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Getting Started Guide

1. Malinowski Meg PERSONNEL HUM3000 06 01 1833 Name Martinez Carios PERSONNEL HUM3000 08 01 1993 Hama Crain mannan een e Once you have gained destruction approval by the various Record Owners rerun the report by returning to the Eligible for Destruction report select the report then the View Report button SMEADLINK LDM Flxable for Destruction Reports id Created Eligible tor Destruction Folder Type Iwe Deparment of Retention Event Type s EvestDate Schedeled Current Location Record Code Destruction MP Employees Grmaid Stephanie PERSONNEL Bata WA aT eS MR Employees Bailey Jusnta PERSONNEL MUMIQD OsteGosed 03041886 0000371991 Employees Bonnet PERSONNEL HUMI000 DsmCosed 030 186 04 03 1991 Employees Nema Tm PERSONNEL MUMIC00 DsteCosed 02017965 00799 Employees Nema Champ Lester PERSONNEL DsmCosed 0601 1992 08 01 1989 Employees Cole Ralph PERSONNEL 0000 DsteCiosed 0300186 04 03 1991 Employees Emerson PERSONNEL 0 030186 04 05 1991 Employees Foster Chasity PERSONNEL HUMIDO DsmCosed 0601 1992 Employees Nemo Adams John PERSONNEL Cored 0301866 04 03 1991 Employees Name Gary PERSONNEL HUMIDO OseCiosed 0300186 04 03 1991
2. Add a New Customer esee 19 Add a New Loan file for John Doe Add a New Folder as a Direct Table EDITING RECORDS DELETING RECORDS eene 23 GAINING ACCESS TO YOUR PAPER amp ELECTRONIC RECORDS 44 2 24 VIEWING ELECTRONIC RECORDS VIEWING SCANNED DOCUMENTS VIEWING THE CURRENT STATUS OF A PHYSICAL FILE REQUESTOR 27 TRANSFERRING PHYSICAL 28 TRANSFER OPTIONS 28 FILING DESKTOP FILES eee 29 MS OFFICE 2000 AND XP SUPPORT 29 TURNING ON MS OFFICE 30 INDEXING AND CLASSIFYING MS OFFICE DOCUMENTS Gs Biss senate 31 PILE TYPES 32 DOCUMENT IMAGING 34 IMAGE CAPTURE AND INDEXING eere 34 SCANNING WITH DOCUMENT SEPARATOR SHEETS 35 Capture and Indexing in Smeadlink Express 35 REMOTE WEB ACCESS AND PUBLISHING 37 IPUBUISE 37 toe 37 FILE ROOM MANAGEMENT eerte 39 COLOR LABELING 39 CUSTOM LABEL DESIGNS eere 40 PRINTING COLOR 1 40 Printing a Label Printing Multiple Labels sss 41 Printing a Batch of Labels sss 42 Reprinting Batch Labels TRACKING LOAN PUES erento Using the Bar Code Tracking Module 43 Manually Tracking Files
3. Leck Destinations Hk Change Nether S 0 Manager 085 381502 Printing Bar Code Labels Black and white bar code labels can be printed for Loan Folders Documents and Tracking Destinations Normally color coded labels will be placed on each file folder in a filing area However when color coding is not used black and white bar code labels can be placed on each of the loan folders To print a black and white bar code label select the record representing a file folder document or tracking destination then select the Print button and choose Labels Select a black and white label design before printing 45 Try This SMEADLINK LDM Tracking Destinations Employees Locations and Boxes Tracking Destinations are located in the Tracking Workgroup of Smeadlink Express user must have a user login and password authorizing Tracking Workgroup access The Tracking Workgroup contains the following tables Employees Listing of Employees to which Files Documents or Boxes can be tracked Locations Filing areas to which Files or Boxes can be tracked Boxes List representing boxes of inactive files tracked to an inactive filing area Hint Destinations can be added by selecting the desired table then entering the new destination description A unique bat code will automatically be assigned to each tracking destination B
4. Hint Upon startup the Records Workgroup is automatically selected for you he ew d Inch Bret tern Rah nw Navigation x Smead link 8 express n Startup screen with Records Workgroup selected 13 Try This SMEADLINK LDM Query Finding your records After selecting a table a Query window will display Enter your search criteria into the Query window then hit the Enter key or Select the Apply Query button lolx All Customers Use and as wildcards Account Number Customer SSN TID ETE Hint To view all records for the selected table do not enter search criteria Simply hit the Enter key Hint Use wild cards 2 to expand your search Place before or after your search criteria to allow any number of characters to proceed or follow your entered search text Type to replace any single character within your search text Record Search e Enter Clark into the Customer Name field then hit the Enter key in order to display all Customers that begin with Clark Customer records beginning with Clark will display Selecting Records A record must first be selected before any action can take place on the record To select a record click on the box to the left of the record Once selected the record will become highlighted in blue 14 Try This SMEADLINK LD
5. Managing Retention through Retention Reports In Smeadlink LDM Retention Management is managed through the use of Retention Reports To view a list of Retention Reports select Retention Reports under the Reports main menu Smeadlink 1 Smeadlink Loan Document Management Demo File View Go Tools Rows Retention Reports Add Ins Window Help AIL Tracking Reports Requestor Reports gt Status Rec Re Eligible for Destruction fi Customers Edit Default Report Style Certificates of Destruction S Loans Qn Holds h Inactive Records ffi Documents Processing History Report Pipeline Report Citations w Retention Codes Status History 00282446 Auto Retention Codes Retention Codes wy Citations 00282544 Auto 00980 SBA Tornado Warming Siren Retention Management Reports Eligible for Destruction Report To determine which records are eligible for destruction select the Eligible for Destruction report select New Report SMEADLINK LDM Current Operator Reports Only View por Soe A report is generated and saved under a report number so that you can rerun the report at a later time The report can be sorted by clicking on the column headers and then exporting printing the report If you print the report the right portion of the report will have a place for the department of record to approve destruction It is important to gain destr
6. then hit Enter Specify a Loans record Loan Number fi 23456799 e You will now be prompted to verify you are indexing the document to the correct electronic loan file 31 Try This SMEADLINK LDM Verify Loans record Loan Number Account Loan Dese John s Restaurant Date Opened 10 1 02 Date Due 11 11 02 e Select the Misc Document Type Hit Enter You have now successfully electronically filed a MS Word document into Smeadlink LDM Retrieve a Loan Document e Retrieve the saved Word document by locating Loan Number 123456789 from the Loans table e Select the Documents hyperlink e Select the Application for Loan document type e Open the Document Viewer by selecting the Attachments button Hint The user also has the ability to save documents to loan files that are not currently entered into the Loans table When entering a new Loan record the indexing dialog will prompt the user to enter the Account and other required fields Other PC File Types Smeadlink LDM enables users to electronically file any PC created file type for organized and efficient storage indexing and retrieval 32 Try This Try This SMEADLINK LDM Non MS Office electronic documents can be indexed into Smeadlink LDM using one of the following two methods Drag a desktop file onto the Smeadlink Desktop Icon Simply drag a file you wish to save into your document management system ont
7. Smeadlinlc Loan Document Management CetingSarted Guide SMEADLINK EXPRESS LOAN DOCUMENT MANAGEMENT LDM Getting Started Guide Smead Manufacturing 600 Smead Blvd Hastings MN 55033 Phone 800 216 3832 Fax 800 216 3837 Table of Contents GETTING STARTED WITH SMEADLINK LOAN DOCUMENT MANAGEMENT LDM 1 INTRODUCTION TO SMEADLINK LDM 1 Express Workflow for Smeadlink LDM 1 File Room Management sss 2 Electronic Record Keeping aid SMEADLINK EXPRESS 4 ABOUT THIS MANUAL 29 STRY THIS BXERCISES aioo22999 monssesesesime 6 CUSTOMER SUPPORT scssssssssesesesesesessseseeseeesesesesesees 6 REGISTRATION 0 SMEADLINK LDM SOLUTIONS eee 7 Color Labeling eret 7 Bar Code Tracking Electronic Recordkeeping Document Imaging PC Files amp Retention Management Retention Management esee 1460088 i IPOS eer 9 SMEADLINK EXPRESS 10 INSTALLING SMEADLINK LOAN DOCUMENT MANAGEMENT LDM eese 10 Installation Steps sss 10 Logging On 211 NAVIGATION BAR 12 WORKGROUPS AND 7 48158 eere 13 QUERY FINDING YOUR 14 SELECTING RECORDS 14 RELATED TABLES ACCESSING TABLES DIRECTLY eee 17 FORM VIEW AND GRID 17 PRINTING REPORT ADDING RECORDS
8. The user cannot make any changes to fields which are auto assigned by Smeadlink LDM such as the Document Id field Deleting Records The Delete feature enables authorized users to delete records from the Smeadlink LDM database If a record you are trying to delete has related data tracking data or electronic document attachments the user will be warned of the existing Child Records before continuing the deletion For example while deleting a Customer who has existing loan files the user will be prompted that existing loan files exist To delete a record simply select the record and hit the Delete key on your keyboard 23 SMEADLINK LDM Ci Gaining Access to your Paper amp Electronic Records Viewing Electronic Records Loan Processing Personnel and other workgroup users can store and retrieve electronic records from their desktop using Smeadlink LDM Electronic records are stored as document attachments After selecting the record identifying the document select the Attachments button to view the electronic document s When a record has documents assigned to it the Attachments button will become enabled The following Electronic document types are supported in Smeadlink LDM Scanned images of paper documents Document Imaging Microsoft Office files Word Excel and Outlook E mail messages and email attachments Native PC Files all other PC created file types are supported but they will be opened by native program
9. 44 Due 44 Printing Bar Code Labels 45 Tracking Destinations sss 46 Tracking 47 Requestor Management MANAGING LOAN FILE REQUESTS 49 Managing Loan File Requests n 49 Handling Requestor Exceptions 50 Requestor Audit Reports Ti RETENTION MANAGEMENT eere 52 APPLYING RETENTION TO PAPER AND ELECTRONIC RECORDS 54 Retention Code Maintenance 54 Applying Holds 55 Force to End Of Year sss 55 Managing Retention through Retention Reports 55 Retention Management Reports sess 55 Certificate of Destruction Report 58 Destroying Paper Records Destroying Electronic 5 59 Inactive 5 Retention Codes Citati Ong 7 EXPRESS WORKFLOW FOR LDM 62 DOCUMENT ROUTING AND REPORTING IN SMEADLINK LDM Defining your Processes 62 Using Document Routing and Reporting 64 DEFICIENCY TRACKING IN SMEADLINK LDM 64 Defining your Loan Types seee 65 Defining your Document 66 Using Deficiency Tracking in Smeadlink LDM 66 EXPRESS WORKFLOW REPORTING IN SMEADLINK Current Processing Status Processing Queue Process History
10. Loans table Select the Status History hyperlink at the bottom of the screen Pew Ge lods Rows Retention Reports Window tmb Manager Tuum Manager 01 2002 011611 00 01 2000 01 1621 PM 00 01 2002 01 16 16 FM 1 Missing Document Report The Missing Documents Report will provide a list of all documents missing from all Loans currently being processed To run the Missing Document Report select the Documents table from the Records workgroup hit the Enter key to display all loans select Missing SMEADLINK LDM Documents from the Reports menu then select the Print button and select Formatted Reports Massing Docs Repot M Compliance Report The Compliance Report will provide a list of all missing documents which are nearing their due date Required documents are given an interval period which is the number of days the document should be completed before the Loan s Due Date is reached To run the Compliance Report select the Documents table from the Records wotkgroup hit the Enter key to display all records select Compliance Tracking from the Reports menu then select the Print button and select Formatted Reports Comatzece Tracking Report SMEADLINK LDM Pipeline Report The Pipeline Report will provide a list of Loans currently in process and sorted by Loan Number The report will also include a list of Documents related to eac
11. Viewing Scanned Documents Scanned documents ate typically saved into Smeadlink LDM as a TIFF file type TIFF documents are displayed directly in the Document Viewer Once viewed the user can navigate to each page or view other versions by selecting the green arrow keys in the Document Viewer toolbar i 24 Try This SMEADLINK LDM If the Document Viewer displays a Word Excel or other PC created file type the user will need to click on the icon of the document to open the electronic document and launch the native application or viewer required to read the selected file type Depending on the editing privileges of the user there will be up to three access methods Click on the Icon to open the document in Read Only mode This method will enable the user to view the document but will not allow any changes to be made to the document Most users will have this type of access right Edit in Place This method enables the user to make changes to the electronic document Edit New Version This method enables the user to open the document in read only mode but also gives the user the ability to make changes to a copy a new version of the existing electronic document The next time the document is retrieved by a user they will view the newest version View an Attachment Select Loan Number 186 14 50 American Trust from the Loans table Navigate to the Documents table using the Documents hyperlink Select
12. Smeadlink LDM users can easily request loan files from the loan vault or other centralized or de centralized filing areas by selecting a loan file in the Loans table then pressing the Request button A Requestor popup box will display prompting the user to select their name from the list of employees and select the priority of the request x Requested By fio 241 Cox Jeffrey Priority High Standard 3 Cancel Requestor Options e The Requestor feature can be turned off e The Wait List feature can be turned off e The Name of the Requesting person can auto fill based on the User Name given at the time of log on e Users can be restricted from using High Priority Hint Only current loan files residing in a filing area can be requested If the user requests a loan file that is checked out to another employee a message will display stating the file is not available The user will then be asked whether they would like to reserve the loan file for future delivery by being added to the Wait List Request the American Trust loan file from the file room e Select the American Trust loan record e Select the Request button then select OK e Jeffrey Cox will be the default requesting person You have successfully requested a file If the file is currently checked out to another employee you will be told the file is not available and be asked whether or not you would like to reserve the file
13. Systems Administrator Guide located under the Help menu Available logins and passwords are as follows Manager Manager Full access to all Smeadlink LDM features Editor Editor Edit tracking and indexing for the Records Workgroup Guest Guest Viewing rights to the Loan Processing Workgroup 11 Try This SMEADLINK LDM Logging In e Select the Loan Files mdb database file from the available databases e Login using Manager as the Name and the Password Manager access rights gives full privileges for each workgroup and all data tables Navigation Bar The navigation bar contains bars and icons Each bar represents a workgroup or group of tables used by a workgroup to perform their work tasks Each icon within a workgroup represents a table within Smeadlink LDM Position the pointer over an icon The icon function will appear Click the Icon to open the table and begin your document search Navigation Records Customers Loans Documents Status History 12 SMEADLINK LDM Ci Navigating Through Smeadlink LDM Workgroups and Tables To begin your information search select a Workgroup from the Navigation Bar on the left and select an available table within the selected Workgroup A Workgroup is a group of related tables that work together to perform a business function for a single department or employee workgroup Tables within a Workgroup are also referred to as Folders
14. above the current Documents table e Return to the Customers table by selecting the Customers hyperlink above the Loans table Accessing Tables Directly Tables can also be directly accessed from the Navigation Bar When tables are selected directly from the Navigation Bar all records from that table are available for search When accessing related tables through a hyperlink the related table will only display data associated to the selected record For example to view all Loan files select the Loans table from the Navigation Bar To view all Loan files for a specific Customer select the Customers table Locate the desired Customer record and select the Loans hyperlink Accessing Tables e Select the Loans table from the Navigation Bar gt Enter 186 14 50 into the Loan Number field Hit the Enter key to view the record representing the selected Loan file e Select the Loans table again and select Commercial Loans from the Loan Type field then hit Enter to view a list of all Commercial Loan files Form View and Grid View Smeadlink LDM supports both Grid View and Form View mode Grid View mode enables the user to view a list of records matching the users search criteria Form View mode will display one record at a time but will enable the user to see more fields for the selected record 17 SMEADLINK LDM To change from the default Grid list View to Form View select Switch to Form View from the View
15. for each loan document scanned Document Separator Sheets inserted before each loan document in order to tell the scanning system when a new document is about to be scanned Documents are then stored by their respective document type making file retrieval more efficient to loan processing personnel Using document separator sheets greatly increases scanning and indexing efficiency and decreases ongoing retrieval time of your electronic documents Print Document Separator Sheets e Select the Loan Types table from the Maintenance Workgroup e Hit the Enter key to display all Loan Types e Select a Loan Type record then select the Document Types hyperlink to display all Document Types associated with the selected Loan Type e Select the Print button and choose Labels Capture and Indexing Smeadlink Express To begin scanning documents select Scanner from the Smeadlink Go menu The Image Capture screen will now display Hint In order to open the scanning window Smeadlink LDM compatible scanner and scanner hardware software must first be installed Talk to your Smeadlink LDM reseller for more information about scanning hardware and software 35 SMEADLINK LDM 1 Sme C tak CET ES Smeadlink ex express The Smeadlink LDM Scanning widow will now display To begin capturing and indexing documents complete the following steps e Select the Scanner scan tule b
16. menu To switch back select Switch to Grid View from the same menu Smeadlink 1 Smeadlink Loan Document Management Demo Eile View Go Tools Rows Retention Reports Add Ins Window Hel Manual Indexing Navigation Bar 185 12 48 Search Bar 185 21 21 CML g 19 1852644 CML 2 Print Loan Files 3 WE In Process 1854855 CML 4 WF Awaiting Signature E We Approved to Process 185 52 11 CML amp WE Approved for Funding Z WF Verification gosse 185 97 75 CML 3 WF On Hold 10 Processing History Report 186 14 50 CML Ej 11 Pipeline Report EY information Printing a Report Reports are printed by selecting the Print button at the top of the screen Reports can be printed in either Grid Style or Formatted Report Style x Pha 19 All Rows Caldwell 407 Formatted Report All Rows mm ollins 4 408 5 Jean Ejen x Brown 907 786 6260 907 786 6236 chambers 805 664 5423 805 664 5335 Cardell 805 398 5340 805 664 5331 nderson 612 571 5719 612 571 7078 Grid Reports list all records currently viewed in the Grid The Grid Report will retain the same field order and sort order as the current Grid View Formatted Reports are Grid reports including the following information Headers and Footers Related table information For example a list of Loan files with their current tracked loca
17. the New Request report Handling Requestor Exceptions When files are being pulled for delivery it is possible that some files will not be located When this happens the request for the missing file needs to be flagged as an Exception To flag a request as an Exception run the Pull List report from the Requestor Reports menu Select the Pull List report you want to run You will want to select the pull list number on the report you ate now viewing Locate and right click on the desired record you cannot locate and select Detail Be Ee Gore The Detail dialog box will now display Select the Exception check box and enter details as to why this file request has been an exception SMEADLINK LDM From time to time the File Room supervisor or personnel will want to run a report of current Exceptions in order to locate the missing files To run the Exception report select Exceptions from the Requestor Reports menu Exceptions Folder Folder Descripson Reqeest Requestor Exception Datw Commoet Folders Folder 11 Resource Analysis 10 06 2002 mpioyee Daniels Shety 2 Notin the fle room Dokto En o c Once a lost file or Exception has been located return to the Exception report right click on the Exception and deselect the Exception check box then track the file to the requesting person Requestor Audit Reports In order to monitor file room requesting act
18. the Drivers License record Try This SMEADLINK LDM Select the Attachments button The Document Viewer will open and display Linda Clark s Drivers License Close the Document Viewer by selecting the X at the upper right corner Viewing the Current Status of a Physical File Smeadlink LDM enables users to quickly and easily view the current location of a physical file by displaying the current location status at the bottom of the screen If the table you currently viewing has file tracking information associated with it the tracking viewer will automatically display at the bottom of the screen Tracking Locations Location Central File Room 1 By expanding the tracking viewer the user can also view the current requestor status of a file and run a tracking history report To view a file s tracking history report right click on the Loans line of the tracking viewer then select History Tracking Locations ID 1 Central File Room Loans Id 186 14 50 Desc Tracked at 10 07 2002 08 Refresh Tracking Information Tracked by Manager In View Tracking History e Select the Loans table from the Navigation Bar e Locate Loan Number 186 14 50 and view the current location requestor status and tracking history of the American Trust loan file The American Trust loan file should currently reside in the Central File Room Try This SMEADLINK LDM Requesting a Physical File
19. users and File Room personnel by increasing the efficiency of the file requesting and delivery process Workgroup users are able to request paper records from their desktop while File Room personnel can print lists of requests and efficient pull and deliver records The Requestor feature will enable File Room personnel to better manage current requests sort requests by file room order handle Exceptions and track where records are in the delivery process File Room personnel will also be alerted to the Wait List status of a file when it is returned to the file room When a file is returned to the file room the user will immediately be notified as to where there are any outstanding requests or reservations for the returned file Workgroup users are able to request files from their desktop without having to walk over to the file room area When a file is currently not available for delivery the Workgroup user will be immediately notified as to the files current unavailability and also let the user know the current location and reserved status of the file The user will have the option to reserve the file for future delivery 48 SMEADLINK LDM Managing Loan File Requests File Room Requestor Management is managed by using the Requestor Report located under the Reports menu sere nina mem Mew Go cob Rows Retention Ragots iin Window teb 00013 Speotcstons Managing Loan File Requests New File Requests made b
20. 6789 Customer Doe John SSN TID 555555558 Loans Save amp Exit Cancel Add a New Loan file for John Doe Select the newly created Customer Record of John Doe Select the Loans hyperlink An empty Loan table will display because no Loan files have been assigned to John Select the New button and add the following information Loan No 123456789 Loan Type Select Commercial Loan CML Loan Description John s Restaurant Date Opened 10 01 02 Leave the other fields blank Note The Date Due field will auto populated based on pre determined workflow scheduling requirements if left blank Try This SMEADLINK LDM CS s tix Loan No 123456783 Loan CML Loan Description John s Restaurant Status E Date Opened 1079172002 Loan Officer Eliot Sam Printed Date Closed Date Due Save amp Exit Cancel Hint When entering Loan information as a related table to Customers the user will not be prompted to enter the Customer or Customer Name as they will be auto filled Add a New Folder as a Direct Table e Select the Loans table from the Navigation Bar e Hit the Enter key to display all Loan records e Select the New button e Enter the following information into the Add prompt box Loan No 123456788 Loan Type Select Auto Loan Auto Loan Description 2002 Harley Acco
21. Class Tractor 00181549 Auto 2002 Acura Documents 00244181 Auto 1995 Corvette Status History 00282446 Auto 1957 Chevrolet 100282544 Auto 2001 Harley The Retention Code Maintenance screen enables the Records Manager to enter inactivity and retention periods and event types based on operational and legal requirements mion Code Maimenance Retention Code Description Frances Bork Loans Department of St Inactivity Fietertion Period of Official Record Event Closed 4 Evert ow uow to End OF Yeu 7 pP Reterton Year Ends December 31 e inyon Legal Holt Ecce to End Ol Year Retention Yax Ends December 31 oe ese 54 SMEADLINK LDM Applying Holds If Hold is selected for a given retention rule all records which have been assigned to that rule will no longer be placed on the Eligibility for Destruction report ensuring records will not be deleted from the system when they are specifically identified an needing to be kept Force to End Of Year The Force to End of Year check box will normally be applied By selecting this box retention periods and eligible for destruction reports will run as if the retention period were entered at the end of the year The Year End month can be changed to match the fiscal year of the organization
22. HA Employees Hahn Margaret PERSONNEL HUMI000 Oeste Cosed omna HR Employees Name Hargus Chis PERSONNEL MUMIDQ0 DseCiosed 0401 1992 08 07 1999 HR Employees Hamgen Christine PERSONNEL DsmOosed 040119982 08 01 1999 Employees Held PERSONNEL HUMIDO OseCosed 0401 1998 MN HA Employees Nemo Malinowski Mog PERSONNEL HUMIDO DsmOosed 001199 08 01 1999 Employees Nema Martner Carlos PERSONNEL HUMIDO OsteCosed 0401 1998 MN HA Employees Fowler Craig PERSONNEL HUMIDO DeteCosed 001199 08 01 1999 Folders Label Specitcstions VARIOUS 1020 Crested 03061900 03 06 1982 Folders Resource Analysis VARIOUS Crested 0721987 07121999 Folders Folder 14 Conversion Document VARIOUS ADM1020 0 amp 125980 020382 Not all Record Owners may have given permission to destroy their records When this happens the user must flag which records not to destroy before selecting the Destroy button Users can prevent a record from being destroyed by placing a permanent or temporary hold on the individual record To place a hold on a specific record right click on the desired record from the Eligible for Destruction report then select Detail 57 SMEADLINK LDM x Retention Stetus Enbe tor Destrucion Scheduled Date pa 0000000 Scheduled Oestucion Date Hold Status Qn H
23. M Hint A record can be selected by placing the cursor anywhere on the record To select multiple records hold down the Control key while you select each record Related Tables Related tables are tables whose data or information is associated to the table you are currently viewing For example the Loans table is related to the Customers table Because of this table relationship a user will be able to locate a Customer and view all Loan records associated to the selected Customer To select a related table click on a blue hyperlink located above or below the table you ate currently viewing Hyperlinks will become available if another table is related to the current active table A table may have more than one related table Hyperlinks will be blue if there is available data for the selected record Using Loans Hyperlinks e Select the Linda Clark Customer record e Select the Loans hyperlink at the bottom of the screen to view all Loans associated to Linda Clark s Customer record e Linda Clark currently has one loan file as displayed in the database 15 SMEADLINK LDM Try This Using the Documents Hyperlink e Select the American Trust loan file then select the Documents hyperlink to view all Documents associated to the selected file 16 Try This Try This SMEADLINK LDM Navigating with Hyperlinks e Return to the Loans table by selecting the Loans hyperlink
24. Tracking window will now display 43 SMEADLINK LDM Oe 44 04 0 158 OR Oe T5375 OR Comparator Tracking Locations IO 1 Canta Fie Room The Bar Code Tracking window is used to quickly and efficiently check loan files in and out of the file room by the use of a bar code reader The user must first scan the location bar code which represents the destination to which the file is going and then each loan folder is scanned The destination can be an Employee a File Room or other Location or a Box The tracking system will assign each of the scanned loan files or documents to the destination to which it was tracked Manually Tracking Files File Room personnel can manually check files in and out of the file room by manually selecting the destination using the destination lookup feature then by manually entering the bar code number on the folder Hint Press the Enter key after entering each Destination and Loan file number Due Dates If the loan file being tracked to a destination requires a due date the date must be assigned before the tracking can take place The Due Date is often used when an organizational policy requires it For example all files checked out to employees must be returned within five days To enter a Due Date select the down arrow to the right of the Due Back Date field then choose the date the file must be returned The selected date will remain as the defau
25. abeling enables users to print and apply color labels to the end tabs of file folders Color bands are assigned to the numbers or letters used for determining the filing arrangement Color bands can also be used to determine document types or other classification methods Color labeling creates a color pattern on the folders in your filing atea which provides the following two advantages e The use of color patterns enables the user to quickly and easily locate files thus decreasing the time it takes to retrieve or re file files e The color filing pattern is broken when a file is placed in the wrong location on the filing shelf Because of the broken color pattern misfiled files can easily be identified and placed in the right filing location When using color labels the user can easily conduct a visual audit to determine whether any breaks in the color pattern exit then re file as necessaty According to ARMA Association of Records Managers and Administrators approximately 3 5 of all files are filed incorrectly making it costly and time consuming to locate or replace important files Color labeling reduces the cost of your file storage and retrieval by e Reducing the time it takes to retrieve and re file active loan files e Reducing or eliminating valuable employee time used for locating misfiled loan files e Reducing or eliminating employee time and material costs of recreating lost loan files e Reduce labor and mater
26. canning each Loan file barcode Tracking Reports File Room personnel can run the following tracking reports Files Out by Employee Under the Reports menu when in the Employees table of the Tracking Workgroup 47 SMEADLINK LDM File Inventory Report Files Out by Location Under the Reports menu when in the Locations table of the Tracking Workgroup Past Due Report Under the Reports menu then Tracking sub menu Current Tracked Location In the Tracking Viewer of Smeadlink LDM Tracking History Expand the Tracking Viewer of Smeadlink LDM then right click on the file number Select History Loan Files tracked to a box Enter the Boxes table in the Tracking Workgroup select the desired box expand the tracking viewer then right click on the Box and select All Folders Contained in this Box Loan Files tracked to a specific location or employee Enter the Locations or Employees table in the Tracking Workgroup select the desired record expand the tracking viewer then right click on the Location or Employee line and select All Folders Contained Boxes tracked to a specific location or employee Enter the Locations or Employees table in the Tracking Workgroup select the desired record expand the tracking viewer then right click on the Location or Employee line and select All Boxes Contained Requestor Management Requestor Management will increase the productivity of both Workgroup
27. commonly understood by the records management community The obvious between records management and document management needs to be filled with a recordkeeping program that manages information regardless of media form In addition to the records management challenges businesses must manage the flow of information The advances in technology and the new collaborative tools have increased the amount of information created by businesses and desktop users The number of desktop files and e mails are increasing at an alarming rate and must be SMEADLINK LDM organized in order to be effectively used within an organization Business records both paper and electronic must be effectively managed This presents new challenges for managing information in today s businesses Cost savings increased employee productivity and a competitive advantage have been the major reasons organizations purchased document management systems These reasons as valid as ever however new business drivers increasing the need for organizational accountability Regulatory compliance and the need to reduce legal risk are compelling organizations to manage both paper and electronic records Smeadlink Express was developed to fill the gap between paper and electronic records management The concept of paper and electronic recordkeeping encompasses the above in addition to applying the Express workflow concept to improve business proc
28. e Retention Reports menu select the newest report and click on the View button to view the report SMEADLINK LDM dd Destroyed Authonzed ELI Destroying Paper Records Print out the Certificate of Destruction report sign and forward it to the person responsible to destroy the paper records Destroying Electronic Records Select the Del Attachments button to destroy all electronic records appearing on the Certificate of Destruction list Certificate of Destruction Folder Type Departmest ot Retwaton Code Type Event Datn Record 0 061980 0712997 0303995 03031585 Folders Folder 16 Label Specticatons VARIOUS Folders Folder 11 Emeloyees Name Emgloyees Nam Emeloyees Name Bo HA Ergi HR Ee HR Err HR Em Employees N Employees Name Foster PERSONNEL Employees Name Hahn Margaret PERSONNEL Employees Name s PERSONNE Employees Name h PERSONNEL HR Employees Name PERSONNEL Employees Name Mi PERSONNEL 08011993 PERSONNEL PERSONNEL 0801193 HR Employees Name Martner Carlos Employees Name Fowler Craig Holds To view a list of records currently on hold select the On Holds report from the Retention Reports menu To remove the Hold status of a record right click on the record select the Details button and remove the Hold by de
29. e sure to select Active or users will not be able to track files to that destination In the Locations table be sure to select Requestable if you want users to have the ability to request files from that specific filing area Hint Select Due Date to require a due date to be entered while a Loan file is being tracked to that location or employee Tracking Locations IO 1 Conta Fie Room Printing Bar Code Labels Make sure you are logged in as Manager e Select the Tracking Workgroup 46 Try This SMEADLINK LDM Select the Locations table Hit Enter to view all records Select Print Choose Labels Print all Location tables Repeat this for Employees and Boxes Enter the Loans table of the Records Workgroup Hit Enter to view all records Select five loan records Select the Print button Choose Labels Tracking Files Open the Tracking Window by selecting Bar Code Tracking from the Go menu Make sure Hold Destination Detect Change is selected Scan the bar code of the Employee Kim Cooper as the Destination Scan a few loan files into the Object field in order to assign these folders to Kim Cooper Scan Loan files located in the file room and have no pending tequests Next scan the Central File Room bat code Note the Central File Room s bar code L1 is now automatically placed into the Destination field Scan the same folders back into the Central file room by res
30. eir specific filing needs Talk with your Smeadlink LDM reseller for assistance in designing and implementing a custom label design to meet your specific loan filing requirements Printing Color Labels Printing a Label Printing labels is easy in Smeadlink LDM Simply locate the loan record needing a label Select the Print button and choose Label Ifa label has been designed for the table you are in the Labels menu item will be enabled under the Print button 40 Try This SMEADLINK LDM Print a color label e Select the Loans table from the Records Workgroup e Select a loan record e Select the Print button Choose Labels e A Label Printing dialog box will now display Select the Loans label design e Select Print to print the label Hint The Label Printing dialog box provides the user with label printing options The Stock field should be ignored when printing color labels Hint Inkjet printers and label stock should be used if you intend to print a few labels at a time and reuse label stock Hint The user can choose which label position on the label stock to start printing This option is useful when the user prints only a few labels at a time The user can choose label designs The printer can be selected by selecting the Setup button LE 6 9 Printing Multiple Labels Multiple labels can be printed at the same time by selecting multiple records before printing To select multiple
31. ess the flow of information Smeadlink Express was designed to increase the productivity of workgroups by providing better access to information and utilizing workflow to route information according to structured business processes Developed to ensure regulatory compliance reduce legal liability and increase organizational accountability Smeadlink Express supports better business decisions Smeadlink Express streamlines records management Manual tasks of the file room automated increasing the efficiency in tracking and managing files Every organization has different information needs and practices Smeadlink Express focuses on understanding the organization s needs and building solutions with the necessary technologies to solve your information concerns today Smeadlink Express is an immediate solution to managing your information needs with the capability of growing with you as your information management needs grow Understanding your organizational needs and best practices will help you leverage information to the best advantage About This Manual This manual provides information about performing basic tasks in Smeadlink Loan Document Management LDM Refer to the Administrative and User Manual s for more advanced tasks These manuals can be found under the Help menu of Smeadlink LDM Smeadlink LDM has been set up with sample data and a sample database Express mdb Depending on your set up you may be using a databa
32. essors will have the ability to route work to processing workstations flag problem areas and ensure compliance by meeting critical deadlines track work completed and queue up work assigned to their workstation Document Routing and Reporting in Smeadlink LDM Document Routing and Reporting enables a loan processing area to define the individual work stations individuals or processing areas that need to be completed before a loan file is complete Smeadlink LDM will enable users to route paper or electronic loan files to their defined processing areas track when each loan processing step was competed who completed the process and allow users to queue up all work assigned to their processing area Defining your Processes To begin defining your process define the loan processing steps required to complete a loan file Next select the Loan Processing Status table from the Maintenance Workgroup and adjust the Workflow Step and Loan Status fields to match your defined process SMEADLINK LDM To add a loan process select the New Process button and enter the name of the new process Next enter the Workflow step or the order in which the process should be competed Hint Before entering the processing steps and processing order it would be wise to first define or list the loan processing steps or processing areas on paper Each time a new processing step is created a corresponding view will be created in the Loans table
33. estor Smeadlink LDM Requestor reduces the costs of your paper filing system and increases employee productivity by reducing the retrieval time of loan files from the filing area Users can request paper files directly from their PC and file rooms can fulfill requests more efficiently iAccess iAccess provides remote access to electronic records from any a web browser iPublish iPublish provides users with the ability to publish electronic records to CD for distribution The distributed CD can then be viewed from any web browser SMEADLINK LDM Ci Smeadlink Express Basics Installing Smeadlink Loan Document Management LDM Installation Steps e Insert the Smeadlink CD into your CD drive e At the Smeadlink Installation Screen Choose Smeadlink Express Application Setup e Follow the instructions as they appear on your screen Hint As the installation proceeds you won t need to do much other than okay the default settings You will need to enter your CD serial number and registration code when prompted this can be found on the documentation that came with the software Use DEMO as the serial number and registration code if this installation is for demonstration purposes The entire installation will take just a few moments You will be asked to restart your system when installation is complete Once you restart you will see the Smeadlink Installation Screen again If you don t already have Adobe Acrobat Reader insta
34. first be obtained before using retention periods for records destruction When it is time to move an active record to an inactive storage area it will appear on the Inactivity Report Records up for destruction will automatically appear on the Eligible for Destruction Report Smeadlink LDM uses event dates to trigger inactivity and destruction periods The following event date options are available when defining Rules of Retention for both inactivity and destruction retention periods Date Created Date Opened Date Closed Other Date User Defined Date Date Last Tracked by the Smeadlink Express tracking system 53 SMEADLINK LDM Applying Retention to Paper and Electronic Records In Smeadlink LDM Rules of Retention are assigned to each record by having the user select a Loan Type to each Loan file The Rule of Retention is automatically applied making the assignment of Retention Codes transparent to the end user File View Go Tools Rows Retention Reports Add Ins Window Help Status Request Customers Loans Documents Loan Consumer Loan ERAS Real Estate Loan 4 Small Business Loan Ge Status History 00980 SBA Tomado Warning Siren Retention Code Maintenance Specific Rules of Retention are added or edited by selecting Retention Code Maintenance under the Retention main menu Eile View Go Tools Rows Retention Reports Add Ins Window 00144183 Auto Farmall C
35. for future delivery 27 SMEADLINK LDM Transferring a Physical File An employee can transfer the custody of a loan file by selecting a loan record then pressing the Transfer button The user will be prompted to enter the name of the Destination Employee file is going to and the due date assigned x Destination Employees 85 Due Back Date fi 0 13 2002 Setup Try This Transferring a Loan File e Transfer any loan file currently located in the Central File Room to Kim Cooper As long as the loan is currently in the file room and has not yet been requested by anothet user the File Transfer should be successful e Next Transfer the American Trust loan file to Kim Cooper Note The Wait List box displays letting you know there is another employee waiting for the file This is because you requested this file during a previous exercise e Continue the transfer by selecting the Continue Transfer button By selecting Continue you will be ignoring the previously made request for the American Trust loan file Transfer Options e The Transfer feature can be turned off or its use can be limited to specific individuals e The Due Date requirement only displays when the file room is requiring its use SMEADLINK LDM Filing Desktop Files Smeadlink LDM enables loan processing or other workgroup users to electronically organize their desktop files e mails and scanned docume
36. future retrieval Electronic recordkeeping increases productivity and reduces costs in the following ways e Improve access to loan documents Personnel are able to gain instantaneous simultaneous and remote access to loan documents e Reduce paper file management time Reduce the time it takes to assemble retrieve re file and maintain loan documents e Reduce space requirements Costly active file storage space requirements can be reduced by scanning loan documents for file access then shipping the paper documents to a less expensive storage area e Reduce inactive loan file requests Reduce requests for time consuming and costly inactive file retrievals by providing on line access to loan documents SMEADLINK LDM Retention Management Retention management enables a business to reduce costs and reduce legal risk by managing the life cycle of loans through their creation use storage and destruction Retention Management ensures loan files are moved efficiently and consistently from more expensive active filing space to less expensive inactive filing and eventually to destruction based on the legal and useful life Every organization has unique needs and business purposes However the importance of records management remains the same as well as some key theories of records management Information must be managed from creation to disposition document lifecycle Information must be managed by value not by media Requ
37. g area by managing the process of moving inactive loan file records to less costly inactive file storage space e Reduce storage costs of the loan filing area by managing the process of loan file destruction based on operational and legal record keeping requirements e Reduce the legal risk of your organization Electronic Record Keeping Desktop File Management e Save and Organize Desktop files to specific loan files for future retrieval e Save Desktop files as business records for your organization e Share Desktop files to other loan processing personnel Desktop Email Management e Save and Organize Emails and Email attachments to specific loan files for future retrieval e Save Emails as business records for your organization Document Imaging e Improve customer service and employee productivity by enabling employees to retrieve and view loan documents from their Desktop PC e Enable users to remotely view loan documents from a Web Browser e Enable users to distribute loan documents via CD SMEADLINK LDM e Reduce storage space requirements and retrieval time of active and inactive loan files by storing and maintaining them in electronic form Retention Management for Electronic Files e Reduce server storage costs of the loan filing area by managing the process of electronic loan file destruction based on operational and legal record keeping requirements e Reduce the legal risk of your organization Smead
38. h Loan if Deficiency Tracking is enabled The Pipeline Report will also list which Documents have been received and which Documents have flagged Exception notes which may require management s attention Productivity Report The Productivity Report will report on the productivity of the Loan Process Area for a given period of time The report will display which Loan files were processed for a given day along with who processed them and which processing steps were completed To run the Productivity Report in Smeadlink LDM select the Status History table from the Records Workgroup Next select Productivity Report from the Reports menu then select the Print button and select the Formatted Reports menu item 70 SMEADLINK LDM END 71 72 73
39. ial expense for labeling loan files Bar Code Tracking Bar Code Tracking enables users to quickly determine the current location of paper loan files and documents by performing a check in check out activity when files or SMEADLINK LDM documents move from one location to another Bar code tracking is used to track loan files and documents to locations employees and boxes System user s can quickly view the current location of a file as well as view tracking history information Tracking can also be done at the document level Documents can be tracked to loan files employees or boxes Bat Code Tracking provides the following benefits to an organization e Reduce the number of missing or lost loan files e Decrease the time it takes for employees to locate loan files e Increase employee productivity by enabling employees to quickly locate files and documents whether loan files are located in the file room or checked out to another employee e Improve security and provide greater control of loan files from the central filing area Electronic Recordkeeping Document Imaging PC Files amp Retention Management Document imaging is the process of converting and indexing paper files into electronic documents for future retrieval in order to provide users with fast on line access to important document information PC Files is the process of saving and indexing desktop files such as Microsoft Word or e mails into a recordkeeping system for
40. iling arrangement Color bands can also be used to determine loan types or loan officers Color labeling creates a color pattern providing the following advantages e The use of color patterns enables the user to quickly and easily locate files thus decreasing the time it takes to retrieve or re file files 39 SMEADLINK LDM e The color filing pattern is broken when a loan file is placed in the wrong location on the filing shelf Because of the broken color pattern misfiles are easily identified and placed in the right filing location When using color labels the user can easily conduct a visual audit to determine whether any breaks in the color pattern exist then re file as necessary Color labeling reduces the cost of your file storage and retrieval by e Reducing the time it takes to retrieve and re file active loan files e Reducing or eliminating valuable employee time used for locating misfiled files e Reducing or eliminating employee time and material costs of recreating lost loan files e Reducing the labor and material expense for labeling loan files According to ARMA Association of Records Managers and Administrators approximately three to five percent of all files are filed incorrectly making it costly and time consuming to locate or replace important files Custom Label Designs Smeadlink LDM comes with a standard color label designs however most organizations find it useful to design a custom label to meet th
41. in order to enable users to view all Loans which are currently assigned to each of the defined Loan Processing Areas 63 SMEADLINK LDM Using Document Routing and Reporting To use Document Routing and Reporting after defining a new process close Smeadlink LDM and reopen it This will load the Views defined in the last step Select the Loans table from the Records Workgroup Select a loan record and click on the Status button Select which processing step the Loan should now be placed then hit the OK button Loan File Workflow 66 If the user had selected Verification as the processing step it means the record will now be displayed in the Verification work area s work queue Go to the View menu and select WF Verification to view all records currently need to be verified by the Verification work area Deficiency Tracking Smeadlink LDM Deficiency Tracking is the ability to track when required loan documents are completed and to ensure they are completed on time Loan files are required to be completed within a specific time period Deficiency Tracking ensures that all required documents are completed and will be completed on time 64 SMEADLINK LDM In Smeadlink LDM Loan Types and Document Types must first be established Each Loan Type will have its own set of required documents which must be completed Due dates are then set which will be used to flag the user if a loan document is not completed bef
42. ivity and to ensure no requests go unfilled Smeadlink LDM has two audit reports In Process Report This report will enable the file room supervisor to view all requests in the system not yet fulfilled This report will not display reserved files for future delivery 51 SMEADLINK LDM Wait List Report This report will enable the file room supervisor to view a list of all records that have been reserved for future delivery This report will give the file room the pulse of how many files need to be in more than one location at the same time Retention Management Retention Management also known as Document Lifecycle Management is the management of paper and electronic records through their creation useful active retrieval life inactive storage life to their eventual destruction or preservation based on legal and operational requirements as set forth in an organizations rules of retention also known as a retention schedule Retention management enables a business to reduce costs and reduce legal exposure by applying the retention status and destruction policy during creation Retention Management will ensure files are moved efficiently and consistently from costly active file storage space to a less costly inactive filing area then to destruction based on the assigned retention rule and authorization from the department of record Following a retention schedule will enable organizations to reduce storage space re
43. link Express As mentioned previously Smeadlink LDM is powered by Smeadlink Express technology Smeadlink Express is recordkeeping software that gives you complete control over all documents both paper and electronic used throughout your organization Bringing together document management and records management Smeadlink Express offers a complete recordkeeping solution to manage the document life cycle according to best business practices Developed by Smead an industry leader in organization for over 95 years Smeadlink Express puts information where you need it when you need it Traditionally defined as the management of paper records records management is the management of the complete lifecycle of records Records Management focuses on classifying records based on business value and content Retention periods are applied to ensure documents are kept throughout their useful and legal lifecycle and destroyed when they are no longer required The focus of records management is the reduction of paper storage requirements and file access improvement With the introduction of the computer age came the need to manage digital information Data and electronic document management commonly falls to the IT department where data and document management systems are often employed While IT departments have the approptiate systems to house digital information they typically do not understand the lifecycle approach to the management of information
44. lled on your system you can choose to install it now Or you can click Exit and locate the Smeadlink icon on the desktop Hint Adobe Acrobat Reader is to access the Smeadlink LDM User and System Manuals Congratulations You ve successfully installed your new Smeadlink Loan Document Management software powered by Smeadlink Express 10 SMEADLINK LDM Logging On e Double click the Smeadlink icon on your desktop e startup screen will now appear allowing you to open the desired Smeadlink Express database and your login and password e Select Loan Files mdb from the available choices If Loan Files mdb is not available double click More Files then select the Loan Files mdb file from the C Program Files Smeadlink Data directory e Log in as Manager The default password is also Manager r Login Database Type Access SOL Name Manager E Smeadink LDM Login Screen Hint If the Loan Files mdb file does not appear as an available option double click on Files Navigate to the location of the Loan Files mdb file The default location is as follows C Program Files Smeadlink Loan Files mdb The Manager login will give you full access to all end user file room user and administrative features of Smeadlink Loan Document Management If you want to change your password before you begin refer to the
45. lt due back date for other tracking activity Options The uset has the option to select one of the following tracking modes SMEADLINK LDM Lock Destination This option will keep the scanned or selected Destination in the Destination field until the user deletes it and enters or scans a new destination bar code number This feature is useful when entering many records at one time and the Destination must temain the same Hold Destination Detect Change This option is the most widely used by an active file room The Hold Destination Detect Change option allows file room personnel to scan code labels from both Destinations and Files Each time a Destination bat code is scanned the Destination field will automatically change All files scanned after the newly scanned destination will be assigned to that new destination Neither This option requires the user to scan a Destination bar code before scanning each file Due Back Date The Due Back Date requirement can be turned on or off for each tracking destination by selecting or de selecting the Due Date field in the tracking tables located in the Tracking workgroup Hint The default scanning mode is Hold Destination Detect Change Dar Code Tracking Sme odinh Loan Document Same ini xj de ph fen e z ae Ja ire 0 16 amt Co 50 uL e Id EA Desc Erin Bar Code Due Mack Dui TEE 5
46. mble retrieve re file and maintain documents e Reduce vault storage requirements Costly active loan file storage space requirements ate reduced by scanning documents for file access then shipping the paper documents to a less expensive inactive storage area e Reduce inactive file requests Reduce requests for time consuming and costly inactive file retrievals by providing on line access to documents Image Capture and Indexing Smeadlink LDM was designed to enable loan processing personnel or other workgroup members to capture and index paper documents into an electronic storage and retrieval system by using one or more of the following methods e Scan and Index loan documents at a designated scanning station Scanning station requites Kofax compatible scanner and board This method normally requires a skilled scanner operator to scan batches of loan files to the system for electronic storage and retrieval 34 Try This SMEADLINK LDM e Loan processing personnel can scan loan documents at a designated scanning area and then return to their desks to classify and index documents using the Manual Indexing method e Scan and Index loan documents from the end user s PC currently requires a Kofax compatible scanner and board Scanning with Document Separator Sheets When batch scanning loan files are normally scanned using document type bar code separator sheets to automate the process of identifying the document type
47. ment Types for each Loan Type The Document Types listed here must be completed for each newly added Loan record before the Loan file will be considered complete Enter an interval period when you want to ensure documents are completed within a specified time period before the Loan s defined Due Date The Interval Period is the number of days the Document should be completed before the Loan reaches its Due Date If the Loan s Due Date has the date of October 12 2003 and the Interval in days is set to 10 you will be notified on October 2 of a possible compliance risk if the document has not been completed by October 2 Using Deficiency Tracking in Smeadlink LDM To use Deficiency Tracking in Smeadlink LDM select the Loans table from the Records Workgroup After entering a new Loan record in the Loans table select the Loan Type and hit enter If Compliance dates will be tracked either enter the Loan file s Due Date or allow the system to automatically enter the Due Date based on the period defined in the Days Until Due field of the Loan Types table When documents ate scanned or indexed into the system their document status will be flagged as received When paper documents are manually placed into a loan file the user must locate the Loan in the Loans table select the Documents hyperlink and mark the Document as having been received If the document is only partially complete or is missing vital information an Exce
48. ments to be completed at a specific workstation Report the processing activity of your entire loan processing department individual loan processors and specific loan files Deficiency Tracking Track which loan documents have been completed Report on missing loan documents required to make a loan file complete Report missing information required to make a loan document complete Track compliance dates on required loan documents Ensure compliance by reporting loan documents which ate approaching their required due dates File Room Management Color Labeling of Paper Loan Files e Reduce or eliminate misfiles in the loan vault of loan filing area e Reduce the time it takes to pull and refile paper loan files Bat Code Tracking e Track the current location of all paper loan files that have been removed from the loan vault or loan filing area e Reduce the time it takes to locate files that have been removed from the loan vault loan filing area e Reduce the number of lost loan files in your organization e Enable loan processing personnel to transfer the custody of a loan file to another employee SMEADLINK LDM Requestor Management e Enable loan processing personnel to request paper loan files from their Desktop e Enable file room personnel to fulfill loan file requests in a more efficient and effective manner Retention Management of Paper Loan Files e Reduce storage costs of the loan filin
49. nts by their loan numbers for future retrieval MS Office 2000 and XP Support Smeadlink LDM has been integrated to Microsoft Word Excel and Outlook email messages and attachments MS Office integration enables users to file and classify documents directly into the Smeadlink LDM electronic recordkeeping system for storage and retrieval of electronic business records Whenever an existing document is opened or a new document is created in any of the approved MS Office applications the file can be electronically filed by selecting the Smeadlink Icon on the MS Office toolbar or by selecting Send to Smeadlink from the application s File menu Eile Edit View Insert Format Tools Tz D 3 3 e o tu Favorites Smeadlink Icon from MS Office Application Toolbar SMEADLINK LDM ile Edit View Insert Format Tools Table W Ctri N Ctri o 1 5 Q 5 o EE Uc ce Save Ctri S Versions a 8 8 5 h 5 Web Page Preview Page Setup Print Preview amp print Ctrl P Turning on MS Office Support This must be completed at each PC Manager access rights are necessary in order to add this level of support To turn on MS Office Support complete the following steps at each PC e Login as Manager Select Options from the Tools menu Select the MS Office Connectivity tab Select the Connect radio button fo
50. o the Smeadlink Icon The same indexing prompt box as with MS Office will display prompting the user to enter the required indexing information Attach PC File Right click on the record to which you want to attach the electronic file then navigate to and select the file e Navigate to the John s Restaurant loan record Loan Number 123456789 in the Loans table e Select the Documents hyperlink e Right click onto one of the document records then select Attach PC File from the pop up menu e Navigate to a desktop file of your choice then click OK e The file will be indexed and saved into Smeadlink LDM for future retrieval e With the new tecotd selected select the Attachments button to view the document e Drag and drop a file over the Smeadlink Icon on your desktop e The Indexing dialog box will display providing the user with valid indexing criteria 33 SMEADLINK LDM Ci Document Imaging Document Imaging is the process of scanning indexing and storing paper files in an electronic form for future retrieval in order to provide users with fast on line access to important documents Document Imaging will enable your loan processing department to increase productivity and reduce costs in the following ways e Improve access to loan documents Personnel ate able to gain instantaneous simultaneous and remote access to loan documents e Reduce paper file management time Reduce the time it takes to asse
51. of a Folder Missing Document Report Compliance Report Pipeline Report Productivity Report SMEADLINK LDM Getting Started with Smeadlink Loan Document Management LDM Introduction to Smeadlink LDM In the lending paper chase it s timing and teamwork that puts the winners in the lead position The ability to save personnel time and increase the efficiency of managing loan information gives your team a distinct advantage over your competition Smeadlink Loan Document Management LDM gives you complete control over all documents both paper and electronic used throughout the life of a loan From origination through processing underwriting servicing archiving and eventual destruction Smeadlink LDM puts your team a step ahead of the rest Smeadlink LDM is powered by Smeadlink Express technology and has been pre configured to meet the specific needs and requirements of the Loan Processing industry Smeadlink LDM was specifically designed to efficiently manage the creation use storage and destruction of loan files whether in paper or electronic form The following Smeadlink LDM features will increase the productivity of your loan processing environment Express Workflow for Smeadlink LDM Loan Document Routing and Reporting e Route paper and electronic loan files through a set of structured processing activities required to make a loan file complete SMEADLINK LDM Queue up loan files which require docu
52. old Hold Reason 2 4 Snooze Snooze t 1 2 Retention Code Code HUM3000 Descnpton HUMAN RESOURCES EMPLOY r 6 em To place a record on permanent hold select the Item on Hold button and enter the reason for the permanent hold To place an item on temporary hold use the Snooze Control feature Press the Snooze button once for each month you wish to place the record on hold At the end of the snooze period the record will automatically reappear on the Eligible for Destruction report After applicable holds have been assigned destruction of both paper and electronic records according to the approved retention policy of your organization can begin Retain a paper copy of your Eligible for Destruction report as it contains the destruction approval signatures and is the source of evidence that records have been destroyed in the normal course of business and according to an approved records retention policy Return to the Eligible for Destruct report and select Destroy All records not on hold will be flagged for destruction and will be transferred to the Certificate of Destruction report LL x Dato of Destucton 090602 Authorizing Operator em om Certificate of Destruction Report It is now time to destroy all paper and electronic records which are eligible and approved for destruction in the normal course of business Select the Certificate of Destruction report from th
53. ore an upcoming due date Reports are then run to determine which Loans are missing required documents and which documents past due or coming due soon Hint Before entering Loan Types and Document Types in Smeadlink LDM write down a list of Loan Types and the Documents that must be completed before the loan file is considered valid and complete Defining your Loan Types Defining your Loan Types is the first step in setting up Deficiency Tracking in Smeadlink LDM To enter the defined Loan Types select the Loan Types table from the Maintenance Workgroup hit the Enter key to display all current Loan Types then add the Loan Types whose Documents you need to track completion and or compliance To complete the Loan Type record enter the Days Until Due and the Default Retention Code for each Loan Type created The number of days until due is the default number of days a Loan must be completed after it was opened If the Date Due is left empty when creating a new loan record the Date Due field will default to the Opened Date the number of Days Until Due The user can change the Date Due at any time The default retention code will be automatically applied to each Loan that is assigned to a Loan Type SMEADLINK LDM Defining your Document Types For each Loan Type entered select a Loan Type one at a time Select the Document Type hyperlink at the bottom of the screen Enter a list of required Docu
54. ption note can be entered into the Documents table SMEADLINK LDM Document Confectlog Tracking Locations 1 Certi Fle Roce Express Workflow Reporting in Smeadlink Express Workflow captures reportable information when documents routed and tracked for deficiency These reports enable loan processors or managers to easily gain access to information related to the loan processing activity The following reports and available in Smeadlink LDM Current Processing Status of a Loan Loan Files Queued to a specific Loan Processing Area Process History Report for a specific Loan Process History report for all Loans Processed by a specific user in a given period of time Missing Document Report Document Compliance Report Pipeline Report Productivity Report Current Processing Status The current processing status of a specific Loan can be determined from within the Loans table of the Records Workgroup Locate the record and view the current processing status in the Status field 67 SMEADLINK LDM Processing Queue To view all loans queued to a specific processing area select the View menu and select the Processing Queue to see all Loans currently being processed in that processing area For example if you want to see all Loans queued for Verification select the WF Verification view Process History of a Folder To view the processing history of a specific Loan select the Loan file in the
55. quirements reduce storage costs and reduce legal risk Retention schedules Rules of Retention are not supplied by Smead but are the result of legal research performed by a records management consultant or attorney Smead recommends using a records retention specialist or consultant to develop specific rules of retention for your organization based on your organizational record series Legal counsel should review and approve the rules of retention and your retention schedule Retention rules are applied to records as they are created during the normal course of business When a loan record is created or saved into Smeadlink LDM it will automatically be assigned a retention code based on the Loan Type selected for that loan Each Loan Type is assigned a default Retention Rule To view or change the default Retention Rule select the Loan Types table from the Maintenance Workgroup 52 SMEADLINK LDM The Default Retention Code is a lookup field which will display all valid Retention Codes that have been entered into the Retention Code Maintenance menu By default FIN5000 has been selected and has the following properties e Inactivity Period Move to Inactive Storage one year after the loan file is closed e Retention Period Appear on Eligibility for Destruction report six years after the file is closed The example Retention Rules provided in this software are used as examples in Smeadlink LDM Legal counsel must
56. r Word Excel and Outlook Select Setup for each of the three file types and select the Do Not Ask Me Again checkbox then click OK e Select the Apply button on the Options screen then click OK to close e Open Microsoft Word A Smeadlink Icon will now appear on the MS Word toolbar and the Send To Smeadlink menu item will now appear in the File menu of MS Office You are now integrated 30 Try This SMEADLINK LDM v MS Word Connect C Disconnect Setup v MS Excel Connect C Disconnect Setup w MS Outlook Connect C Disconnect Setup Cancel Apply Restore Defaults Indexing and Classifying MS Office Documents To index MS Office documents for future retrieval select the Smeadlink Icon or select the Send To Smeadlink menu item from within the MS Office application you are current working An indexing dialog box will display requesting pre determined indexing information Smeadlink LDM has been pre configured to electronically file Loan Documents Loan Documents will be filed to a loan number then to a specific document type in order to make electronic file retrieval fast and efficient Indexing a Loan Document e Create a new document using MS Word Make sure to enter some text into the body of the message such as Sample Loan Document e Select the Smeadlink Icon on the MS Word toolbar e Enter the following information into the indexing dialog box Loan Number 123456789
57. records hold down the CTRL key while you select each record to be printed If no records are selected all records displayed on the grid will be printed 41 Try This SMEADLINK LDM Printing a Batch of Labels Often file room users may be required to print a large batch of labels This requirement may be the result of adding or importing a large number of loan files Printing Label Batches While in the Loans table of the Records Workgroup e Select the View menu on the main menu bar e Select the Print Loan Files view e list of records will now display Sort the labels in the desired order e Without selecting any records select the Print button Choose Labels e A label will now be printed for each record displayed e Return to the Loans View by selecting Loans from the View menu Hint After labels have been printed their records will be flagged as being printed and will no longer appear in the Be Printed list in the Print Labels view Loan files are flagged as Printed by the check box being selected in the Printed field of each Loan record Reprinting Batch Labels Labels can be re sent to the batch print queue by simply removing the Y from the Printed field The next time a batch of labels is printed the unflagged record will display in the print queue Tracking Loan Files Bar Code Tracking enables users to quickly determine the current location of paper loan files In order
58. se under a different name SMEADLINK LDM Chapter One Getting Started with Smeadlink LDM Chapter Two Smeadlink Express LDM Basics Chapter Three Navigating Through Smeadlink LDM Chapter Four Gaining Access To Your Paper amp Electronic Records Chapter Five Filing Desktop Files Chapter Six Document Imaging Chapter Seven Remote Web Access and Publishing Chapter Eight File Room Management Chapter Nine Express Workflow for LDM Try This Exercises To become familiar with the basic functions of Smeadlink LDM make sure to work through the Try This sections Customer Support If you have any questions while using this manual resources are available Call Smead Software Support at 800 800 6131 Registration Your Smeadlink LDM software was registered with Smead before it was shipped So that Smead can provide you with the highest quality software technical support and inform you of new features be sure to keep your maintenance contract current If you have any questions regarding your current registration and service contract contact your local reseller or call Smead Software Support at 800 800 6151 SMEADLINK LDM Smeadlink LDM Solutions Smeadlink LDM solutions are available technologies that help your organization quickly file and locate and information Any combination of the technologies may be enabled in your solution Brief descriptions of each solution are provided below Color Labeling Color L
59. selecting the Hold check box SMEADLINK LDM All Records on Hold Folder Type Mem Depermesto Retesson Code Schedeled Seoore Until Ri Record Destruction Ereloyees Name Sphere PERSONNEL HUM30U0 0 01 9959 12 06 2002 Inactive Records To view a list of all records ready to be moved from the Active Records File Room to the Inactive storage atea select Inactive Records from the Retention Reports menu After the report has been sorted run the report and collect all records ready to be transferred to inactive storage Scan the files to boxes and boxes to the inactive location using the Smeadlink LDM bar code tracking feature Records Currest Location Event Type Event Date Dote Closed Dawe Closed 07 16 1938 Dow Closes 0801 1994 Bees Boel ead Retention Codes To view a list of Retention Codes Rules of Retention available for use select Retention Codes from the Retention Reports menu A list of your organization s Rules of Retention will be displayed SMEADLINK LDM Citations Smeadlink LDM is also capable of managing Citations Citations are legal references that backs up or justifies the use of the Retention Code To manage Citations the Citation feature must be turned on Consult your Smeadlink LDM reseller for more information regarding Retention Management and the use of Citations All Retention Codes Code Description Deparment of Inactivity Event Inac
60. tion or a Customer list that includes each active Loan 18 SMEADLINK LDM Adding Records Records added to the Smeadlink LDM database by selecting the New button at the top of the screen A user must have Add privileges before records can be added After selecting the New button the user will be prompted to enter all available fields for the current table To save the record e Hit the Return or Enter key to Save and Clear This feature enables users to efficiently enter many Customer or Loan records into the table during the same data entry session OR e Select the Save and Exit button with the mouse to save the new record to the database table then return to the screen Hint New records can be added to a table whether the table is accessed directly from the Navigation Bar or whether the table is accessed from an associated table as a related table RS td x All Customers 3 Account it Number Customer Name SSN TID Loans Save amp Exit Cancel Try This Add a New Customer e Select the Customers table from the Records Workgroup e Hit the Enter key to display all records e Select the New button add the following information then select the Save and Exit button 19 Try This SMEADLINK LDM Account 123456789 Customer Name Doe John SSN 555555555 IEE o All Customers 3 Account Number 12345
61. tivity teactivity Forci Record Type Period to Year End ACCI000 ACCOUNTING ACCOUNTS PAY ACCOUNTING 1010 ACCOUNTING JOURNALS LED ACCOUNTING acc SOUNTING CAPITAL PROPE ACCOUNTING GENERAL ADMI000 ADMINISTRATION INTERNAL ADM1020 ADMINISTRATION PLANNING VARIOUS ADM2000 ADMINISTRATION PROPERTY PROPERTY ADM2020 ADMINISTRATION PROPERTY PROPERTY ADMINISTRATION POUCES PF VARIOUS ADM3010 ADMINISTRATION POUCIES P AUDITING ADMI ADMINISTRATION POUCIES PE VARIOUS ADMA ADMINISTRATION SECURITY SECURITY ADMIBO ADMINISTRATION GENERAL 310 ADMINISTRATION GENERAL C 000 ENVIRONMENT TESTING TES ENV2000 ENVIRONMENT HAZARDOUS CPERATIONS ENV2010 ENVIRONMENT HAZARDOUS OPERATIONS ENV3000 ENVIRONMENT WATER POLLL OPERATIONS FINANCE BANKING FINANCE 12000 FINANCE BUOGET PINANCIAL FINANCE anagagagoaaogogogagogogod 3 3 3 3 3 1 3 3 3 3 3 1 3 3 3 3 3 3 3 61 SMEADLINK LDM Ci Express Workflow for Express Workflow is a routing and reporting productivity tool and a deficiency tracking tool used to enable Loan Processing Personnel and Loan Processing Managers to be become mote efficient and effective Loan Processing Managers will have the ability to measure productivity ensure compliance even out workloads and foresee bottlenecks in their department s loan processing activity Loan Proc
62. to easily track loan files to employees locations or boxes bar code 42 SMEADLINK LDM labels placed on each loan file folder When loan files leave the filing area the file s code is scanned or tracked to its destination by bar code reader Bar Code Tracking is used to track files and or documents to locations employees and boxes enabling the user to quickly view the current location of a loan file along with its tracking history For example e Paper loan files can be tracked to a File Room or Loan Vault to an Employee or to a Box Loose documents can be tracked to files or to Employees Bat Code Tracking provides the following benefits to an organization e Reduces the number of missing or lost files e Decreases the time it takes for employees to locate files e Increase employee productivity and decision making by enabling users to quickly locate critical files and documents when they are needed whether files are located in the file room or checked out to another employee e Improve security organizational accountability and provide greater control of paper files which are maintained in the filing areas of an organization Using the Bar Code Tracking Module The Smeadlink LDM Bar Code Tracking module provides file room personnel with an efficient and easy way to check files in and out of the filing area To use the Bar Code Tracking module select Bar Code Tracking from the Go menu The Bar Code
63. uction approval before actually destroying records Eligible for Destruction Eligible for Destruction Folder Type Department of Retention Event Type Event Record Code Date Folders Folder 14 Conversion Document VARIOUS ADM1020 Date Crested 06 12 1380 Folders Folder 16 LabelSpectications VARIOUS ADM1020 Date Crested 09 06 1980 Folders Folder 11 Resource Analysis VARIOUS ADM1020 DeteCreeted 07 12 1997 HR Employees Good Gary PERSONNEL HUM3000 DeteCiosed 03 03 1985 Employees Bailey Juanita PERSONNEL HUM3000 Dote Closed 03 03 1985 Employees Bonnett PERSONNEL HUM3000 DeteCiosed 03 03 1985 HR Employees Campbell Tim PERSONNEL Dote Closed 03 03 1985 HR Employees Cole Ralph PERSONNEL HUM3000 DeteCiosed 03 03 1985 HR Employees Emerson Hamel PERSONNEL HUM3000 Dote Closed 03 03 1985 HR Employees Nome Adams John PERSONNEL HUM3000 Dote Cosed 030031985 Employees Champ Lester PERSONNEL HUM3000 08 01 1933 Employees Foster Chasity PERSONNEL HUM3000 08 01 1993 HR Employees Grimaldi Stephenie PERSONNEL HUM3000 08 01 1933 HR Employees Hehn Margaret PERSONNEL HUM3000 08 01 1993 HR Employees Hergus Chris PERSONNEL HUM3000 08 01 1933 HR Employees Herrigen Christine PERSONNEL HUM3000 08 01 1993 Held David PERSONNEL HUM3000 68 01 1933
64. ument records e View the current tracked location of a loan file e Transfer a loan file to another user e Request a loan file from the file room or vault 37 SMEADLINK LDM e View electronic documents Consult your Smeadlink LDM reseller for more information regarding tAccess and iPublish 38 SMEADLINK LDM Ci File Room Management The Smeadlink LDM File Room Manager was designed to increase the productivity of an organization by making files more accessible to loan processing personnel or other workgroup end users By reducing the time it takes to locate and deliver paper loan files from the filing area Workgroup end users can become more productive Proper file room management techniques will ensure the following benefits to an organization e Reduce misfiles in the filing area with the use of color coded filing e Easily locate loan files checked out of the filing area using Bar Code Tracking e Efficiently manage loan file requests to the loan vault e Manage loan file request Exceptions e Reduce costly loan vault storage costs by managing the movement of inactive files to less costly inactive file storage space e Reduce legal liability by managing retention for records destruction or vital record preservation Color Labeling Color Labeling enables file room personnel to print and apply color labels to the end tabs of loan folders Color bands are assigned to the numbers or letters used for determining the f
65. unt No 123456789 Date Opened 6 4 02 Leave the other fields blank 21 SMEADLINK LDM Note The Customer field will be auto filled because you have entered the Customer s Account No Loan No 123456788 Loan Type Loan Description 2002 Harley Account No 123456789 stu TT Customer Date Opened 05 04 2002 Loan Officer Eliot Sam Printed CO Date_Closed E Date_Due e Select Customers table and locate John Doe s record e Select the Loans hyperlink to display the two new Loan files for John Doe eon ine toon Dancin Oo aber b Hint When adding a new Loan the user must specify to which Customer the Loan file belongs This can be done by entering the Account or by using the Customer lookup field which allows the user to select from a list of valid Customers 22 SMEADLINK LDM Editing Records The Edit feature enables authorized users to make changes to the data in the Grid or Form View To edit a record simply navigate to the record and make the necessary changes to the data The following limitations apply Text Fields The user can edit data in all text fields unless the field has been defined as non editable Lookup Fields The user can change the selection on all Lookup fields unless the field has been defined as non editable Auto Assigned Fields
66. y Workgroup users will appear on the New Requests report located in the Requestor Reports menu The New Requests report should be run on a periodic basis depending on current file room activity mem me 8 The following activities should be completed before printing and fulfilling the New Requests e Sort the New Requests report in the order files are arranged on the shelf To sort records click on the column headers at the top of the report By holding down the CTRL key the user can sort on multiple report columns e Sorting is normally done on the File Room Order column The File Room Order column will support any filing order and can be configured or adjusted by your Smeadlink LDM administrator or technical support personnel e Filter the report by selecting the Options button and applying a filter 49 SMEADLINK LDM Hint The Filter feature is only used when file requests are being managed by multiple file rooms or filing areas When multiple file rooms are receiving file requests it is important that each file room filters the New Requests report on their current file room location This is a one time setting for each file room Select the Print Pull List button in order to print copy of the New Requests and fulfill the file requests The printed Pull List will display a list of all files to pull sorted by File Room Order Hint When the report is printed the requests will no longer appear in
67. y selecting Scanner from the Scanning Rules menu 9 Smeadlink Scanner Smeadlink Loan Document Management Demo File Go Tools Rows Scanning Add Ins Window Help 25 x Sources gt New Rule ahs Boomers Save Active Rule Inoue Delete Rule Clone Rule Rename Rule Scan Date Timq 1 Scan Image Processing Modify e To begin scanning select the Scan Icon from the tool bar e As documents captured you will be prompted to enter the indexing information used to locate and identify documents for future retrieval 36 SMEADLINK LDM Ci Remote Web Access Publishing iPublish iAccess users with the ability to distribute Loan document information via CD iPublish provides users with the ability to download a subset of your electronic business records and distribute them to users via CD The distributed CD can then be viewed from any web browser iPublish provides users with the following capability e Query available records e Navigate to related tables e View electronic documents iAccess iAccess is enables loan processing personnel to view loan documents from a Web Browset iAccess is a web enabling technology used to provide end users with the ability to remotely access Smeadlink LDM via any web browser iAccess provides users with the following capabilities e Locate a Loan file e Add Edit and Delete Customer Loan and Doc

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