 |
Who prepares the documents? |
 |
You prepare your documents using your normal document preparation procedures. Then you upload the documents to our secure servers for delivery. |
|
How is the upload accomplished? |
|
RemoteDocs offers three methods for delivering documents. You are able to use whichever method best suits your needs.
To use the Web Browser method, all you need is an Internet connection and a current web browser. Simply point your web browser to the RemoteDocs web site and sign in using your user name and password, fill out a short form, select the document you wish to send, and submit -- Delivered!
To use the AIM (Automated Interface Management) method, install our delivery module and our packager module. Then create your documents as you normally do. However, instead of sending the documents to a printer, send them to a RemoteDocs Autosend folder; complete a short form -- Delivered!
In addition to the methods above, you may have RemoteDocs integrated into your LOS (loan origination software) allowing you to seamlessly create and send closing documents. |
|
How does my recipient retrieve the documents I send? |
|
Your recipients will receive from our servers an email notification that they have documents available for pickup. In the email notification we include the document title and description you provided, along with easy to follow instructions for retrieving the document. We do not send your documents as an email attachment, and for security reasons, they never should be sent as an email attachment.
The simplest way to describe the process is the recipient will follow a web link in their email notification to the RemoteDocs web site. They will then sign in. First time visitors will be asked to complete a short contact form. Once registered, they will use a previously established user name and password. After a successful sign in, recipients can view and print the documents you sent. |
|
Is any special software required on either end? |
|
No. However, we find it helpful if the recipient has the ability to handle files with the following common file extensions: .rdz (RemoteDocs Z), .doc (MS Word), .xls (MS Excel), .pdf (Adobe's portable document format), .txt (text document), and .pcl (printer control language) or .prn (short for printer). The RemoteDocs website provides download links to software that is able to handle many of these formats. |
|
What kind of documents are appropriate to send using RemoteDocs? |
|
Any document or file that contains sensitive information and requires secure delivery and/or verifiable delivery. |
|
What kinds of documents do current customers send? |
|
Mortgage documents, letters, reports, rate sheets, spread sheets, database files, forms, etc. |
|
What format are the documents delivered in? |
|
The format of choice is the RDZ file format. This format is the most secure format available, and is compressed for faster downloads. To send your documents in the RDZ file format simply upload any file format you like and RemoteDocs can convert them to the RDZ file format. To open the RDZ document your recipient will need R-Viewer which is available to them as a free download.
Also, RemoteDocs is capable of sending the original file format. This means all file formats can be delivered securely using our system. In other words, if you have an electronic copy of the document or file, you can send it. This includes spread sheets, word documents, images, sound files, etc.
As an additional feature, RemoteDocs has the ability to convert PCL/PRN files to PDF for use with Acrobat Reader. |
|
What format should I send my documents in? |
|
You can send documents to us in any format you like. However, your recipients will find the fastest documents to retrieve and display come in our RDZ file format. When you send us your documents or files we can convert them to the RDZ file format. Not only will this file format download fast, it is also more secure than other file formats. |
|
Are documents Password Protected? |
|
Yes. All documents are password protected. In order to access the documents the recipient must have a user name and password. |
|
What type of security do you offer? |
|
We employ state of the art Secure Socket Layering 128 bit encryption technologies just like Internet credit card transactions. Your recipients are assigned specific user names and passwords that ensure document security. This means that during the sending or viewing process, documents or user information cannot be accessed by "prying eyes". We also have the ability to convert your documents to the RDZ file format. This is the most secure way to send your documents. |
|
How do I know your system is secure? |
|
Data-Vision, Inc takes security very seriously. We have performed Statements of Auditing Standards No. 70 (SAS-70) Type II certifications which are completed by the independent accounting firm of Crowe, Chizek, LLP. This certification validates that Data-Vision's operational policies and procedures address the rigorous requirements for banking operations involving personal customer data. The SAS-70 Review, established by the American Institute of Certified Public Accountants (AICPA), is a mandatory standard for service organizations, bank trust departments, and mortgage banks for electronic transaction processing. The results of the annual audit validate the effectiveness, security, and completeness of our operational controls. |
|
|
What are the Systems Requirements of RemoteDocs? |
|
You need the basics - a PC, an Internet Connection, a current web browser, and an email address. In addition to the basics, we recommend you have Windows98 or higher, and an HP LaserJet compatible printer. However, most system combinations can work. |
|
How do recipients know they have documents available for pickup? |
|
They receive from RemoteDocs an email notification that they have documents available for pickup. The email contains a link to our website, and general information about the available document(s). |
|
What notification options acknowledging successful document uploads are available? |
|
The recipient automatically is sent an email notification, and the sender is provided an on-screen confirmation. The sender or any other person the sender wishes to notify when documents are successfully uploaded can be notified by email. Upload notification is a sender option. |
|
What notification options acknowledging successful document downloads are available? |
|
Document download status can be checked by viewing an online document history screen. From the history screen you can see when a document was uploaded, downloaded, and who the recipients are. You also have the option of being notified by email when documents are downloaded. |
|
Are management reports available? |
|
Yes. Each sender account has the ability to track their account activity. You also have the ability to set a master account to monitor multiple sender accounts. These reports can tell you when, where, and to whom the documents were delivered. This information is available from your password-protected area on our servers. |
|
Do you have a help desk? |
|
Yes, we provide support for you and your recipients 7 days a week from 8 AM until 12 Midnight, EST (with the exception of selected holidays). Support can be reached by email, or by calling our toll free number: 1-877-435-7003. |
|
Why is your document delivery pricing based on a file size of 1.5 MB? |
|
Although you are not limited to the size of the file you may send, we have chosen the 1.5MB size because we developed RemoteDocs with servicing the mortgage industry in mind. To this end, we felt that 1.5MB should accommodate the majority of document closing sets to be transmitted by the average client. If your typical document set is larger than this, we may be able to help you compress the files or adjust your file size limit. |
|
What if the document needs to be downloaded in multiple locations, are we charged for each document set downloaded? |
|
You pay only for uploads. This means you can send the same document to as many as 5 recipients for one low cost. |
|
Is there a redraw fee? |
|
No, redraws are free! |
|
What if I only have to transmit a small file? |
|
All files less than 50K will be transmitted for a flat fee of $0.50 per document |
|
What about printing letter vs. legal documents? |
|
You have the ability to send documents in any format you like. However, we recommend you transmit files in a PCL/PRN format and have RemoteDocs convert them to the RDZ file format. Using this format will allow your recipients to print the documents as you created them. |
|
We have "other" documents that must be sent that are not prepared by our normal document preparation system. How are these handled? |
|
Since RemoteDocs can deliver any document or file format, we can easily include "other" documents in your delivery package. For delivery efficiency RemoteDocs can convert multiple documents into a single RDZ file. The RDZ file format was developed by Data-Vision, Inc to provide additional security when delivering documents. This compressed format also allows faster downloads. To open the RDZ package recipients must use R-Viewer. |
|
Can we transmit to multiple recipients? |
|
Yes! You can send documents to as many people as necessary simply by adding an individual's email address to the intended recipient list. |
|
What if we need a last minute change to a document? How quickly can they be delivered? |
|
If you make changes, you can resubmit the document and it is available to the recipient within seconds. |
|
How does Document Preparation differ from Document Delivery? |
|
RemoteDocs is the Internet vehicle by which the documents are delivered. We are not involved in the preparation of documents. Document preparation is the responsibility of the sender. |
|
Who developed RemoteDocs? |
|
Data-Vision, Inc developed RemoteDocs as an ASP (application service provider). As an ASP Data-Vision develops software solutions that can be distributed across the Internet through our in-house secure servers. |
|
