The introduction of new client programs and anticipated influx of new business prompted Cenlar to explore new technologies and business process tools. Cenlar recognized its current workflow method, which included the manual collection and review of loan servicing files, documents and information, was becoming increasingly inefficient and labor intensive. The arduous task of receiving, stamping, logging, filing and transfer-filing within the servicing systems was draining corporate resources. Cenlar also faced the critical issue of accessibility. Throughout the servicing review process there was an increasing need for access to documentation and information within other servicing units, as well as with tax service vendors. Additionally, protecting this information became paramount with the recent institution of government regulations in the industry such as Graham-Leach-Bliley (GLB). It was apparent that a workflow process was needed within Cenlar to streamline production, and system enhancements were required to increase compliancy, while providing the necessary access to information. After careful vendor evaluation, the answer came in the form of a strategic relationship with Archive Systems, and its hosted, Web-based imaging technology.

With the Archive Systems’ Web-based document imaging solution replacing Cenlar’s manual system of hard copy filing, the four-step receiving method for the New Loan Servicing Department was streamlined to a single step process. Files that were previously received, compiled, stamped, logged into legacy systems and re-filed are now simply labeled by their Business Partners with a predefined barcode sticker and sent directly to Archive Systems. Once at Archive Systems, the hard copy files are first converted to digital images and physically stored using Archive Systems’ hard copy records storage solution. In addition, Cenlar receives daily automated e-mail notifications as new documents are added to the Archive Systems imaging system. Data is then delivered electronically to Cenlar’s data warehouse and loans are delivered automatically to the work flow process after all required documents are received.

Cenlar has been able to take full advantage of Archive Systems’ hosted solution by providing all servicing units and tax service vendors with secure access to the imaged files. Information that previously took days and sometimes up to a week to access and service, is now immediately available, increasing the volume of loans serviced as well as improving the quality of service provided to Cenlar’s customers. "With Archive Systems’ help, we have a loan boarding process that has opened new business opportunities for Cenlar FSB much faster than we could have on our own," stated Steve Gozdan, SVP & COO of Cenlar.

By image-enabling Cenlar’s New Loan Servicing Department, Archive Systems has facilitated real time access to information. Cenlar can provide their customers with high quality loan servicing products without the dispensation headaches and manual re-filing of a paper-based system.

Converting from a paper-based review system to the Web-enabled workflow tool has resulted in tremendous cost savings for Cenlar and has shortened their review times, and improved overall quality control.

Of equal importance, Cenlar has incorporated Business Continuity and Disaster Recovery into their servicing program. By utilizing Archive Systems’ Web-based document imaging solution, Cenlar has the guarantee of Archive Systems’ commitment to a highly secure, fully redundant infrastructure and 24x7x365 customer service.

"The benefits of implementing the imaging service from Archive Systems, Inc. have exceeded our expectations. Not only did we achieve our company goal of deploying a Web-enabled workflow and imaging tool that integrated with our clients and provides for improved quality control, it also provides us the additional advantage of disaster recovery, GLB compliancy, and increased productivity. We decreased the amount of time spent reviewing each loan, allowing us to increase the overall volume of loans reviewed."