SCANNING AND FILING CLIENT DOCUMENTS



SCANNING AND FILING CLIENT DOCUMENTSClients are required to submit a variety of documents when participating in the Debt Management Program (DMP). These documents include, but are not limited to the Debt Management Program Agreement (DMA), ACH Authorization Form (ACH), Limited Power of Attorney (LPOA), account statements, proposals, budgets, letters to the client, letters from the client, etc. These documents are posted to the client’s DMP account for record of all correspondence and transactions. Any representative working on a particular client’s account may access the documents for review in Credit Soft at any time. It is the responsibility of the Office Support Department to scan and file client documents daily.Checking the Documents for AccuracyCheck the document (POA, DMA, Addendum, Proxy or ACH) for all signatures, missing pages and Bank account information. If everything is satisfactory, go to Credit Soft and verify all names. If there is a co-client in program, Information will be under “Co-Applicants” in the bottom menu.Then scan documents, making sure all signatures are visible. Next, upload all documents to the document repository and file in the designated file cabinet to store for 90 days.Enter a comment in Credit Soft that this information has been received. The DMA is incomplete when there are missing pages (except for the signature page). Scan the signed page(s). Download the original document as sent to the client from the document repository. Using Adobe Acrobat, replace the unsigned page with the signed page. Save and upload to the document repository.If the document is an older version, Quality Assurance needs to print out the archived documents for us and return to OS for scanning. Comment, scan, and file.The ACH form is incomplete if there is no signature. Make a comment in Credit Soft advising that document was incomplete.If the client e-signed documents, a check will appear in the far right next to the document name in the repository. To view the e-sign document click file name. Proxy Form/Consent and Authorization to Disclose Account Information or Clients Durable Power of AttorneyWe need the name of proxy/agent, last four of social security (to verify the proxy) and relationship to the client. The client needs to sign the document, not the proxy.Open Credit Soft. The Proxy Info is under contacts in bottom menu.Update the Proxy information. Comment, scan, and file.Add Co-Client If a Co-Client was added to the Power of Attorney, give it to the OS supervisor to update the information (Name, DOB, Soc Sec#) in Credit ment, scan and file the LPOA, and hold on to it for 90 days. After 90 days dispose of LPOA into the recycling bin.Scanning DocumentsMake sure all documents have been prepped with the client ID written at the top of each page and that all staples and paperclips have been removed.Sort documents that are the same number of pages and/or single/duplex. (For example, sort all one page/one sided documents together, all two page/one sided documents together, etc.)Using a USB Flash Drive in the copy/scanning machine, scan all documents. To ScanPut a sorted group of documents in the document feeder. Insert USB Flash Drive in copy/scanning machine. Wait for “Information” screen to pop-up.Select “Save A Document to External Memory”If the documents are double sided, select Simplex/Duplex and select 2-pagesSelect PDF. Under page setting, select page separation and enter the number of pages each document is. Click OKPress Start button to start scanning Once scanned, remove documents and USB flash driveTo Select:Select “Computer”.Select “OS Drive”.Select “Office Support Folders”.Select your personal folder.and select “OK”.Stamp each page with the red “scanned” stamp.Put documents into either mailboxes or shredder.Ready to scan Multiple Pages:Click “Create” (upper left corner).Choose “PDF from Scanner”.Choose “Custom Scan”.Place paper in scanner facing down.If document has Both sides drop down menu “Sides” should say “Both Sides”.Select “Scan”.Save document to your personal file:Select “File” in the top.Select “Save AS”.Select “Computer” in the left menu.Select “OS Drive”.Select “Office Support Folders”.Select your personal folder.Title all files as appropriate titles.Titling DocumentsOpen personal folderSelect “Computer”.Select “OSDepartment Drive”.Select “Office Support Folders”.Select Personal folder.Once you are in your folder you need to name all the uploaded documents the appropriate titles.DMA, POA, ACH, CAAP, Proxy, Authorization FormClients ID, Spell out the full name of document (3031234 Power of Attorney) Proposals and StatementsClients ID, Creditor last four accent number StatementClient ID, Creditor last four account number Proposal(3031234 Bank of America 4567 Proposal)Balance, Termination, completion letters from creditor.Clients ID Balance/Termination/Completion letter, Creditor last four of account number.(Clients ID Balance/Termination/Completion letter Regarding Bank of America 1234) Filing Scanned DocumentOpen “Credit Soft”.Select “Correspondence” from top tool bar.Select the “Import Documents” icon.Select “Import Files” in the top left corner.Select all documents from personal folder.Select “Open” Uploaded documents will appear.In box next to “Created By:” put your first initial with full last name.On the same line to the right select “Filter” this will show only your uploaded documents.In the box to the right, choose the document type by clicking the magnifying glass to the right of the “Document Type” box.Double click document typeBudget DMA EFT MISC LPOA H-signed Proposals StatementsState Add-AccountACHProxyWhere it says “Link To” choose the magnifying glass.“Advanced Client Search” box will appear.Enter client ID in “Quick Search” select “Go”.Select Save.If the client is a “Lead Client”, all steps are the same except in the box next to “Link To” change from “Client” to “Lead” in the drop-down menu, then you can enter clients ID. Once documents for “Lead Client” are filed, email Ken Mohammed, CC: Allen Amadin, Sandra Castellano, and Allyssa Young. Disposal of Original DocumentsPlace original documents that have been scanned and filed into the appropriate mailbox or bin.Budgets – Recycle BinDMA – Recycle BinACH Form/void check – ACH MailboxPOA – Hold for 90 days, then put in recycle binProposals – Give to Client Services Manager or SupervisorStatements –Shred Bin Add Account Forms – Scan only; open a CS-Add Acct in Credit Soft. Shred once scanned.Client Notes – Client Service Mailbox ................
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