Mortgage Solution Brief

Topics: Financial Services Records and Information Management

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Document imaging ranks as the #2 technology initiative that community banks plan to implement in the next 24 months.

— Independent Community Bankers of America. 2010 ICBA Community Bank Technology Survey. 2010.


—— The longer it takes to find a specific file and associated trailing documents, the harder it is to
         focus on generating new loan revenue and minimizing risk exposure.
—— Your inability to easily access and share a complete mortgage file limits how much you profit
         from selling off existing loans.
—— Loans that are inconsistently stored and organized jeopardize the security of sensitive
         information and could lead to failed audits, compliance reviews or even buybacks.


  • Avoid fines by keeping mortgage files organized in a way that helps you quickly respond to regulatory and audit requests?
  • Lower the costs of servicing your portfolio and responding to borrowers by improving access to mortgage information?
  • Swiftly prepare and simultaneously distribute mortgage portfolios for sale to multiple investors?


Your mortgage business is facing unprecedented challenges, including the negative impact of low origination volumes on your bottom line. Meanwhile, you also have to process the mountains of paperwork related to foreclosures and regulatory mandates. Coping with these challenges is no small task, especially when the information you need to serve internal customers, borrowers and regulators resides in paper and electronic formats.

Chances are that your mortgages are stored at multiple branches, which dramatically slows retrieval times. And, the more time you spend searching for information, the less you’ll have to focus on your core business. Moreover, should an audit, compliance inquiry or litigation event occur, you’ll need to provide numerous individuals with the right information at the right time — or be subject to potential fines and penalties.

Iron Mountain’s Mortgage solution features a robust blend of capabilities, including:

— Document conversion and classification services
— Web-based image hosting services
— Records management services

This solution will help you:
— Organize your loans
— Be prepared for audits
— Quickly and securely sell loans


  • Standardized, consistently managed loan files that help you easily respond to audit and regulatory requests
  • The ability to streamline and accelerate loan sales
  • More time to dedicate toward servicing and originating loans
  • Minimal disruption to your existing operations and technologies


You can leverage Iron Mountain’s Document Conversion Services to implement a scalable imaging program that creates, classifies and restacks your mortgage files either upfront or on an as-needed basis.

Our large network of Records and Imaging Centers gives you consistent and repeatable storage processes that help you gain tighter control over your mortgage documents. Limiting the risk of misfiled information means you’ll find specific files quicker and have more time to focus on servicing your loans. And, you’ll improve customer service and consistently meet your service level agreements (SLAs).


You can store your files in a hosted repository, such as the Iron Mountain Digital Record Center® for Images, or in a system of your choice.

Either way, complete, consistently indexed digital files will be accessible across your organization in a standardized, searchable format.


You’ll be able to quickly identify and review a specific section of a loan or distribute the complete file for simultaneous evaluation — dramatically reducing the time required to organize and package a loan portfolio for sale.


What’s more, your sensitive documents will be protected both in transit and at rest by Iron Mountain InControl®. You’ll get a consistent, defensible chain-of-custody that can be easily proven to auditors and regulatory bodies, helping you more effectively demonstrate compliance.