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The most basic electronic repositories are not designed to be industry specific and usually do not lend themselves well to managing bank loan portfolios. Loan portfolio management is quite specialized and requires a user-friendly interface since lenders and other non-technical users are often the main user group. Presently, bank specific repositories are offered by bank core providers as well as by third parties. Key features in a good bank specific repository will include the ability to deal with multiple/cross collateral loans, related entities and multiple guarantors. The repository should have the ability to hide employee loans through security features while still remaining extremely user-friendly. Some systems have the ability to set up demographic information as well as the various collateral and loan types with all appropriate tabs automatically through a nightly download from the banks core software. Advantages of a basic document repository system versus paper is that documents are available at the time they are needed and since the documents are immediately scanned after booking the loan or later receipt they are much less likely to be missing or lost. Some banks that employ a basic system will often continue to maintain a dual system with their paper-based process. They will also continue their independent tickler system that may be provided by the core, another vendor or an inhouse built system, usually an Excel spreadsheet.
banking regulators for not being more proactive in their identification of problems in banks before they became critical to the point of banks failing. Between January 1, 2009 and July 31, 2009 sixty-nine commercial banks have been closed in the US. In addition two corporate credit unions and one individual credit union have been placed in conservatorship. When the heat is turned onto the regulatory agencies then banks also get burned by increased oversight, more regulations and constant monitoring of policies and procedures. There are many reasons why financial institutions fail: lack of capital, asset quality, liquidity, etc. But for many failures the underlying factor was the inability to properly manage their loan portfolios and to identify problem credits early. Advanced loan document and imaging applications incorporate automated processes to enable loan support staff to prepare for audits and examinations more efficiently while shortening the amount of time and research required when the programs and applications are properly maintained. These applications should have integrated into them loan document and policy exception detection processes that proactively identify and report them so that they can be corrected as a best practices measure and definitely before the exam begins. Digital management of the loan portfolio means that exceptions can be resolved immediately and efficiently. Preparation of audits and exams can now take a few hours instead of days. Examiners and auditors see many positive ramifications of a digitally managed document system: consistency in loan file tab layout; less travel and out-of-office hours when requested loans are presented on a CD or DVD; less time poring over paper files with missing or misfiled documents. For a banker it means less time the examiners and auditors are in the bank. A fully integrated digital loan portfolio management system will accumulate and organize all of the required data for a successful loan review.
identify what changes need to be made. The basis of any investment decision must always start with the question of what problem the bank is trying to solve and to compare that solution with the potential value and risk involved with migrating to an improved system. One typically focuses on the processes and more importantly the potential process that the bank is contemplating. A needs analysis will guide the bank through the process of identifying the current processes and will reveal the unsatisfactory processes the bank wants to improve. Then by prioritizing the needs, the outcome will assist in developing a more clear roadmap for the bank to follow to determine the level of document imaging and portfolio management it needs to solve its problems and will make the vendor selection process easier. A good match would require the vendor selected to satisfy all or at least most of the requirements that the bank has developed. No matter what the level of application, each contains its specific value proposition. If a bank is intending to make accessibility of documents its main objective, then a non-industry specific may be a good match. The same application may fail if the bank is intending to track multiple/cross collateral as well as policy exceptions and officer notes. A bank will need to determine what level of application will provide the most assistance in the audit and examination process. Typically, the more processes within a loan management application the bank is integrating the greater the value proposition. Earlier in this document we mentioned that benefits will be derived in not only compliance and efficiency but also tangible and intangible costs. We will now discuss in more detail the tangible and intangible benefits. Tangible cost benefits are typically tied to the physical aspects of setting up loan files, storing loan files and moving paper documents from one location to another. These measurable costs include: Physical space cost: Space savings depend largely on the physical location of the files. Some files are kept in vaults that would be challenging to convert into usable office space. If files or a portion of the files are housed in file cabinets within the work space then the ability to convert the storage area into productive work area exists. Accessibility of documents: Paper documents can be in only one location at a time. Accessibility to documents can be broken down into several needs. A bank with several branches needs to identify the costs involved in moving files from the branch to the main office. Labor costs will be included in the amount of time needed to set up new paper files; filing new documents when they are received; following up with users who have not returned files; locating missing or misplaced files; making copies of files for internal users who request them; archiving items for off-site storage and the cost for off-site storage services and then finally making room for a growing inventory. Travel of documents or people: In a centralized loan management environment, all loan files are housed at one central location. If paper loan files are requested by a branch they are most often delivered by courier. At some banks, the files are copied first or scanned and emailed. In a de-centralized environment, each branch houses their loan files and auditors will have to travel to the various locations
to perform loan reviews. Sometimes the branch will ship loan files that are needed for the audits to the centralized location for auditing. File cabinets and file folders: The most obvious and easiest to cost benefit to calculate is the cost of file cabinets and file folders. These costs are directly related to loan portfolio growth and new branch openings. New file folders are needed because each new loan is housed in a new file folder. Intangible costs are real costs that are not easily calculated but still have an important impact on the banks decision to make changes. Intangible costs include: Mitigating the risk of manual ticklers: Banks that manage their loan portfolios with paper are forced to utilize separate manual ticklers and reporting that are not tied directly to documents, exceptions and tasks. Seldom are these manual ticklers in sync with the contents of the paper files. This forces banks to deal with the effects of having missing documents because they were not added to manual ticklers or the opposite effect when the tickler reports missing documents that are actually in the file but were not removed from the tickler when the document was received and placed in the file. The costs can be staggering when the document in question was not perfected or is missing an insurance certificate in the likely case of a claim. Non-standardized loan document structure: Unacceptable variations can be detected in document setup by lenders, loan administration staff, branches, regions and charters with the same loan type. This can cause embarrassment and unnecessary criticism by auditors or examiners since the requested document may actually be in the file but in a different location than expected. Disaster prevention and cost of destroyed or damaged documents: Disaster prevention or recovery is almost impossible with paper documents. They can only be at one place at a time. Fire and water can destroy entire loan portfolios that cannot be recreated. Floods and other disasters have shown how quickly they can create great havoc. And what bank has not lost individual documents or entire loan files at one time or another? Not being customer service oriented: As mentioned earlier, a paper document or loan file can only be at one location at a time. With a centralized loan management system it often means that when a customer approaches a loan officer at a branch with a question, the file cannot be accessed.
Conclusions
When comparing the expense of installing a new document imaging system to the tangible and intangible savings of moving from a paper system, the costs can usually be recovered in one year depending on the level of the sophistication of the new system. The first year will be the most expensive for acquiring and implementing the new system. Costs will typically include the expense of buying a server and scanner, the initial software and the internal labor 7
costs of scanning the banks present loans. But after the first year, ongoing costs would be for support and the occasional hardware upgrade. It will take up to one year to fully exploit the savings of any new system. To reiterate, the savings will be comprised of administrative labor, lender labor, reuse of filing cabinet space, elimination of travel for loan review and the elimination of file folders. Internal bank labor, both for administrators and lenders, comprise a substantial amount of savings. And even though they are primarily fixed costs, the savings will enable the bank to continue growing without adding FTEs.
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