Use Case

Notaries


Automating the Manipulation of Documents Notary Offices.

Executive Summary

The customer is a notary office with 15 employees. They are confronted with daily document manipulation tasks such as identity cards, deeds, declarations of succession, bank extracts, wedding contracts, leaseholds, insurance contracts, etc.
They are handling an average of 200 documents per day.


Challenges

The manual tasks the office is subject to are :


Sending mails to individuals to ask for documents prior to opening a file of succession or house selling.

Making phone calls to remind individuals to take actions.

Collecting documents per mails.

Opening documents (mails + pdf or paper photocopies)

Checking document types’ validity

Converting non-pdf documents into pdf documents.

Merging separated files into one single document (ex: 4 separate pages of 1 Wedding Contract)

Renaming documents according to internal nomenclature (ex: doctype_notary_date_clientname.pdf).

How CheckHub Helped

The customer is using the online SaaS. Therefor, individuals are uploaded manually via excel files or one by one. From there, all necessary documents are collected and processed.

Used features include :


Sending reminders per texts and mails to clients.

One single end point for clients accessible from all devices.

Automated validation of documents.

Automated restrictions on mime type during upload.

Automated conversion from different mime types to pdf documents.

Renaming documents according to internal nomenclature.

All documents are being accessible to the notary online on CheckHub's platform.