarantee that the information contained in this post is accurate. It is offered in the hopes of helping others, but you use it at your own risk. The author will not be liable for any damages that occur as a result of using this post.  |
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| | | Junior Member
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Last Login: 10/4/2005 2:21:00 PM
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| | Full packages (18 pages + 4 pages of custom forms) stay under 500 KB after printed to PDF Factory Appraisals in PDF are around 500KB each. After closing, all documents for each file haven't exceeded 5 MB each.
Robert Ivey
Stepping Stone Financial |
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Supreme Being
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| | There are several solutions available commercially, one of which is BlitzDocs. The easiest way to make this happen is to go "paperless". This is not a simple process because everybody has become so reliant on paper. I have also implemented a couple of solutions which are relatively inexpensive. I set up a filing "cabinet" on a shared server drive. Each loan file is listed by borrower last name comma first name. Under each of those, I have created sub-folders for various sections of the loan file (Approval, application, credit, assets, title, property, compliance, etc.) I use a template that just copies these folders into the new borrower folder. I receive all of my incoming documents either via electronic fax (in PDF format) or scanned. It only takes about 60 seconds to "stack" a file because you can drag and drop the documents into their respective sections. When I want to create a submission package, I open Adobe Acrobat (not Reader) and hit ctrl-shift-I and start inserting documents. This takes about 3-4 minutes. I then submit to underwriting electronically. They can print it out if they really want paper. Believe it or not, this process is faster than dealing with paper files. When the loan is disposed, I create the final PDF and store it on a secure drive. Right now, I have about 2,000 files stored this way. Another application that I wrote for a mortgage company is to store the documents on a SQL server along with the Point file. This works well too, especially if you need to share the Point and document files with remote loan officers and processors. This is a little different because you change the way you do things slightly. Point becomes a sub-part of a bigger system. Finally, you can create a PDF document and name it the same as the Point file it belongs to only with the .pdf extension. If you store this in your borrower folder, it will be moved with the Point file when you perform a Move operation within Point.
- Mike
mike@mtig.biz |
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| | | Junior Member
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Last Login: 10/26/2006 9:22:01 AM
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| | | Forum Newbie
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Last Login: 3/22/2007 10:03:10 AM
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| | eDocFile has four different scanning products that work with POINT. Each one uses Point as the database for searching for scanned images. The images can be either scanned as they come in with a conventional scanner, batch scanned with barcode separator pages or if most of the documents are coming in electronically, they can be added without scanning. The end product is always a bookmarked PDF. You can find out more at www.edocfile.com . They do online demos so in about 10-15 minutes you can get all of your questions answered. |
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