Banks, credit unions, lenders, advisory firms
Loan files, signature cards, CIP records and client agreements, filed by loan and account number the day they are scanned, kept on the schedule your board approved, and found before anyone has to ask twice.
In a community bank or credit union, the same customer's paper passes through all of these hands. Each desk files it its own way, and that is where things go missing.
Loan processors, closers and the post-closing team
You chase the last pay stub, check the file against the lender checklist, and ship it to the investor or the vault. A file is done when every page is in it.
New accounts reps and branch operations
Every account you open leaves paper behind: a signature card, ID copies, the account agreement, and for a business, the beneficial ownership certification. Someone always needs one of them later.
BSA officers, compliance officers, internal audit
You answer to examiners and auditors. You need customer identification records on request, and the most sensitive files seen by almost no one, with proof of who looked.
Operations associates and chief compliance officers
Client agreements, account applications and risk profiles arrive from every advisor in a different way. When the SEC exam letter comes, they all have to be in one place.
Where it breaks
The paper usually came in. It went into the wrong folder, under the wrong name, or onto the wrong retention clock.
Examiners pick thirty loans. Two files are missing the flood determination. The forms exist, saved under a borrower name in a processor’s scan folder, and nobody finds them until the third day of the exam.
A member disputes a withdrawal on a joint account. The signature card is in a filing cabinet two branches away, and the teller line is waiting.
Closed-account CIP copies go out with the annual shred because the box was dated by year opened. Or ten years of statements stay forever because nobody is sure which ones can go.
A client signed an updated advisory agreement last spring. The only copy is an email attachment in the inbox of the advisor who left in August.
Content Central for lending
Set up a loan file once: the document types that belong in it, which ones are required, and the loan number they share. From then on, every document filed with that loan number joins the file by itself, whether it was scanned at a branch, emailed by the borrower or picked up from a shared mailbox.
Each file shows Complete or Incomplete, with the missing documents listed by name. A scheduled report lists every incomplete loan file, so post-closing works from a list instead of a hunch.
When the file is complete, route it as one item: to underwriting, or to a loan committee that approves by majority vote, with deadlines and reminders so nothing sits. Approvers can confirm with a PIN, and every decision is logged.
The rules behind the records
Your compliance team and counsel set the schedule. Content Central keeps to it, and records who changed it.
Protect customers’ nonpublic personal information and limit who can see it.
AdemeroPermissions by document type and even by field value, so each branch sees its own customers. Users can be required to state a reason before opening a file. Active Directory, SAML sign-on and MFA.
Keep customer identifying information for five years after an account closes, and SAR supporting documentation for five years from filing.
AdemeroA retention schedule per document type, plus per-document overrides for records whose clock starts at closing. SAR files limited to the few people who need them.
Keep credit applications and related records for 25 months after notice of action taken on consumer credit, with shorter periods for some business credit.
AdemeroLoan applications and adverse action notices filed by loan number, each on its own schedule.
Keep the Closing Disclosure for five years after consummation, and evidence of Loan Estimate compliance for three.
AdemeroCapturePoint 6 recognizes Loan Estimates and Closing Disclosures at the scanner; Content Central keeps each on its own schedule.
Run a records preservation program, with vital records you can get back after a disaster.
AdemeroOne searchable library, in the cloud or on your own servers, and a full export of every document and its index data whenever you want it.
Advisers and broker-dealers keep books and records for set periods and produce them promptly.
AdemeroRetention by record type, version history on every document, and an audit trail of every view, change and search.
Each document type carries its own retention period and a destruction run on the day and time you choose. A Retention Policies page shows what is due to go, and any document can be held past its date.
How retention policies work
CapturePoint 6 at the branch
CapturePoint 6 splits the stack into documents, works out what each one is, reads the numbers and names that matter and names every file. Point it at a folder of your own loan applications, Loan Estimates, Closing Disclosures, pay stubs and W-2s and it sets up the job from them. Its AI runs on the branch PC, so nothing leaves the building to be read.
Every document anyone confirms teaches it, and after steady use most packages need no review at all. Finished files go to Content Central with their data, or to folders, SharePoint or OneDrive.
No sign-up. Download it and start using it today.
What it reads on a loan package
A worked example
Monday
Loan operations types each sampled loan number into Packet Search. Twenty-eight files show Complete. Two show Incomplete, with the flood determination listed as missing.
Tuesday
The two flood forms are scanned at the branch. They carry the loan number, so they join their files on their own and both packets turn Complete.
Wednesday
Deposit operations runs a saved search for accounts opened since the last exam and exports the result list to Excel for the examiner’s sample.
Thursday
The BSA officer opens the customer identification files. Each opening asks for a reason, and the reason is kept in the file’s history.
Friday
For the follow-up request, each sampled loan file is merged into a single PDF, in document order, ready to hand over.
Yes, if you choose. Content Central runs in the cloud or on your own Windows servers, your choice. Either way your staff use it in a web browser. CapturePoint 6 reads every page on the PC next to the scanner, so loan files are never sent anywhere to be read.
Content Central can look up values from any ODBC database, for example to fill in the borrower name when someone enters a loan number, and it has API connections for document delivery and lookup. Tell us which systems you run and we will show what fits in your demo.
Set the documents to Retain Indefinitely. That overrides their retention schedule until you remove it, and Content Central records who made the change.
Yes. Each branch scans with CapturePoint 6 or straight from the browser, and every document is filed into the same library by loan or account number. Permissions by field value can keep each branch to its own customers.
The same tools cover the back office. CapturePoint 6 reads vendor, dates, totals and every line item and flags a line whose quantity times unit price does not match its amount; it reads name, business name, tax classification and TIN from W-9s. Content Central then routes invoices for approval and exports approved bills to QuickBooks, Sage 50, Sage X3, Workday or Epicor.
Ademero has built document software since 2002 for more than 1,000 organizations. Fortune 500 companies and government agencies put it through their own security reviews every year.
Free live demo
Book a free demo and we will show you around, answer your questions and run your real paperwork through it. No cost, no pressure.
