Win-win-win for administrative tasks on documents
Many law, accounting and insurance firms still have a lot of paper documents to process. A notary office is also a place where you still expect a lot of paper documents.
For certain files such as a heritage or real estate transaction, for which many documents have to be submitted, we still see many physical documents being brought into the office or sent by post. The rest is then sent via different emails, often also from different people.
Requesting, verifying, validating, scanning, storing, handling all these documents requires a lot of time from the administrative colleagues and is also very repetitive and error-prone. In many cases, there is also a lot of follow-up by telephone and email for missing or non-compliant documents.
That is why more and more notary offices and other administrative offices are switching to digital solutions to collect documents from their customers, validate them and even extract the data in a fully automated manner.
Via the existing Software-as-a-Service (SaaS) platform CheckHub, administrative employees only have to determine a name, email address and the correct set of necessary documents for a file and the platform does the rest of the administrative work. Customers receive a personalized email with a link that immediately takes them to a personalized web page. There they can see which documents must be uploaded, completed or even digitally signed.
Documents are uploaded as user-friendly as possible and can even be done by taking a photo of the relevant documents via the Smartphone, which is then automatically uploaded on the digital platform. If someone forgets to provide certain required documents, the platform will automatically send a reminder to this person.
The delivered documents are automatically validated by the platform. Then all documents are automatically merged, converted to the desired format and given a name according to the usual nomenclature of the office.
The result of using such a digital platform is that the time required to process these documents can be reduced by half, processes are much more efficient and at the same time the user experience is boosted for the customer. That’s won three times!