Uploading Supporting Documents
Uploading supporting documents into a Customer Relationship Management (CRM) system is important for several reasons. It is a Oxcel compliance requirement that all documents are uploaded into Infynity.
Major reasons for uploading supporting documents
Compliance and Audit Preparedness: Keeping all supporting documents in Infynity helps ensure compliance with regulatory requirements. It also makes audits more straightforward, as all necessary documentation is organized and accessible.
Enhanced Data Management: Storing documents in a centralizes area like Infynity makes it easier to access and manage. This reduces the likelihood of losing important information.
Data Security: Infynity offers robust security features to store supporting documents.
Efficiency and Productivity: By reducing the time spent searching for documents and information, you can focus on more critical tasks, thereby increasing overall productivity.
Important considerations when uploading and storing documents
By paying attention to these details, you can ensure a smooth and secure process when uploading supporting documents into Infynity. This will help avoid unnecessary delays with the process
Preparation
Document Verification: Ensure that all documents are complete, legible, and accurate. Double-check for any missing pages or information.
File Format: Confirm the required file format (e.g., PDF, JPEG, PNG) PDF is often preferred for its compatibility and ease of use.
File Size: Check any file size limitations.
Naming Conventions: Use clear and descriptive file names that indicate the content of the document (e.g., "John_Doe_Passport.pdf").
Security
Sensitive Information: Ensure you are only sharing information that is necessary for the process. Redact or mask any sensitive information like Tax File Numbers.
Secure Connection: Upload documents over a secure, encrypted connection
Antivirus Check: Run an antivirus check on your files before uploading to ensure they are not infected with malware.
Upload Process
Platform Familiarity: Familiarise yourself with Infynity requirements for the upload of supporting documents. Upload to the required folders as set out by the compliance team.
Multiple Documents: If uploading multiple documents, ensure each file is uploaded completely before proceeding to the next.
Confirmation: After uploading, check that all applicable documents were uploaded as expected.
Backup Copies: Keep backup copies of all documents uploaded for your personal records.
How to Upload Supporting Documents into Infynity
Documents should be named and separated into the appropriate folders within the Loan Documents tab as shown below:
Compliance Documents: Fact Find; Refinance Summary Report if prepared, Signed SOCA, Signed Credit Quote (if charging a fee). SOCA short form (where applicable).
Application Documents: All supporting documents eg. (but not limited to),
Income/employment Evidence, Identification, Lender Servicing Calculator, Loan and Savings Statements, Contract of Sale, Valuations, Lender Notes etc.
For Academy Brokers, the Lender Cover Sheet & Fraud Prevention Checklist is also required to be uploaded.
For a tutorial version of the upload feature, please refer to the Education Tab >> Learning Resources >> Infynity User Training
When using Middle as your fact find discovery journey with your clients, any supporting documents collected via Middle are automatically loaded into the documents tab as part of the import process into Infynity.
Disclaimer: This information is current as at the time of each QRG publication. It is a general information guide only.