Scan & Hold

[steves11]

I normally will not use cardboard envelopes for anything over 50 pages. You bring up an interesting point. If they end up with an empty envelope that has burst open, the documents ended up “somewhere”. Who is liable for that if they end up in the wrong hands and ultimately result in something illegal happening?

[ladyjoy]

I’ve had a debt consolidation from a law firm ALWAYS ask you to hold the documents. I’ve only had a few instances of loan documents. None recently.

@daren

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?

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[earl226]

Why are some so quick to decide not to follow instructions by the company that gave you the signing.

[johnsonps306]

I carry a briefcase for sealed packages because I get okays to ship while I’m on the road. I also advise people that hold for approval can delay shipping. But I drop when I can where I can.

The last time I dropped before approval I didn’t notice two pages stuck together so I got the message to re-send a page that I know was in the package I sent but it was close so I went and re-did that page and scanned it and I called and told her she’d get the package that day and that missing page would be in it and if it wasn’t I’d FedEx the page I went and got re-signed.

They got the page that got hidden on the scan because it was there like I knew it was. But that was a lesson. I watch my scans now to make sure pages don’t stick together.

The bottom line is we work for who hires us. If they send ten pages of instructions I read them. There’s rarely any surprise but we’re supposed to review instructions.

I am doing a lot of HELOC for the same lender right now so I’ll sometimes call and ask if I can skip a scan. Sometimes they say just drop sometimes they need the scan. But FedEx cut off is early here. So I’m seeing more UPS requests because that cut off is much later in the day.

But I do what I’m asked to do because that’s the job.

[cNsa5]

@steves11

I normally will not use cardboard envelopes for anything over 50 pages

@steves11 Excellent Policy & it mirrors the process I’ve utilized for nearly 2 decades.

[docusignexpert1]

AGREED. but it is annoying… when you have to hold onto signed docs for 2 days. And then you’re expected to drop everything, & RUN over to FedEx. And sometimes this “SCAN & HOLD” is not mentioned on the initial order – You find this out after you’ve accepted the order and Printed docs.

[johnsonps306]

I don’t hold anything for 2 days. In fact, I usually advise what the shipping cutoff date is and ask directly do you want me to miss shipping for today.

This almost always results in a request to ship documents. But scan and hold I see less and less of these days.

[Carmen_Lane]

Yes. Smart to just flat-out ask. Spell out the potential consequences for following their instructions to the letter, given that many of the instructions we receive from some hiring companies are their own boilerplate/cya language they may not even aware of in the context of the signing.

[Bobby-CA]

Scan and hold. I don’t run into this much but my policy is I’ll do whatever the hiring entity asks as long as they put it in writing. Email, update to the order, whatever. As long as I can print it and/or save it, I’m good. The responsibility is on them.

[cfletcher]

Building upon the previous discussion regarding the liability associated with holding loan documents, I would like to further contribute by highlighting that we, as notaries, are frequently not provided with a comprehensive understanding of all the intricate components and processes involved in the lending industry. During my interactions, a representative from a lending institution shared some of the underlying reasons for the “scan & hold” instructions that we often receive. For example, in the context of a real estate purchase or sale transaction, the scanning of the documents enables a more expedited funding process, as it allows for a quicker review to identify and correct any potential errors or inconsistencies within the loan package before it moves forward. Consequently, when I am given instructions to hold the documents after completing the scanning process, my typical approach is to proactively contact the hiring company the very next day. I request permission to drop off the documents as expeditiously as possible, as I personally find it less efficient to wait for their call to initiate the next steps in the process. To reiterate and emphasize my commitment to maintaining the security and integrity of loan documents entrusted to me, I want to unequivocally state that I will not under any circumstances store any client documents within my personal vehicle, nor will I transport them while engaged in any form of travel, whether it be for personal errands or other professional appointments.