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← Services & CorporateRecords and documents

Notary case files with documents cross-checked before the deed is signed

For notary offices: each case file with its stage, its documents read and cross-checked, and a library that answers with its source or says it does not know.

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What was solved

From manual operation to a system that runs it

Before

The documents of each case file arrived by email, messaging, portals and the front desk; someone had to find them, open them and compare the name and the IDs against the deed by eye. A missing surname or a different order was found late, and each bank's requirements lived in the memory of whoever handled the case.

After

No case file moves forward with data that does not match, each library answer comes with its source or says it has none, and each case file is assigned and shows its owner.

What the operation gains

  • Data that is not overlooked

    Name, IDs and validity are cross-checked with fixed rules before the case file moves forward.

  • Answers with a source

    The library cites the document each answer comes from; if it does not have it, it says so.

  • One case file, one stage

    Each matter with its stage, its owner and who is holding it up.

  • Shared workload

    Case files are assigned by specialty and workload, and the final decision is recorded.

How we solved it

The processes we tackled

A document that arrives through any channel and lands in its case file

Each document is classified by type and channel, linked to its case file, with what is missing and where it goes; the system prepares the upload and a person confirms it

A document that arrives through any channel and lands in its case fileSteps the system runs in order and the decision that remains with the person.The systemdoes itA persondecides01Each document arrivesclassified and linked tothe case file it…02What is missing isrequested through thechannel the clientalready…03Each document shows whereit goes and what comesnext before being…Which document isaccepted, replaced orrequested againA document that arrives through any channel and lands in its case fileSteps the system runs in order and the decision that remains with the person.The system does itA person decides01Each documentarrivesclassified andlinked to thecase file it…02What is missingis requestedthrough thechannel theclient already…03Each documentshows where itgoes and whatcomes next beforebeing…Which document isaccepted,replaced orrequested again

A case file that says what stage it is in and what is holding it up

Each case file shows its main pending item, its owner and the nine stages of the process with their deadlines, and when a third party is holding it up, who and since when

A case file that says what stage it is in and what is holding it upSteps the system runs in order and the decision that remains with the person.The systemdoes itA persondecides01The case filesays by itselfwhat is holdingit up and who hasit02The nine stageswarn whether theprocess is ontime before itbecomes…03Each party keepstheir role andtheir identityfile04The checklistseparates what isalready validatedfrom what isstill…What is handledfirst and whenthe case filemoves to the nextstageA case file that says what stage it is in and what is holding it upSteps the system runs in order and the decision that remains with the person.The system does itA person decides01The case filesays by itselfwhat is holdingit up and who hasitWhat is handledfirst and whenthe case filemoves to the nextstage02The nine stageswarn whether theprocess is ontime before itbecomes…03Each party keepstheir role andtheir identityfile04The checklistseparates what isalready validatedfrom what isstill…

An identity document read and cross-checked before the deed is signed

The system reads the document, cross-checks it with fixed rules against the case file and stops the process when a data point does not match

An identity document read and cross-checked before the deed is signedSteps the system runs in order and the decision that remains with the person.The systemdoes itA persondecides01A document is chosen andthe system reads it as aperson would02Each reading is comparedwith the case file andthe rule decides03Case files with a datapoint to confirm are kepttogether…Whether the document isacceptedAn identity document read and cross-checked before the deed is signedSteps the system runs in order and the decision that remains with the person.The system does itA person decides01A document ischosen and thesystem reads itas a person would02Each reading iscompared with thecase file and therule decides03Case files with adata point toconfirm are kepttogether…Whether thedocument isaccepted

A requirement looked up with its source, or no answer

The library searches the notary office's documents, answers only with what it finds and cites which one it came from; if there is no source, it says so and does not…

A requirement looked up with its source, or no answerSteps the system runs in order and the decision that remains with the person.The systemdoes itA persondecides01Each answer comes from anotary office documentand shows it02The cited document opensand the exact paragraphis visible03What the library does nothave is declared, notinventedWhich answer is used withthe client and whichquestion is validated…A requirement looked up with its source, or no answerSteps the system runs in order and the decision that remains with the person.The system does itA person decides01Each answer comesfrom a notaryoffice documentand shows it02The citeddocument opensand the exactparagraph isvisibleWhich answer isused with theclient and whichquestion isvalidated…03What the librarydoes not have isdeclared, notinvented

Each case file assigned to the right person within 24 hours

The platform identifies the team and the exceptions in the registry, checks the workload and proposes who to assign; the coordinator confirms or changes it with a reason…

Each case file assigned to the right person within 24 hoursSteps the system runs in order and the decision that remains with the person.The systemdoes itA persondecides01Each attorney's workloadis visible beforedeciding who gets thecase…02Exceptions authorized bybank or client are rules,not habits03The system proposes whoto assign and thecoordinator can choose…Who each case file isassigned toEach case file assigned to the right person within 24 hoursSteps the system runs in order and the decision that remains with the person.The system does itA person decides01Each attorney'sworkload isvisible beforedeciding who getsthe case…02Exceptionsauthorized bybank or clientare rules, nothabits03The systemproposes who toassign and thecoordinator canchoose…Who each casefile is assignedto

A board that shows where each case file is held up

The board shows by institution and by stage how many case files there are and how many days each third party has had them; an assistant answers questions about the…

A board that shows where each case file is held upSteps the system runs in order and the decision that remains with the person.The systemdoes itA persondecides01Each institutionshows how manycase files it isholding and its…02Each counterpartadds up the daysit has had casefiles withoutacting03Each stage sayswho must act andhow long it takeson average04Management asksabout a case fileand gets what ison recordWhich case fileis handled firstand which thirdparty to pressA board that shows where each case file is held upSteps the system runs in order and the decision that remains with the person.The system does itA person decides01Each institutionshows how manycase files it isholding and its…Which case fileis handled firstand which thirdparty to press02Each counterpartadds up the daysit has had casefiles withoutacting03Each stage sayswho must act andhow long it takeson average04Management asksabout a case fileand gets what ison record
Why it exists

This project started with a notary office where the documents of each matter arrived through every channel and were checked by eye.

With dozens of open case files, several banks with their own portals and attorneys with different specialties, a mismatch between the ID and the deed was found late and the requirements of each act depended on who handled the matter.

Want to see it with your operation?

We show you the full demo and review with you whether it applies to your process.

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