LPS Document Management’s New Facility Opens Doors to
Efficiency and Cost Savings

On November 18, 2009,
Lender Processing Services celebrated the grand opening of its new
scanning and digital mailroom facility in Eagan, Minnesota. As the
new home of LPS Document Management Services’ mailroom operations,
the facility houses state-of-the-art scanning and processing
technologies, which extract information from digital and physical
documents to feed data to critical business systems according to
client business rules.

The Eagan facility’s document management technology helps clients
become more efficient with their document and mail handling and
improves processes in every stage of the loan lifecycle, including
loan boarding, loss mitigation, mailroom services, scanning,
validation and fulfillment. These paper-intensive processes are
typically highly manual and time-consuming. By transforming
documents into digital images, companies increase efficiencies on
several levels. As documents are immediately imaged they are
accessible to one or more parties at the same time.
Eliminating physical hand-offs, data entry and extraction increases
accessibility and efficiency and reduces potentially costly manual
data entry errors.

The document management technology used by LPS Document
Management Services digitizes documents immediately upon receipt
with three BancTec® IntelliScan XDS® scanners, which can process up
to 550 pages per minute and more than 500,000 documents per day. To
facilitate the accurate recognition and extraction of data, LPS
Document Management Services uses EMC Captiva® best-of-breed Optical
Character Recognition (OCR) software to extract data from almost any
paper, electronic or other data source, including microfilm,
microfiche and aperture cards.

The software classifies scanned documents, captures key data,
validates it and automatically pushes actionable information
directly to those who need it. By converting a time-consuming,
error-prone, manual data retrieval process to an automated solution,
LPS Document Management Services supports client efforts to reduce
operating costs, improve data quality, speed turnaround times,
provide better customer service, ensure compliance with regulatory
requirements and handle fluctuating volumes with static staffing
levels. Clients will also enjoy lower file storage costs.

All these benefits are immediately available to clients from LPS
Aptitude Solutions, which manages the entire operation. Since LPS
Document Management Services handles all aspects of the services,
the need for clients to invest in additional infrastructure is
reduced.

With more than 10,000 square feet, LPS Document Management
Services’ facility has extensive secure storage capacity – enough
for 20 million document pages, plus a private loading dock with
palletization capability. The operation facilitates 24/7 digital
recording with remote monitoring. Extensive security measures
protect customer documents and data from commingling, tampering,
theft and loss. Access to all document areas is restricted to
authorized personnel, and each area is monitored around the clock by
full-color security cameras and onsite security personnel.

In addition to providing clients with state-of-the-art document
management capabilities, the Eagan facility also provides the latest
in digital mailroom technology. Mailroom effectiveness can greatly
impact overall client efficiency and is often overlooked as an area
of positive operational performance gains. Quick, accurate
processing and retrieval of incoming mail optimizes response time
and reduces costs. LPS Document Management Services applies advanced
imaging, data capture and workflow technology to the front end of
business processes for improved efficiency that cascades throughout
the entire organization.
Traditional mailroom operations are
predominantly manual, require physical mail handling and delivery,
lack security measures and need staffing levels to fluctuate with
mail volume.  LPS Document Management Services employs
technology that significantly improves mailroom operations with
streamlined workflow, enhanced communication and maximum
scalability.

Using two high-tech Opex 3690i high-speed mailroom scanners, LPS
Document Management Services removes much of the manual labor from
the mailroom process. In just one step, an LPS Document Management
Services operator can open, extract, identify, scan, orient, sort
and route digitized mail according to document type. Mail flows
automatically into a variety of imaging systems for access by
authorized personnel and vendor partners.

LPS Document Management Services seamlessly connects to existing
systems to speed workflow, make document details available more
quickly, improve response times and provide better customer service.
The system’s instant data sharing also affords companies the ability
to swiftly respond to compliance and audit requirements, with
detailed document history readily available. The system’s
scalability helps stabilize mailroom staffing and management needs
when mail volumes fluctuate.

For more information about LPS Document Management
Services, please contact Chuck Gray at (904) 527-4762.

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