mortgage document management outsourcing

Banks, credit unions, and lenders create many consumer lending documents as part of the loan process. These communications and statements must be printed and mailed compliantly, protecting the personal data within them. As a result, there is considerable time, cost, and effort to deliver these accurately and securely. It can be an operational nightmare, but you can alleviate this by outsourcing many types of consumer lending documents.

In this post, we’ll cover mortgage document management outsourcing and the things you can outsource to a transactional print and mail company and the benefits such a relationship yields.

Mortgage Document Management Outsourcing: What Can You Outsource?

Consumer lending includes any loan made to a person, including home, auto, HELOC (home equity line of credit), and personal loans. At the beginning of the term for the loan, you must produce and provide disclosures and loan documents. Once the transaction is complete, you then have to provide:

  • Monthly billing statements
  • Annual privacy disclosures
  • Special letters for any changes in the loan, such as variable rates or the need to increase the amount due for mortgages relating to escrow funds
  • Annual tax forms

Depending on the size of your lending business, you may face cost and efficiency challenges. Fortunately, mortgage document management outsourcing allows you to outsource the printing of these types of consumer lending documents. However, you’ll realize many advantages when you do so with an experienced partner.

The Advantages of Outsourcing Consumer Lending Documents

Should you let a professional handle mortgage document management outsourcing and your print and mail? It’s a process you’ll want to devote some time and research to ensure you are confident in their capabilities. As you assess the functions and services of a print and mail company, focus on achieving these benefits.

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If you are looking to streamline your print and mailing operations, partner with PCI Group to save! Our team will conduct a thorough analysis of your current setup and cost of ownership, then present you with options to help optimize efficiency and reduce your current expenses.

outsource consumer lending documentsCost Reduction and Stabilized Budgets

A key driver of outsourcing is to decrease your budget. The total cost to do all this in-house includes materials, equipment, technology, labor, postage, overhead, and more. These expenses can vary significantly monthly, so it’s a moving target.

When you outsource, costs stay pretty flat, and you’ll only be paying operating expenses, which will be much less than your current bill.

Reliable Compliance

Consumer lending documents contain lots of personal and confidential information. You must produce and handle these in accordance with regulations. Your process must be consistent and follow the law without exception. While your financial institution is compliance savvy, this part of operations is challenging. There are so many areas that can increase the chance of error.

Working with a print and mail company that only handles transactional mail is imperative. They have specialized protocols and streamlined, seamless workflows that consider compliance at every step. When evaluating partners, ask lots of questions about compliance, including their certifications, practices, and who oversees compliance, such as the compliance officer.

Unmatched Accuracy

Accuracy in consumer lending documents requires a system that integrates technology, processes, and people. Mitigating the risk of mis-mailings isn’t easy to achieve, and the best approaches involve technology and rigid protocols. Much of this comes down to insertion optimization to ensure the correct documents go into the proper envelope.

Advanced print and mail companies use specialized inserting machines and mini cameras to scan barcodes printed on each document. Additionally, providers often adopt methodologies like Lean Manufacturing to improve the process and accuracy further.

Elevated Security Practices Keep the Process Secure

The security of your data is a top concern for any consumer lending organization. Security is part of compliance, accuracy, and every other part of operations. Your biggest question when outsourcing is how your provider will protect your data.

To have assurance on security questions, you’ll want to know these things are in place:

  • Data encryption while at rest or in transit
  • SFTP file transmission
  • User-level security
  • Firewalls and Intrusion Prevention Systems (IPS)
  • Best practices around cybersecurity
  • Certifications that demonstrate security, such as SOCI & II
  • Physical security regarding access to production areas

Complete Visibility of All Your Mortgage Document Management Outsourcing Jobs

Another advantage of outsourcing consumer lending documents is the ability to have a 360-degree view of all your jobs. With a web-based, secure platform, you can review all communications throughout production. You’ll enjoy full transparency and control as well as be able to track letters all the way through the mail stream. This capability provides an audit trail should there be any questions about deliverability or compliance.

What Types of Consumer Lending Documents Do You Want to Outsource?

Finding a partner to produce your consumer lending documents offers many advantages, from cutting costs to improved accuracy. If this area of the business is putting too much strain on you, it’s time to find a better way with PCI Group. We are a trusted, compliant, and experienced print and mail company servicing the financial industry. Find out how we can help by getting in touch today.

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If you’re ready to improve the productivity and efficiency of your communications and drive better customer engagement
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