Property Info's SureClose Archive

SureClose Archive is a Web-based document storage solution designed to store digital documents post-closing. It can be used by any office that desires to digitally convert their paper files and store them online.

SureClose Archive is a very sophisticated, full-featured document management system. Documents can be loaded directly, by fax, scan or through the use of the SureClose print driver.

The Print Driver allows users to act as if they are printing a document and actually upload the document into the SureClose system without have to even be logged into the system.

Documents can be distributed a number of ways including email and fax. Faxing out, however, requires that users subscribe to eFax on their own and pay those fees separately.

SureClose Archive also gives users the ability to search their archive for rapid retrieval of document images.

Documents can be uploaded directly, faxed or by way of the SureClose print driver. The Print Driver allows users to act as if they are printing a document and actually upload the document into the SureClose system without having to go into the system.

Upon creating a file, the Documents page is pre-populated with dividers and placeholders based on the template you selected. The documents themselves do not come in from the template; however, the placeholders enable you to have your file organized as soon as it is created. The document placeholders are empty containers that are ready to accept the documents that will eventually be filed in them. The placeholder already contains the name the document will inherit once filed, and the viewing permissions that should be assigned to the document filed. If you receive or upload documents to the SureClose Inbox, you have to file them to the appropriate transaction file. TIFF documents located in the Inbox can be filed using the File button or by chopping the document.

The SureClose product also allows you to “chop” documents which allows the user to separate the pages of a TIFF document and file them to separate placeholders. For example, if you receive a TIFF document consisting of a HUD and a commitment, you can chop the HUD from the combined document and file it to the appropriate placeholder. You can also use chopping to file one document into several different files.

Only TIFF documents can be chopped. Documents can be uploaded to SureClose in a TIFF format by scanning with the TIFF format, receiving a fax electronically, and/or utilizing the SureClose print driver without selecting the “Convert to PDF” option.

Barcode cover sheets and labels can be used to file documents. If you have a paper copy of a document, you can use barcodes to fax or scan the documents into SureClose. The barcode identifies which transaction file and placeholder the document will be filed to. If the barcode is smudged, the document will be delivered to the SureClose Inbox.

Barcodes and cover sheets can let customers and vendors email or fax documents that automatically file into the appropriate transaction within SureClose. You can set up notifications to notify the appropriate parties when the documents are filed.

Documents can be distributed a number of different ways including email and fax.

Faxing out, however, requires that users subscribe to eFax on their own and pay those fees separately.

SureClose Archive product is a powerful document management system. It provides a number of features, such as chopping, not found in other document management products. The question that potential clients will need to ask when reviewing document management products is who is going to use the product and what features do they need? The average agent may get great benefit from the basic document storage capabilities but the benefits of the more advanced features may not be realized by the average agent. This is certainly a product to be considered when evaluating document management options as it includes feature not available with every system.

Conclusions

SureClose Archive is a full-featured document management system that was designed originally for use by power users, like the SureClose transaction management system. What this means is that while the system is powerful and full featured it may not be as user friendly for the typical agent as some other products available today. But, the question of ease of use needs to be balanced against the capabilities that this power system provides.

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