Posted by Southeastern Arizona Mobile Notary Services on 6/3/09 12:14am
Msg #290942

"Missed Docs"

Has anyone recently had an influx of "missed docs" that need to be signed. Seems they are looking for ways to reduce costs. They are sending docs separately and with large amounts of time between without notice then deducting cost. These are companies with have you download the docs from their websites then quickly delete your access. To boot....they want me to have the "new" docs signed with the original date. Primarily Sunshine and Negreties within the last two weeks. Please give me your input.

Reply by Lee/AR on 6/3/09 12:42am
Msg #290944

Yep...had 'missed docs' happen last week. Not either of the companies you mentioned and they did not want me to backdate--nor would I if they did. However, as a precaution, I always save the docs to my computer to be able to prove what I did or did not receive. Tho', with separate e-mails and large amounts of time... don't know what you can do about that IF you've already headed out. If you haven't--guess you need to pay more attention to your e-mail.

Reply by JanetK_CA on 6/3/09 1:36am
Msg #290953

I also usually save a set to a special file I keep, then delete them once I get paid. It's come in handy once or twice.

I've been pretty fortunate, though, as far as missed docs go. Typically it's a Grant Deed or two that someone forgot to include. I've never had any issues with Negrete's, though. They've always been fair with me and I don't ever recall being asked to backdate by them.

Reply by Glenn Strickler on 6/3/09 12:42am
Msg #290945

Never have worked for Sunshine, but I do work for Tony often and have never had any issues with payment or missing pages. That being said, it's always possible the TC missed some pages and are complaining that you missed them. The singing services just hire you to do the signing, they don't check the documents. So even if that happened, I don't think that I would hold the SS responsible.

Some years ago, I had an HP printer that was going out and every now and then, it would miss a page when printing. After my first experience like yours, I got in the habit of manually counting the pages and comparing the count in the file. Sometimes, it would miss 4 or 5 pages per package. I started out blaming the title company, but I soon found that the problem was mine and that printer went into the trash.

I then replaced the printer with two Brothers and in the 4 years that have passed, they have not skipped a beat. And then I received no more complaints about missing any documents. Sometimes, it is our fault ......

Reply by sue_pa on 6/3/09 12:50am
Msg #290946

...The singing services just hire you to do the signing, they don't check the documents. So even if that happened, I don't think that I would hold the SS responsible. ...

Naturally we don't know what "really" happened regarding the initial poster but Negrete's certainly knows what docs were or weren't sent ... they do that RIDICULOUS "uploading of docs" to their site so that he can see when the notary has accessed them ...

Reply by Glenn Strickler on 6/3/09 1:03am
Msg #290948

OK, but they don't check each and every doc and how would they know what is suppose to be in each package seeing how they deal with multiple companies and each company seems to have it's own thing?

True, we don't know what actually happened with the original poster. I guess my point would be that we need to be sure we are 100% on our end before we blame someone else. Once I canned the old printer and kept checking the page count, I have not had one complaint of missed docs in 4 years and, I don't really know how many as I don't keep count anymore, but may be 1500 sets of edocs?

Reply by Teddog/CO on 6/3/09 6:24am
Msg #290957

Re: "Missed Docs" Glenn

I do the same thing count the pages for my copies (just in case) You have to make sure you have two RTC anyway. As far as super late trailing docs it's to late when you are on your way to the appointment to turn around and go back for them. Somehow folks forget that we are doing more then just their signing. I carry some legal size paper with me most people have printers and computers just have them email to the BWR. Flash drive comes in handy also. I also save docs until paid then delete them.

Everyone is rushing to get these loans cranked out and are short on staff. Missing docs, lopsided, upside-down, blank pages with just a number at the bottom (now you have to call to make sure that page is just an error) and my big fav pages that have been faxed so many times you can barely read them.

Ah! The exciting life of a notary

Reply by Negrete on 6/3/09 9:24am
Msg #290971

SUE-PA

" they do that RIDICULOUS "uploading of docs" to their site so that he can see when the notary has accessed them ..."

Sue, we do that just in case a notary does not access the file we know to call them and find out why. And you being the technical person that you are would know that e-mail is not a perfect way to send documents. What where to happen if someones e-mail was down but they still had internet access.

Also sometimes the files that we get are much more than some e-mail accounts will allow to be sent to them.

And the original poster is someone that did a closing for us just the other day. If the documents where in fact not in the package sent to the notary, she will get a fee for going back out to get done what was not in the package.

Oh, and Sue, do you ever have anthinhg productive to add to this board or is everthing you always say negetive here and in your life also. The glasss is always half full here Sue.

Anthony J Negrete
Negrete's Notary Service Inc.
www.chasenotary.com

Reply by Jose Gutierrez on 6/3/09 9:31am
Msg #290972

Re: SUE-PA

98% of her posts are negative, she knows her job but she thinks she is the greatest, she needs to learn to respect other people's way of doing things. JMHO.

Reply by Dennis D Broadbooks on 6/3/09 9:51am
Msg #290973

Tony, I've Never Understood...

...why you take time out of your busy day to post here. It's one of the most counter-productive actions you can take & you do it frequently. There are those who sing your praises on this board & those who are critical. Posts like you've just made come across as defensive & insecure. Let those who work with you carry the ball in your defense (without any prompting from you) & as for those who snipe at you...ignore, ignore, ignore. You'll never "win" an argument on the NotRot board & in my opinon you shouldn't try. Be above the fray, do the right thing, & you'll "win" every time. By the way, I'm not being at all critical of Sue in my remarks. This board is for Notaries to converse freely & Sue does so better than just about anyone!

Reply by dickb/wi on 6/3/09 1:08pm
Msg #290999

well said my friend, well said................ n/m

Reply by Les_CO on 6/3/09 10:16am
Msg #290977

Re: SUE-PA

I for one like Negrete’s site. I have a half dozen email accounts, and one (a go daddy account) that I mostly use to receive docs. Because my primary Comcast account often kicks back some larger e-mails, and sometimes decides that they are spam. I usually go to Tony’s site and download the docs to a folder on my desktop, and keep the docs until after signing. But one must be careful…some docs may come from Title, some from the lender, and sometimes the ‘final approval’ and final HUD comes a bit later. Tony always calls me to let me know the docs are uploaded…and if they are all there. We all know that sometimes Title makes mistakes, when scanning the docs, or emailing the docs, or sometimes faxing the docs. Tony doesn’t touch the docs, so if there is a mistake, it’s not his. Tony is one of the few people running a SS’s that has actually done closings himself. He knows the job, and has done the job…I don’t know of anyone better to work for.

Reply by Lee/AR on 6/3/09 10:31am
Msg #290980

Re: SUE-PA

While I do understand the reasons for 'download from site', it's still a nuisance factor as we must deal with multiple/varied/some not very 'user-friendly' platforms--that's all I think Sue was saying. Then again, I just love (not) the e-mail with 10 attachments, not all pdf.

Reply by sue_pa on 6/3/09 11:45am
Msg #290992

again, disagreeing with you doesn't mean negative

A different view point would be to hire people that access docs prior to the appointment and have them shoot you a simple "received & printed docs" e-mail. Seems quick and easy to me ...plus a lender link prints in about 1/2 the time. If you are having to call people to see why they aren't accessing and printing docs prior to the appt, perhaps you should should rethink your hiring criteria.

If individuals can't accept e-docs, no matter the size of the file, another suggestion would be to again hire professionals who can handle the job, no matter what it entails.

Different ways of looking at things from different sides of the fence ...

Reply by Negrete on 6/3/09 4:57pm
Msg #291043

I am speechless Sue.

You make very good points Sue. I am speechless.

Reply by Les_CO on 6/3/09 5:15pm
Msg #291044

Re: I am speechless Sue/ I'm not

I hope Tony (and others) would have the notary access the docs “prior to the appointment.” And a simple confirmation from the notary back to the hiring entity confirming they have received, and printed the docs is ‘de rigueur’ in this business. But you’d be surprised at how some notaries conduct their business. Your hypothesis that individuals that can’t accept e-docs “no matter what the size” are not professionals is myopic at best. I use Comcast as a server because if I want fast cable service I have no other choice. They limit each email to 10MB. If some half asleep person at Title is scanning in the docs in tiff, and at 10.5x14 upside-down and backwards, it could mean a problem reading, or printing. 99.9 % of Tony’s docs are PDF, not like Dynamic Docs or others, easy to get, download, and print, and if some notary has a problem in retrieving the docs for whatever reason he’ll email them…it could not be easier. If you think Tony likes to make an extra 57 calls a day reminding the notary that their docs are up for their closing in two hours, and hearing…..Oh, I had a flat tire, my babysitter was arrested, I had to stop and get groceries….and hardly ever a… Thanks for the call, I’m tired if sitting here staring at my computer waiting for an email for my 6 PM, and checking for docs on your 4 pm. I also don’t understand why an e-mail from the lender would “print in half the time”, as compared with Tony’s PDF docs?
I have a particular e-mail address set up to receive loan documents/ large files, which does not have the restrictions, or the picayune idiosyncrasies that I must suffer with Comcast. And sometimes it is a PITA to scramble around getting docs. But to suggest this makes me (or others with Comcast, or otherwise limited e-mail access) less than professional is offensive, and your post “ridiculous.” If you have not worked with Tony, I suggest you do, If not, and you just dislike him for some reason, just say so. Don’t criticize him about something you obviously don’t understand.

Reply by Marian_in_CA on 6/3/09 12:23pm
Msg #290997

Re: SUE-PA

I don't know... a true professional is going to be capable of handling large attachments in their email.

But then... downloading docs from a secure site is FAR more professional than emailing a non-secure PDF file to goodness know who for anyone to intercept.

Reply by dickb/wi on 6/3/09 1:03pm
Msg #290998

may be but i have title co's that e-mail me the pdf files...

all the time and i have had lenders do the same........the greater danger i see is virus and trojan horses........most of my work is direct with title co's......

Reply by Curtis Hull on 6/3/09 7:45am
Msg #290961

Negrates has always been a professional and a great company to work for. Docs were good and payments on time. Call Tony I am sure he will work with you

Reply by Sharon Taylor on 6/3/09 7:59am
Msg #290964

I keep emails in a hotmail account and edocs on disc

for a year after the closing. All emails are sent over to the hotmail account after the closing is finished. The edocs are downloaded to my computer and placed in folders, one for each closing, and then kept until there are enough to burn on a CD. Those are placed in a secure hiding place and kept for one year. It's easy to search for a closing as the file folders are labelled, for example, "1-09, 2-09, 3-09, etc.". Inside each month's file folder are the file folders for the individual closings labelled by last name and date of the closing, i.e. "Jones 5-10-09".
Only once, several years ago, did a company claim I had not returned all the docs. Of course I had proof they had not sent me the docs they claimed were missing. Then they wanted me to download, print, and go back out to get the missing docs signed...for no additional fee.
I've only had the opportunity to work with Tony Negrete a few times, but I wouldn't hesitate to recommend him and his agency highly.

Reply by Glenn Strickler on 6/3/09 11:06am
Msg #290987

Re: I keep emails in a hotmail account and edocs on disc

I keep them on my computer .. I don't feel comfortable leaving documents that should be private on a web mail program.

Reply by Linda_H/FL on 6/3/09 11:15am
Msg #290988

I keep them on my computer only too

and then only until I'm paid in full - I do NOT store loan docs in any way, shape or form for any longer than that, let alone a year....I see no need for that. You can't use them, and if it's to go back and dispute something, that's most likely going to take place before you're paid. Once you're paid, it's a safe bet the docs were okay and the loan funded.

MHO

Reply by PAW on 6/3/09 11:50am
Msg #290993

Besides, you would need to follow the GLBA ...

... for proper storage requirements. And, with some lenders, you may need to submit to a SAS-70 audit (http://www.sas70.com/about.htm) to ensure you meet the minimum requirements.

I don't recommend keeping the docs any longer than necessary.