Document Audit to a Fully-Functional Mortgage Document Repository
The bank’s mortgage operations lacked a centralized, compliant system for storing, accessing, and managing the 500+ documents used throughout the loan lifecycle., resulting in a document population of more than 5,000 documents and
I led the document audit, research, design and implementation of a no-code solution to support inventory, version control, and role-specific visibility for teams across loan origination, underwriting, and closing.
Jump to Solution Designs and Assets
Key Problems
1. Documents Scattered Across Personal Storage
Mortgage documents were stored in email inboxes, personal drives, and desktops, making retrieval slow, error-prone, and heavily reliant on individual employees.
Impact: Disrupted workflows, duplication of effort, and increased operational bottlenecks.
2. No Version Control; Leading to Compliance Risk
Without a structured system for versioning, outdated or incorrect documents could be used in loan processing, exposing the organization to audit failures and regulatory penalties.
Impact: Increased legal and reputational risk and loss of trust in operational processes.
3. No Visibility into Document Currency or Loan/State Specificity
Teams had no reliable way to verify if a document was the latest version or tailored correctly to specific state regulations or loan types.
Impact: Slowed decision-making, heightened risk of non-compliance, and manual cross-checking overhead.
4. High Dependency on Institutional Knowledge
Accessing and understanding the correct document often relied on long-tenured employees' informal knowledge rather than structured systems.
Impact: Increased vulnerability to turnover, onboarding challenges, and information silos.
Key Methods and Actions
Document Audit and Analysis
Assess over 5,000 documents to identify the final document population. Collaborated with compliance, operations and administation teams to validate findings and dfine requirements.
Research and Design
Created wireframes and mockups to prototype a document repository experience. Conducted usability testing to ensure clarity and functionality for end users.
Sharepoint / Infopath Development
Despite no prior experience building out Infopath forms, I developed a fully-functional Sharepoint repository, including metadata mapping, version history, and filtering by business logic (state, loan type, compliance roles).
Scalability and Support
Assess over 5,000 documents to identify the final document population. Collaborated with compliance, operations and administation teams to validate findings and dfine requirements.
Unexpected Impact
Assess over 5,000 documents to identify the final document population. Collaborated with compliance, operations and administation teams to validate findings and dfine requirements.
Core Solution
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1. Centralized, Role-Based Document Repository
A unified SharePoint system was developed to house all mortgage documents, with access permissions based on job role and operational need.
Impact: Reduced risk of unauthorized document access and streamlined guidance for operational staff.
2. Metadata-Driven Document Tagging
Each document was tagged with key-metadata attributes such as loan type, state applicability and version, enabling search, filtering and compliance.
Impact: Improved accuracy and reduced time spent manually verifying document relevance.
3. Automated Version Control and Archiving Protocols
A standardized versioning schema and archiving process was introduced to ensure only the most current documents were available for active use, with historical versions securely archived.
Impact: Improved accuracy and reduced time spent manually verifying document relevance.
4. Structured Content Audit and Taxonomy Development
Conducted a comprehensive audit of 5,000+ legacy files, rationalizing them into a clean, maintainable repository structure mapped to operational stages and regulatory criteria.
Impact: Minimzed redundnacy, accelarated on-boarding, creating a foundation for future scabality
5. Mortgage Scenario Modeling
Scenario modeling provides a determination of document inclusion based on state, loan amounts, and other factors that detertmine which document is require. Used during both internal and external audits.
Impact: Ensured ongoing governance without burdening operations with manual compliance checks or increased costs for automated compliance at the loan level.
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