Main Responsibilities and Required Skills for a Document Processor
A Document Processor is a professional who plays a crucial role in organizing and managing various types of documents within an organization. They are responsible for handling the processing, storage, retrieval, and distribution of documents, ensuring efficiency and accuracy in document management systems. In this blog post, we will explore the primary responsibilities and the most in-demand hard and soft skills required for Document Processors.
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Main Responsibilities of a Document Processor
The following list describes the typical responsibilities of a Document Processor:
Adhere to
Adhere to Image Center guidelines of maintaining a clean and safe work environment.
Analyze
Analyze and process home mortgage line of business loans.
Answer
Answer inbound calls and assist with customer needs.
Answer the incoming public referral phone line and enter information electronically.
Apply
Apply payments and process daily deposits.
Assist in
Assist in the development and enforcement of document management policies and procedures.
Assist in the development and implementation of document management systems.
Assist with monitoring of schedules and work-flow.
Collaborate with
Collaborate with other cross-functional teams to assist with account approval and maintenance.
Collaborate with team members to improve document management processes.
Communicate
Communicate across the organization and / or management to resolve issues.
Conduct
Conduct regular audits to identify and resolve document-related issues.
Confirm
Confirm accuracy of scanned documents.
Coordinate
Coordinate with compliance to get the documents / accounts approved.
Correspond with
Correspond with clients, sales representatives and customer service representatives.
Create
Create and send wire for funds, confirm that funds are going to and coming from the right account.
Create correspondences as needed to validate or decline proposed changes.
Ensure
Ensure all documents uploaded into the system are translated into English.
Ensure availability / publishing of controlled documents.
Ensure compliance and completeness of financial documents.
Ensure document security and confidentiality at all times.
Enter
Enter the box number (10 key) into the computer system.
Explain
Explain programs, forms, and operational processes.
Follow
Follow internal policy and procedures when dealing with various account-related tasks.
Follow production procedures and completing internal documentation and tracking.
Follow various regulator requirements and internal policy and procedures.
Generate
Generate reports and metrics on document processing activities.
Generate reports, review and distribute as appropriate.
Greet
Greet clients in the lobby with inquiries and assist them with completing documents.
Handle
Handle document archiving, storage, and disposal in accordance with company policies.
Index
Index and catalog documents according to established guidelines.
Input
Input proper loan information into the system for processing.
Maintain
Maintain document control files and records.
Maintain document version control and ensure the latest versions are accessible.
Maintain proper document review processes.
Make
Make outbound customer calls to verify & clarify financial data and requests.
Manage
Manage the document approval process including final approval signatures, completed implementation.
Meet
Meet processing goals and individual metrics.
Monitor
Monitor and maintain the performance of document processing equipment.
Notify
Notify appropriate team members of document related issues or concerns.
Oversee
Oversee the management of Quality Records both on site and off site if applicable.
Perform
Perform other duties, as assigned.
Perform quality checks on documents to ensure compliance with standards.
Prepare
Prepare and process documents, ensuring they are properly formatted and organized.
Prepare eligibility documents, bar-code, scan, index, and upload documents into the computer system.
Process
Process and manage titles including receiving, scanning, filing, sending, and tracking.
Process contracts daily while maintaining company's production rate.
Process contracts daily while maintaining the company's production rate.
Process financial orders such as redemptions from retirement or college savings accounts.
Process incoming and outgoing mail.
Process various contracts in a timely manner.
Provide
Provide backup for all aspects of servicing for team members.
Provide leadership and take ownership in complex or difficult letter of credit transactions.
Provide training and support to colleagues on document management procedures.
Receive
Receive and review incoming documents for accuracy and completeness.
Release
Release / Index documentation of files and release of scanned material to customer.
Retrieve
Retrieve and deliver requested documents to authorized personnel.
Review
Review completeness of documentation.
Review documentation related to new accounts.
Review incoming standby letter of credit applications and amendments to determine workability.
Scan
Scan and digitize physical documents using document management software.
Scan and electronically move documents into electronic document storage system.
Scan hardcopy files to electronic images, and assuring a quality image.
Sort
Sort and classify documents based on predefined criteria.
Sort, open, date-stamp, and prepare outgoing mail.
Stay updated on
Stay updated with industry trends and best practices in document management.
Support
Support the post closing process.
Transfer
Transfer customers to the appropriate person following administration and office / unit guidelines.
Troubleshoot
Troubleshoot and resolve technical issues related to document processing software.
Understand
Understand how the loan processing role contributes to the greater purpose of the business.
Validate
Validate all documents are scanned and show accurate recorded information in the system.
Verify
Verify and update document information in the database or system.
Work with
Work with high attention to detail and the ability to analyze information.
Work with management to develop and maintain processing procedures and training for personnel.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Document Processor:
Proficiency in Document Management Systems (DMS)
Data Entry and Keyboarding Skills
Knowledge of Electronic File Formats (PDF, Word, Excel, etc.)
Optical Character Recognition (OCR) Software
Document Imaging and Scanning Technologies
File and Folder Organization
Indexing and Metadata Management
Version Control Systems
Document Conversion Tools
Document Security and Access Controls
Electronic Signature and Authentication Systems
Database Management Systems
Data Extraction and Transformation
Record-Keeping and Audit Trail Management
Document Automation Tools
Document Workflow Software
Information Governance and Compliance
Technical Troubleshooting Skills
Most In-demand Soft Skills
The following list describes the most required soft skills of a Document Processor:
Attention to Detail: Possess a keen eye for accuracy and precision in document processing.
Organizational Skills: Ability to organize and manage documents systematically.
Time Management: Effectively prioritize tasks and meet deadlines in a fast-paced environment.
Communication Skills: Excellent written and verbal communication skills to interact with colleagues and stakeholders.
Collaboration: Work well in a team, collaborate with others, and foster effective working relationships.
Adaptability: Quickly adapt to changes in document processing requirements or technologies.
Problem Solving: Analyze issues and find practical solutions to document-related challenges.
Analytical Thinking: Apply logical thinking to evaluate document processes and identify areas for improvement.
Confidentiality: Demonstrate a high level of discretion and maintain the confidentiality of sensitive information.
Customer Service: Provide exceptional service to internal and external customers regarding document requests and inquiries.
Conclusion
Document Processors play a vital role in managing and maintaining the flow of documents within organizations. Their responsibilities encompass various tasks, including document processing, organization, retrieval, and ensuring compliance with regulations. In addition to technical skills related to document management systems and tools, Document Processors need a range of soft skills to excel in their role, such as attention to detail, organizational abilities, and effective communication. By mastering the necessary hard and soft skills, Document Processors can contribute to efficient document management processes and enhance overall organizational productivity.
