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Streamlining Plant Applications Workflow & Internal Controls for Efficient Document Management

Explore the scheduling of scanning and indexing, employee incentives, guidelines for indexing, and verification processes. Enhance identification with color coding and utilizing the system for titles. Optimize document management by merging data records, scanning various documents, and setting up databases for different file types.

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Streamlining Plant Applications Workflow & Internal Controls for Efficient Document Management

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  1. Session V Title Plant Applications

  2. Workflow Processes & InternalControls • Scheduling of scanning and indexing • Employee incentives for backfile scanning and indexing • Guidelines and rules for indexing • How is the plant verified?

  3. Problem Instruments & Legals • How posted for easy identification? • Color code the hit list to identify • Using the system for chain of title • GI index combined with plant or in a separate database

  4. Prior Data and Fiche/Film • Why take the time to do it? • Outsourcing of scanning & film conversion • Merging data records with scanned instruments • Scanning tract books, index cards, and maps

  5. How About Other Paper? • Setup database for policy/closed files • Covenant files/restrictions/clouded title research papers

  6. What’s In the Future? The Future is Now. • Electronic Filings • Sending/receiving closing documents electronically • Providing the closing package in electronic format • How can halFILE help?

  7. THANKS FOR PARTICIPATING!!

  8. Questions?

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