Document Backlog
In document management, the term “backlog” refers to a large number of documents that are awaiting further action by an organization. For banks and credit unions, unattended document backlogs can inhibit staff from accessing relevant information and lead to operational bottlenecks.
Document Backlogs: Paper vs. Electronic
For financial institutions, document backlogs typically occur in one of two formats:
- Paper document backlogs, such as existing commercial loan files that have not been scanned into an electronic repository. Such backlogs are common for financial institutions that have recently implemented day-forward imaging processes.
- Electronic document backlogs, such as digitized pre-approval documentation trapped in a loan origination system (LOS).
Taking Action to Overcome the Backlog
Allowing document backlogs to persist can result in inefficient workflows and confusion for staff. However, taking action can feel like a low priority given other higher impact initiatives at the bank or credit union. Working through a backlog may require weeks, months, or even years of effort. Gaining traction requires a long-term, strategic perspective and starts by formulating a realistic plan:
- Evaluate the size, type, and location of your document backlog. Are you dealing with hundreds of paper loan files stored at an offsite location? Or, do you simply need an efficient way for bringing in pre-approval documentation from your LOS?
- Break the project into smaller pieces. Scanning and indexing 10,000 documents from hundreds of commercial loan files feels like a daunting task. Over the course of a year, however, that’s less than 40 documents per work day—a nice project for a college intern.
- Empower staff with the right technology. Printing and scanning documents that are already in PDF format is inefficient and wastes resources. Scanning every document with a desktop scanner may not be the best approach. Talk to your imaging vendor to understand its scanning and imaging capabilities. For example, AccuAccount offers flexible solutions to support a variety of backlog scenarios, including multifunction device scanning with barcodes, desktop scanning, batch scanning, drag and drop, virtual printer, and conversion services.
Explore additional document imaging capabilities in AccuAccount or visit Alogent’s Innovation Hub for free industry papers and helpful videos.
