> ## Documentation Index
> Fetch the complete documentation index at: https://docs.loanorigination.ca/llms.txt
> Use this file to discover all available pages before exploring further.

# Central Loan Document Repository and OCR

> Store, version, and secure loan documents with OCR extraction, role-based access, audit logging, and automated retention for Canadian lenders.

LoanOrigination.ca provides a central document repository for every loan file, replacing scattered file shares and local drives. Uploaded documents are versioned automatically, access is controlled through role-based permissions, and every view, download, and modification is logged with a timestamp and user identity. Optical Character Recognition (OCR) extracts data from uploaded images and PDFs to autofill application fields, reducing manual data entry and transcription errors.

<Steps>
  <Step title="Upload or receive documents">
    Borrowers upload documents through the intake portal, officers attach files during review, and system integrations pull bureau reports or KYC results directly into the file.
  </Step>

  <Step title="Review OCR extractions">
    When OCR identifies structured data in a document, the system suggests field values. Officers confirm or correct each extraction before it is written to the loan record.
  </Step>

  <Step title="Manage versions">
    Each time a document is updated, the repository creates a new version. You can view the full version history, compare changes, and restore an earlier version if needed.
  </Step>

  <Step title="Set access permissions">
    Administrators assign document-level or folder-level permissions based on roles. A collections officer might see payment notices but not the original credit bureau report, while an underwriter sees the full file.
  </Step>

  <Step title="Audit and retain">
    The system logs every access event: who opened, downloaded, modified, or deleted a document, and when. Retention rules enforce automatic archival or deletion schedules aligned with your compliance policy.
  </Step>
</Steps>

<Note>
  OCR extraction supports English and French text. For bilingual documents, the system attempts both languages and presents the higher-confidence result for officer review.
</Note>

<Tip>
  Enable automatic document categorization to route uploads into folders such as Identification, Financials, Collateral, and Legal without manual sorting.
</Tip>

## Access and audit

| Action   | Logged details                                          |
| -------- | ------------------------------------------------------- |
| View     | User, timestamp, IP address, document version           |
| Download | User, timestamp, file name, version number              |
| Modify   | User, timestamp, field changed, before and after values |
| Delete   | User, timestamp, document name, reason (if required)    |

## Retention rules

Retention policies are configurable per document category. You can set rules based on loan status, file age, or regulatory requirement. When a document reaches its retention limit, the system can flag it for review, move it to long-term archive, or delete it according to your policy.