I’m sure everyone has been asked to scan documents back to the signing service. It used to be only “critical docs”, once in awhile. Then it was all docs, and then the scan all docs and wait while we check them. Now, most all orders are coming with the scan & hold; and the additional instruction that if you don’t hear from them in ? days, call them. I’ll do the scans, but holding on to documents is a huge liability. I decided to play along last week and scanned then stored the docs in my office and went to my appointments. On day 2 of “holding”, while I waited for some customers who I was meeting quite a ways from my office, I called the signing service and asked why I hadn’t been called to drop. Her first words were “you didn’t have to hold them”. After drawing her attention to the instructions she sent, we agreed that I was right. Then she immediately launched into a panic that I needed to make the drop because they were going to close the next day. I told her that I did not have the docs with me and I would not be able to make it to FedEx before final pickup. She then scolded me, like I was a five year old, that I should have called them sooner! I’m not going to carry documents around in my car all day waiting for them to give me the go ahead. Furthermore, my fee does not include being on stand-by for 2 days or babysitting their business. Anyone else getting these orders? Are you holding the docs? And, if so, are you transporting them around while you wait for them to call?
I haven’t ever held and not been told to drop within an hour. If not they are in a 2nd briefcase in my car. But I also tell the service the parameters of shipping in my area - FedEx has reduced service. I don’t get that many that say hold for approval.
The 15 page instruction and hold for approval means there are a lot of notaries who aren’t turning in competent work.
@daren Thank You 
for sharing your direct experience.
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The short answers are as follows:
- No.
- No.
- No.
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In the past (many years ago) when there was a request to Scan, Hold the document package while awaiting review/approval (prior to the handoff to FedEx/UPS), the “Wait Time” was MAX 30 minutes . . .
I’d call the Escrow Officer & wait while they performed their review (or they would promptly call me back).
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The scenario you’ve described is a textbook definition of Micromanagement.
In general, the rationale behind a contracting company/hiring entity implementing that type of Process is because they’re NOT VETTING their Vendors; i.e., the Vendors lack experience, skills, etc.
Also, these types of Processes are typically utilized by novice Signing Services [SSs] that subcontract with ANY Vendors who accept their Signing Order [SOs] just so the SO is filled.
As always, it’s also truly is contingent upon location. You may be within a region that SSs manage their SOs in that manner.
The introduction of that amount of “handling” of the document package dramatically increases the Require Time for a SO. It would be in your best interest to further evaluate the nature of the business relationship you have with that hiring entity if you have sufficient SOs without them. Or, to add a Surcharge for the “Scan, Hold, & Wait” request.
As I regularly express on the Notary Cafe forum, this would be confirmed via written format; i.e., email, etc. due to the potential for future validation if the need arises (as you have already directly experienced - as noted above in the OP).
I agree. Hiring inexperienced, uneducated notaries is a business decision on their part and comes with additional responsibilities, like checking work product. Unfortunately, instead of giving the extra attention to only those individuals, they’re burdening all vendors with the additional requirements.
I do have some that go by record of performance and don’t require scans. Wish it was more.
I had a similiar experience. It was with a HELOC. Yes, it is frustrating when you are on standby for 2 additional days. (for mine - it had 3 day RTC - so, I figured they were not in a rush) Next time the same company called me with the same bank, I added an additional $30 to my fee offer, accounting for the standby times. That was about 6 months ago. Recently, the review times are much faster – usually within an hour.
This is a great topic to bring up. You are right that there are liabilities in holding people’s loan documents.
Arrgh 
Those “SCAN & HOLD” requests infuriate me 
Holding the loan package for 2 days awaiting a green light from them to ship their loan package is 100% THEM DROPPING THE BALL, not you. They are lucky you took initiative and followed up with them. Her scolding you is misdirected anger. They dropped the ball. Period.
You are right – there is risk/liability involved when they ask us to “hold on to documents” without clear instruction when to ship, because we are responsible to safekeep loan documents while they are in our possession. I don’t want hiring companies to make me wait around to receive the return shipping label because I am busing working on other assignments and may miss the drop if not home to receive the shipping label if/when they get around to sending it. Like what happened to you. I much prefer hiring companies who just include their return shipping label when the send me the loan package. If scans are required, OK fine, I will do their scans, email or upload them, and then drop the documents at the shipping facility asap. I want the whole transaction to be COMPLETELY FINISHED and off my to-do list as soon as humanly possible. It is better for the signers, better for the closing teams, and certainly better for us as the signing agent.
Truthfully I scan and drop. Hasn’t hurt me yet. I get the ‘approved to drop’ email and I’m like well that’s good. LOL.
@cfletcher Concur 
percent! 
Same here. I held for almost five days. Then I called and said I needed to know that day if I could drop since I would be unavailable for another few more days. They seemed puzzled why I hadn’t dropped yet. I was equally puzzled why they were unaware of their own requirements. From now on I will inquire by the end of the day in order to drop the next day…regardless.
5 days? That loan wouldn’t even close on time if it’s held past the RTC date.
I never hold more than the next drop time. Ever. I triple check. I’ve never run into trouble when I drop knowing it’s right.
@redrovermobilellc Absolutely! Concur percent. Thank You for sharing your direct experience as this is a valuable insight for many members who read, review, & learn from the Notary Cafe threads on the forum. 
These days - it’s not very often that a scan request is affiliated with Signing Orders [SOs] that I receive; however, when the scan request has been present - it’s normally been associated with a Purchase package typically.
Those types of packages generally have a brief interval of time for funding, and thus the reason for scan requests & prompt approval for handoff to the shipper.
“15 page instructions”… sometimes it takes longer to read their instructions than prep the docs! And their instructions are all over the place, different size fonts, bold/light print..gives me a headache.
I have told the signing companies that if I have to wait for approval, it will mean that the documents won’t make today’s pickup. I normally would get immediate approval to drop the package.
I’ve never been hired by a signing company that asked me to hold docs for more than an hour or two. I don’t think I would ever accept work from them again if I did come across such a company that asked for more than that. While I am not thrilled about the idea of having to have my work double checked, I am human and I do make mistakes from time to time, so the secondary review is not exactly a bad thing, given that if a transaction doesn’t close, I don’t get paid.
That said, I did work for a company recently that was new to me and they actually told me that I missed a signature on a page where there was no signature line. I called them after they emailed me and the lady who took my call had a good laugh with me about how asinine it was that I was getting dinged for a missing signature on a page with no signature line. Guess who I won’t be accepting work from anymore…
If we are human and make mistakes and deserve a 2nd chance, are the people who hire us then not human and unworthy of a 2nd chance?
I don’t blacklist anyone who pays me for a service over something minor. I think great care should be taken blacklisting the people who hire us. JMO.
@rparker Your experience 
mirrors my direct experience from clients over nearly two decades.
@johnsonps306: Truer words were NEVER spoken. My belief in the reasoning behind the NEED to have scan backs at all is these Lenders, Title Cos and Vendors are low balling the fees that only grab the attention on Newbies to NSA work - they don’t have the training or expertise to “know” they cannot assume ANYTHING. They don’t realize that their credibility is resting on their creating trust in our industry by performing exemplary service. But their misdeeds affect us all. I may have worked for many lawyers in the past but I am not licensed to practice law so I NEVER advise anyone of anything at anytime. If I don’t know, I call the Vendor, Title or Lender in that order…keeps everyone happy including me.
Further, I have instituted a protocol with EVERY closing/signing I perform before I print ANYTHING! If any of the steps I take to ensure a smooth signing, net a response that puts into question the names as they will appear on the documents will not match the ID of the signers or irregularities in the property address being Purchased, Refinance, etc., a redraw of the documents will be required. Too many times in the last 25 years that I’ve been doing this business, have I had to end the signing because there were errors on the documents. I don’t know about what you would do, but I refuse to EVER strike ANYTHING on the five (5) critical documents: CD, Alta, Note, Mortgage or NOTRC. To do so, will most likely cause a redrawing of the documents and you won’t be asked to redo the work. Plus you’ll probably lose the original fee as well. Newbies do not often know this and that’s how mistakes occur.
Finally, I got a lot of redraw work back before 2009 due to Notaries using the cardboard envelopes for the packages that exceed 100 pages. Title companies were getting empty envelops that had burst in transit. I have used the plastic or Tyvek packs exclusively for that very reason. So that’s my story, people, and I’m sticking to it! Have happy signings, Everyone.
I do very few “scan and hold” orders, but if I don’t hear from them by the next day, I’m going to drop them at Fedex. As you said, it’s a liability to keep these documents laying around, especially in your car.