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LOS Paper Archive is a simple to use document archiving system that was built from the ground up from input provided by Mortgage Brokers. When questioned about what document archiving software should offer them, here is what they requested and some advice they offered.

• It needs to be easy to operate; I don’t want to spend a lot of time training my employees on how to use it.
   
• I don’t have a full time IT person on staff, maintenance needs to be minimum. I certainly don't need another database to manage
   
• Not many but some of my loan files are hundreds of pages long I don’t want to have to wait for a large file to open and then search through all of the pages to find what I am looking for.
   
• If you want to be able to resell this it needs to be something that is affordable. Most brokers have 10 or less employees and they cannot afford to spend a fortune on software.
   
• The systems I have looked at seem to keep everything separate. If income documents come to me at three separate times I don’t want to have to open three files to look at them.
   
• When new documents need to be added to a file I don’t want to have to open that file and scan pages into it. I have done this and it take to long. It needs to have a way where the pages are automatically added to a current file.
   
• I want to be able to e-mail a section of the file.
   
• The loan file should be organized into sections that relate to how I run my office.
   
• My copier has a scan option on it and I want to use it as my scanner.
   
• When finished with a loan file I want to just drop it in a scanner and have it filed away automatically. I don’t want to have to create a file folder, name the file, and separate the loan file into sections so I can retrieve the section that I want.
   
• Most of my documents come in via fax and I don’t want to have to print them and then scan them, after all they are already electronic.
   
• Calyx Point is what I use for my LOS Program and my faxes come in centrally. The system needs to have a way to add these faxes without printing them, and it needs to have a way to send an e-mail to the loan officer and processor telling them that the document has arrived.
   
• I use Calyx Point and when the mail comes in I want someone to scan it in and have the loan officer and processor notified of its arrival.
   
• I want the loan officer to be able to add e-mails and attachments such as Appraisals that come in electronically, I cannot understand why they need to be printed and scanned first.
   
• My loan officers should not have the ability to delete the files once they are in the system.
   
• I’m thinking of changing my LOS Program and I don’t want to have to repurchase the software to archive my documents.
   
• I am tired of having to purchase a software license for each employee. It should be based on the hardware it is operating such as the scanner or copier.
   
• I am scanning my documents in now and I see the advantages of it; however, I need an easier way to do it so as my business grows others can do it as well without me having to spend hours training them.
   
• I’m not a large broker, I don’t even have a file server and I want to be able to use it.

Three versions of software were developed from these requests. LOS Paper Archive SV (Scanner Version) LOS Paper Archive MFP (Copier Version) and PLD File. All versions are similar in their operation.

The primary difference between them is that LOS Paper Archive (MFP) supports batch processing using pages with a barcode printed on them to separate document sections. These pages can be scanned on a copier and the processing of the images is automatically done in the background. This allows the user to walk up to the copier, scan a document and have it automatically added to the system.

LOS Paper Archive (MFP) can be used with a scanner as well to do batch processing. This makes it ideal for scanning back files as all of the document indexing is done from the separator pages. With the indexing being automatically done the user can just continuously feed documents into an Automatic Document Feeder never having to stop and name the files or add index information to them for retrieval.

PLD File is similar to LOS Paper Archive SV with two differences, it only works with Calyx Point©, and it has the ability to notify the Loan Officer and Processor of a documents arrival. This makes it idea for offices where faxes and mail come in centrally and are distributed. With PLD File a clerk can distribute the mail electronically and have the Loan Officer and Processor notified automatically of its arrival.

How it works Step by Step

A Menu appears on top of your LOS Program

The user selects what they want to do and then they are prompted step by step to carry out the Process

Adding a Document with a Scanner
All Versions
More Details

• Step 1: The users goes to the client's file in their LOS Program

• Step 2: The user clicks on an Icon residing on their Quick Launch Bar and a menu appears on their Screen.

• Step 3: The user selects Scan File

• Step 4: The User Selects the Document Type from the Drop Down List and Clicks on Continue

• Step 5: The Users Scanner Interface opens, they Click on Scan and the Document is added

Adding an Electronic Document (fax e-mail etc.)
All Versions
More Details

• Step 1:The users goes to the client's file in their LOS Program

• Step 2:The user prints the document to the eDocFile Printer Driver - (nothing prints - the file is converted to an image) The Document opens in a New Window displaying the document

• Step 3: The user clicks on an Icon residing on their Quick Launch Bar and a menu appears on their Screen.

• Step 4: The user selects Electronic Capture

• Step 5: The user selects the document Type and clicks on Continue The users Window will change to the Document being added

• Step 6: The user closes the Window displaying the electronic document. At this point the file will automatically be added to the archive.

Adding an Appraisal that was received via email as a PDF
All Versions

• Step 1: The users goes to the client's file in their LOS Program

• Step 2:The user clicks on an Icon residing on their Quick Launch Bar and a menu appears on their Screen.

• Step 3: The user selects Add PDF Appraisal

• Step 4: The User browses to the Appraisal File for the client and selects it

• Step 5: The file will automatically be added to the archive.

Adding a Scanned Document From a Copier Using Separator Pages
LOS Paper Archive MFP Version only
To use Barcode Separator Pages
More Details

• Step 1: The users goes to the client's file in their LOS Program

• Step 2: The user clicks on an Icon residing on their Quick Launch Bar and a Window will open

• Step 3: The user selects a cover page to be created for the document section from the drop down list displayed or they can create a set for the entire file. Once selected the user clicks on Continue, Adobe Arcobat will open with the cover pages

• Step 4: The user prints the cover page and places it on top of the document to be filed and scans it with their copier to a destination defined on their copier. LOS Paper Archive will check the destination folder on a scheduled basis. When a document is found it will automatically be added.

Retrieving a File
All Versions
More Details

• Step 1: The users goes to the client's file in their LOS Program

• Step 2: The user clicks on an Icon residing on their Quick Launch Bar and a Window will open

• Step 3: The user selects the Document Section or Sections and Clicks on Continue and the Document is Opened

The Document is returned as a book marked PDF with the sections selected.

Adding a Document and sending a Notification - Calyx Point© Only
PLD File
 

The Steps are the same as for adding images from a scanner or Electronic Documents the e-mails are automatically sent to the Loan Officer and Processor assigned to the file in Point.

Three Versions of LOS Paper Archive

Purchasing
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	NAMB Members Discount
	Per agreement with the National Association of Mortgage Brokers, purchase LOS Paper Archive either version or PLD File and eDocFile will pay for a Professional/Broker membership for one year in your State Association. Contact eDocfile for details as certain restrictions apply.
	LOS Paper Archive SV (Scanner Version)*	$1595.00
	LOS Paper Archive MFP (Copier Version with Barcode Recognition)*	$1995.00
	PLD File*	$1795.00
	Press View Cart When Ready to Check Out Upgrades and Technical Support Policy There is no charge for upgrades. Software comes with 90 days technical support which includes online installation assistance if requested. After 90 days, technical support is $90.00 per hour. Optionally a one year service contract can be purchased at 20% of the retail price of the software.

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eDocfile, Inc. is not affiliated with or endorsed by any software company that produces loan origination software, the above mentioned LOS products have registered trademarks that are owned as follows.

Calyx Point® is a registered trademark of Calyx Software, Encompass® and Genesis 2000® are registered trademarks of Ellie May Inc., Pipeline® is a registered trademark of Pipeline Solutions Inc., Byte LOS® is a registered trademark of Byte Software Inc.