Document workflow efficiency has been a hot topic for some time, but digitising them is a relatively new process that has gained popularity over the past couple of years with the introduction of GDPR and working from home during the pandemic.
This is a service we offer to a variety of our clients, in particular Go2Mortgage and its parent company Barlow Irvin Financial Services, who we have worked with for four years overall and have digitised their workflow over the past six months (April 2022).
The team rents our best-selling A3 Olivetti MF254 d-color machine, taking advantage of our Managed Print Service offering. Through the Managed Print Service, we provide them with maintenance, backup and regular support.
Go2Mortgage’s previous admin workflow
Previously, during the mortgage application process, the team at Go2Mortgage needed to scan and make copies of a variety of ‘proof of identity’ documents, such as bank statements, birth certificates and utility bills. The team has to certify that these documents are the true likeness of their client and physically sign them before sending them to lenders.
The documents can only be signed either by Gary, the Director, or one of the two members of the advisor team. Previously, the admin team would print a document, stamp it and pass it to Gary or the advisors to sign.
Before working with Copy Print Services the team had a rubber stamp with the text "I certify this is a true copy of the original and/or a true likeness of the applicant”, which was then physically signed and dated.
This process might not seem like it takes a huge amount of resources when considering the time it takes to sign one sheet, but with the number of documents the team have to submit per client, plus their overall number of clients, this soon builds up.
This process was taking around half a day of admin per month, equal to six days per year spent on just signing documents.
How we helped a mortgage broker with their document workflow
After speaking to the team about this challenge, we were able to create an overlay that does this for them. The team at Go2Mortgage showed us their workflow process and sent us scanned versions of the three authorised signatures. From there, we were able to remotely create a template that could be used on all documents.
Now, when scanning in proof of identity documents, all the team needs to do is press two buttons and the statement of certification, date and signature is overlaid. A digital copy can then be sent straight to the brokers, cutting out several steps and use of paper.
It also means the admin team can submit applications without having to wait for the advisor to come into the office, which especially helps now that the team works from home on certain days.
The team’s workflow process is now more secure as physical documents are not at risk of being lost. This helps the team to adhere to data protection policies.
It’s great for us to work with other local, Bolton-based businesses and continue to support each other.
It also means the admin team can submit applications without having to wait for the advisor to come into the office, which especially helps now that the team works from home on certain days.
The team’s workflow process is now more secure as physical documents are not at risk of being lost. This helps the team to adhere to data protection policies.
It’s great for us to work with other local, Bolton-based businesses and continue to support each other.
Gary Oxborough, Director, said: “Having worked with Copy Print Services for a number of years, I was chatting with John and mentioned that most of our printing was due to the requirement to certify documents and how much time this took.
“John suggested they should be able to help with that and put together a solution for us. Certifying documents has always been a laborious job for us and has become more of an issue since our team started working more remotely.
“I had been thinking that we needed a more efficient way for a while. We have now saved many hours of administration and advisor time with this process, which is appreciated by the whole team as signing numerous documents certainly isn't anyone's favourite job.”
How Copy Print Services can help you digitise your workflow
Consider how much time you currently spend on admin work that could be made more efficient; whether that’s scanning, printing or signing - this time adds up over the months.
In an initial consultation with us at Copy Print Services, we’ll chat through your current workflow and offer solutions for how we can help your team spend time on the more valuable tasks.
We can work with you to create overlays and other forms of digitisation in an efficient manner. Get in touch today and find out how we can help you to work better.