| Take Time for Housecleaning
"Housecleaning" is to remove old data. With regular "cleaning" (monthly
is recommended), your system will operate quicker, reports will be more accurate, and more memory available.
If the data in the MC OFFICE Software package is old and not "cleaned" up from time to
time, reports are useless. The end result is companies will not use the reports or are not able to
start using other features of the MC OFFICE Software because there is so much cleanup necessary to
get started.
The Benefits of Useful Data
- The Pipeline Report in Mortgage Banker is useless when years of closed loans remain on the
system. Management wants to see only current data.
- Funds Accounting is of no value if loans are not removed when fully paid out.
- No one wants to look at pages of paid-off loans.
- The Secondary Market program offers no value if current data is mixed in with old, meaningless
data.
Take time to "houseclean" and remove data that no longer
applies so your reports
are meaningful. Data on each loan is stored in three places:
- Master Record
- Funds Accounting
- Quality Control in Mortgage Banker
Each of the three programs stands alone. Removal from one program does not remove from
the other. Loans in Funds Accounting and Quality Control are not removed when loans are removed individually
or through the Secondary Market program.
Loan Servicing and Construction each have their data stored in one file.
Guidelines for cleaning up the data in your MC OFFICE Software:
MORTGAGE BANKER
REMOVING CLOSED LOANS
MC recommends not removing loans immediately from the Mortgage Banker package when they are closed.
Production reports and the pipeline report are not accurate if loans are removed too soon. Loans are
sold to the Secondary Market from the Mortgage Banker package. Leaving the loans not sold on the books
provides management with a tool to analyze the loans both closed and in process, and package loans
to be sold using Mark to Market.
INDEX FILE CLEANUP (09.11.09)
This will delete loans from your Index that have no names.
REMOVE IRREGULAR LOANS (09.11.10)
This will delete irregular loans (224-2938650988), loan number greater than one
billion (1-1000000000), and irregular products, e.g., all zeros (0000).
DELETE COMMITMENT W/LOANS (09.12.06.09.07)
This is an enhanced feature that allows you to delete commitments by simply placing a D in
front of the commitment to be removed. The program will automatically place a lowercase d next
to any sub-commitments tied to the Master being deleted. The program will delete sub-commitments tied
to a Master. There are no edits with this option.
SECONDARY MARKET (01.12.09)
When the commitment has been filled, remove the commitment. Removing the commitment also removes the
loans assigned to the commitment. If commitments have expired and no additional loans can be sold under
that commitment, remove the commitment. Leaving old commitments in the program slows the response time
and makes the Secondary Market report less helpful. The Commitment Report <ALL> lists
Secondary Market commitments that have expired. Use this information to remove commitments. Before
a commitment can be removed, all loans must be closed, all Closed Doc Tracking items reported as received,
a date entered in Status 14 LOAN SOLD, and if warehoused, a date must be entered in Field 650.
REMOVE LOANS BY STATUS DATE (09.12.06.09.09)
This program deletes loans that have a date in Status 01 through the date chosen by the operator. This
will occur without regard to the delete criteria normally required in the Mortgage Banker package.
REMOVE FROM HISTORY (01.15.13.06)
Loans can be deleted and moved to History for year end reporting. This deletes loans from this History
file and from the MB Index. This should be done for loans from prior years, leaving the current year
plus the past year for reporting purposes.
REMOVE FROM FUNDING (09.12.06.09.06)
This removes loans from Funds Accounting by account number range or removes ALL by pressing <F2>.
REMOVE FROM QUALITY CONTROL (09.12.06.09.03)
This removes loans from Quality Control using a date range in Status 09, a loan number range, or remove
all loans.
PURGE LOAN FILES (09.12.06.09.10)
This removes files that are on the disk, but there are no loans to be attached in the Mortgage Banker
Index.
REMOVE LASER FORMS (09.12.06.09.11)
This removes obsolete LZ and LY laser forms from your system.
CONSTRUCTION
DELETE LOANS (02.23.05)
To remove loans, all funds have to be disbursed and the interest collected.
LOAN SERVICING
PRINT MODIFY AUDIT (03.23.13)
This clears the Modify Audit queue and reports all modifications to loans in Loan Servicing (activated
by <F2>UPDATED). This report should be reviewed monthly.
CLEANUP REMOVED LOANS (09.11.13)
The program purges loans that have been removed for two years or more.
PRINT-DELETE COMMENTS (09.11.15)
You can print-delete all comments prior to the date selected by the operator. Leave at least two years
of comments on your system.
REMOVE LOANS PAID
Do not remove loans that have been paid until after the month-end reporting is completed and the credit
bureau update has been done. Loans that are not removed will appear on the Management Exception report.
This clutters up the report and makes it more difficult to enjoy the benefit of management by exception.
POOL DISBURSEMENT
POOL MODIFY AUDIT (04.13.21)
This report should be reviewed monthly.
CREDIT LINE
MODIFY AUDIT (05.12)
This report should be reviewed monthly.
GENERAL
Check to see if the Security Log is disabled (09.03.<FIELD
15>). If the Security Log is not disabled, the system is logging every keystroke of every
user on the system. If not reviewed (09.12.07), the file can
become huge and take up vast amounts of disk space. If the Security Log has been enabled, it can be
removed (09.12.06.05).
REORGANIZE THE DISK
When the above has been performed, the final step is to reorganize the computer's disk. This will
consolidate the data on the disk and improve the computer performance.
If assistance is needed, have your system maintenance department contact MC Customer Support. | 
