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Why is it important for mortgage companies to scan mortgage documents?

21 January 2010 55,514 views 145 Comments

 

In the aftermath of the economic downturn that has been wrecking commercial interests all over the world, the US mortgage industry is realizing better ways to propel itself into a more organized and effective working mannerism. Mortgage lenders have been forced to take a serious look at the functionality and induce methods that can substantially reduce costs and increase their chances of success in mortgage-related legal predicaments such as handling foreclosures.

Efficient Mortgage Processing — homeowners often demand that the lender provides original documents that contain the financial history and a list of any financially obligations related to the concerned property. Typical documents that are often demanded by prospective property buyers include documents detailing the sale/resale history and securities. Securities are the original legal note that bears the signature of the homeowner. These are often difficult to locate if the property has been sold/resold numerous times over a period.

The simplest solution lies in scanning such security notes and electronically storing them in the form of scanned images. This also helps to negate the costs that are often incurred in extracting original documents from government warehouses — a process that is time consuming and could create a time gap during which a home buyer’s interest can be lost.

Handling Faster Turnarounds — many mortgage companies are now projecting themselves as being able to provide a quicker turnaround time (for mortgage processing). To make this a reality, it is vital that a major portion of post-loan documentation is conducted via transmitting/accessing records that have been electronically saved. A faster workflow process means that the customer is given lesser time to think away from his funding decision and the loan is quickly executed, i.e. giving the customer lesser time to reconsider his decision.

There is another aspect of benefiting from faster mortgage operations. Thousands of smaller brokers depend upon sending loan applications to be funded by larger, established lenders. Many times, a broker submits the same application to numerous mortgage companies. Whosoever responds first, is the one that gets to handle the portfolio. Companies that have PDF-based operations stand to gain substantially, since their turnaround time would be drastically lesser than that of conventional mortgage firms.

Handling Mortgage Foreclosures — it has been confirmed that judges are willing to view electronic documentation for foreclosure arguments. Lenders and nj real estate attorney who can provide paperwork in the form of PDF files for quickly overviewing the documentation are able to establish that they are still holding on to the loan.

Nearly 2.3 million homeowners have faced foreclosure proceedings last year and even more are on the verge of losing their homes in the current fiscal.

Inability to present the demanded records is the primary reason why many mortgage-servicing companies are unable to support their foreclosure arguments in the court. Lack of the original Note alone counts for about 40% of the foreclosure proceedings that went against the contesting mortgage companies. ‘Produce-the-Note’ demand wherein lenders have been asked to locate paperwork that simply cannot be traced can single-handedly delay a foreclosure for about 10-to-12 months. Often, the apprehension related to the time wastage in digging-up conventionally stored documents is used as a pressure tactic against the lender, forcing him to renegotiate his conditions for the mortgage — an apparently insignificant aspect regarding the storage medium of mortgage documents can directly hamper the profitability of a mortgage deal for the lender.

Paperless Medium — it is easy-to-comprehend that an increased use of accessing/sharing mortgage records and processing documents that have been scanned and saved as PDF files means a gradual shift towards a paperless environment. This means direct, daily cost savings. Being paperless, i.e. adopting an electronic documentation format through the scanning of paper records means:
• Using a central, secured, electronic mortgage information storehouse that can be accessed from remote locations and shared with mortgage partners like third-party vendors.
• Presenting prospective customers with a more organized and transparent process — removing the fear of fraudulent dealings from a customer’s mindset
• Reduced processing charges due to removal of paper shipment, storage (warehousing) costs and expenditures caused due to manual filing and copying.
• Presence of standardized loan folders containing the scanned files reduces chances of misplacing important documents.
• The opportunity to perform quicker, performance-linked, analytical electronic audits.
• Eliminating document copying requirements and manual file search — resulting in quicker retrieval of desired documents.

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145 Comments »

  • Mhunter said:

    have never thought about it that way before… thanks for sharing. As more education about the value proposition behind going electronic is discovered, the movement toward paperless processes and eventually electronic mortgages is accelerating. A recent study conducted indicates that those lenders currently engaged in adopting emortgage technologies are growing at a faster rate than most expect. The study conducted by imaging and collaborative workflow vendor Advectis here surveyed over 60 organizations including 10 of the top 20 lenders and five of the top 10 lenders.

  • detox kits said:

    Thanks for the information. I’ll keep it in mind.

  • Insurance Agents said:

    First of all thanks a lot for the useful and informative post. I have to admit that I am very interested in mortgage companies and their work. I really want to stat my own business in this sphere but I do not known if is worth to start it now, when financial crises have not finished yet. Maybe someone could express his or her own opinion about this question? It would be really interesting to find out other people opinion about that. Thanks a lot one more time for the useful information about mortgage business and I will be waiting for more such an interesting posts like this one from you.

  • Jay said:

    I think more people are finally starting to get on board with the idea of a paperless office, and scanning their documents into a searchable system. My company finally hopped on the train a few months ago and signed up with ScanMountain.com. It’s been great!
    Their functionality pretty much matches what this article is talking about. We can search our files anywhere (since the database is online), email files to clients, and the files are safe from natural disaster since they aren’t in the same location. (sorry, just thinking of poor Nashville).

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    I am so glad that I have found this post about mortgage companies indeed. I have to do a little research in my university about such kind of companies and the information which you have shared for me would be really useful for me. Reading this post I have known so many new things about mortgage and its companies which i have not known before. Thanks a lot one more time for the great and informative article!

  • essay writer said:

    It’s very interesting that mortgage uses paperless ways for documents. But can it be some fraud? Using Photoshop or something like that? I think that can be dangerous in some cases.

  • Laura Morton said:

    Going paperless is great. And if this technology means that we can clear the backlog of foreclosures, whoopee! My concern is security and fraud. How do we prevent corrupt employees from selling this information to criminal. The crooks can scan fraudulent documents and compromise the system.

  • auto insurance michigan said:

    “Going paperless is great. And if this technology means that we can clear the backlog of foreclosures, whoopee! My concern is security and fraud. How do we prevent corrupt employees from selling this information to criminal. The crooks can scan fraudulent documents and compromise the system.”
    I agree with you.

  • pronostic coupe du monde said:

    Bonjour et merci pour les information bonne continuation

  • writing term papers said:

    A lot of mortgage companies are now projecting themselves as being able to provide a quicker turnaround time – great fact I must admit!

  • batterie said:

    The crooks can scan fraudulent documents and compromise the system

  • Locations for Business france said:

    If these documents are not properly scanned then how could one know the correct owner.

  • Mark Sanders said:

    A very interesting post but like many others my main concern is security, I think we would need an industry wide solution to this to ensure the integrity and security of such sensitive documents.

  • batterie said:

    I think that can be dangerous in some cases.

  • Steve Herb said:

    Oh, come on! Everything for decades has been switched over. Mortgage closing docs even state electronic signature to be valid. Everything in the financial industry is on a computer file. Now you say originating docs. never got scanned? . I’ve been requesting original docs for a year and half and been given several excuse as to has them and where they are. It’s fraud just buying time.

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  • james@farmville secrets review said:

    The mortgage companies have to do so…because those documents are related to their direct costs.

  • frases para orkut said:

    There is no doubt that the mortgage industry is in a state of transition. To overcome obstacles and survive the market turmoil, lenders must face the realities of the market and evolve their processes to become efficient and profitable as possible. In recent years, an increasing number of mortgage companies have pledged to go “paperless.”

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    I think that can be dangerous in some way !!

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  • Mortgage-Mod-Monster.com said:

    I encourage all my customers to mail all documents cert mail, return receipt requested. There are too many stories about lost faxes

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    The study conducted by imaging and collaborative workflow vendor Advectis here surveyed over 60 organizations including 10 of the top 20 lenders and five of the top 10 lenders.

  • document binders said:

    Importance of scanning has increased many-fold in corporate world because it preserves the most important element of business i.e documentation.It not only preserves but also provides convenience of mobility ,you can send the same document in a scanned form to hundreds even thousands of people in flash of a second ,which is not possible if you send these document in physical form to different sources.Thanks for writing such a valuable post.

  • easy qualify payday loans said:

    I’ve been looking at the ScanSnap for some time now, but all the comments I’m seeing leave me somewhat confused. I currently use a flatbed CanoScan LiDE 500F with my PowerBook and it works great! I put my documents on the platen, hit the “PDF” button and the application automatically launches and scans my doc with my preferred settings (200 dpi, grayscale).
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  • Paul@MP Interior said:

    Scanning is one of the easiest way in locating document. It is easier to organize data because of the aid of the server.However, the risk of changing important data is relatively high because it can be hacked.

  • Hydor Koralia said:

    This probably important for any small business to do as it saves paper. You can also search through the scan for any keyword in the document.

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  • Circulator Pumps said:

    Very interesting post. Been reading a lot about mortgages lately.

  • Pex Tools said:

    Is the homeowner being charges extra for the scanning?

  • Pex tubing said:

    That’s a great idea. Surprised they didn’t scan the documents earlier.

  • Pex Pipe said:

    Can’t believe they are loosing paperwork. How was it done before computers?

  • Pex Plumbing said:

    Would this make the closing process easier?

  • funny online said:

    This probably important for any small business to do as it saves paper. You can also search through the scan for any keyword in the document.

  • forklift training info said:

    foreclosures, whoopee! My concern is security and fraud. How do we prevent corrupt employees from selling this information to criminal. The crooks can scan fraudulent documents and compromise the system.”

  • Venapro said:

    The very informative article about “Mortgage” I will keep in mind. The last point “Paperless Medium” I really like it, thanks for telling such a basic things

  • CIMA said:

    I supposed that mortgage companies have to do so and the reason is those documents being related to their direct costs.
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  • ACCA UK said:

    I’m sure that currently the best way to get a mortgage modification is to DIY and beat your bank with their own stick! This is a spectacular foreclosure defense. And I’m deadly sure about it.

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    This is the first time I came to know this.

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  • Joy said:

    While trying to refinance my mortgage, the bank kept reporting that documents had been lost! How outrageous, in the year 2010!
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    Would you believe that my bank just demanded another set of profit and loss statements from my business because they could not find the original documents that I submitted? What a world!

  • las vegas house rentals  said:

    A number of mortgage companies turn into projecting themselves as being fortunate to make a quicker turnaround time —Such an amazing and notable fact that I must admit!!!

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    Thanks for making people aware of loss.

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  • Charli Arek said:

    In order to scan each and every document immediately a mortgage companies always sees to it that those important documents of their clients are synchronized and stored properly. Through that they can provide faster and more efficient service to all people whom have trust in their mortgage company. Thanks for sharing this post, I have gathered new information today and would like to hear more from your other posts in the future.

  • Ferko Vass said:

    Thanks for sharing this up, learning new things about mortgages is a very helpful thing for me. I am an owner of a newly built company and I’m eager to know more advices about it. I admit i still have this fear of making this business grow but i think with proper help of the experts i may handle it well. For my opinion frequent scanning of mortgage document is one of the most helpful move to make a mortgage company updated in every transaction they make each day. The more updated a mortgage company is, the more reliable and well-organized the service will be.

  • Condoléances said:

    A very interesting post but like many others my main concern is security, I think we would need an industry wide solution to this to ensure the integrity and security of such sensitive documents.

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    Mortgage documents are more important one for transaction and other facilities

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    Mortgage companies are now projecting themselves as being able to provide a quicker turnaround time for mortgage processing.To make this a reality, it is vital that a major portion of post-loan documentation is conducted via transmitting/accessing records that have been electronically saved.

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    They not only do not want you to pay out off your home loan early but they haven’t been spreading the information among their mortgage loan brokers

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    Not only for mortgage companies, but for all the business out there, it’s really important to scan documents for a safe and secure reason…

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  • Attorney said:

    It is to avoid imitations and faking on document status. It is very important especially to those confidential ones. Because we are on high-tech mode it is easy to imitate such data so it is essential to undergo scanning.

  • Spanish Lighting said:

    While your situation is frustrating, they are not obligated to give you the modification. And with THOUSANDS of people in the same situation they are overwhelmed with such requests.What I am trying to understand is where you will get all the money to sue them but you haven’t the money to pay your mortgage note…..

  • marble fireplace said:

    First off, a modification is NEVER an entitlement. No one is EVER under ANY obligation to EVER modify a legal contract unilaterally. Second, there is no such thing as a valid verbal contract involving real estate..

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    Mortgage companies are now projecting themselves as being able to provide a quicker turnaround time for mortgage processing.It is vital that a major portion of post-loan documentation is conducted via transmitting/accessing records that have been electronically saved.

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  • joe lund said:

    Seems like a no brainer to me as far as record keeping goes, I mean I am pretty sure insurance companies do this as well.

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    I dont know how that is even a question, i mean come on its common sense, without record how can you prove anything.

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    Mortgage documents should be scanned so that if the original is lost or misplaced than the scanned document can work as a proof.

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    Keeping safe original documents is very important!

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    Most large mortgage companies are pretty similar you will pay fees for the loan, a way the US Government allows banks to make money back, then the bank will issue a loan depending on your credit. If you have missed any payments, prepare to continue getting screwed, you have screwed the banks and now they will screw you.

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    Homeowners often demand that the lender provides original documents that contain the financial history, The simplest solution lies in scanning such security notes and electronically storing them in the form of scanned images.

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    To scan mortgage documents because people doing fraud and giving wrong documents so having record is very necessary in mortgage….

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    For my opinion frequent scanning of mortgage document is one of the most helpful move to make a mortgage company updated in every transaction they make each day. The more updated a mortgage company is, the more reliable and well-organized the service will be.

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    That plus the fact that those mortgage papers are like 18 inches in length. It’s impossible to fit them into any standard filing Cabinet.

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