Mortgage and loan files For lenders, building societies and credit unions
Every loan file.
From application to redemption.
FilePlan 365 gives every mortgage and loan its own secure file inside SharePoint. Applications, affordability checks, offers and arrears letters are filed to the right loan, with the right protection, automatically.
Works inside SharePoint
Loan details from your loan system
30-day free trial
1
Loan details
Loan number, borrower, product and case owner, taken from your loan servicing system.
2
Document types
The same labelled folders for every loan, down the left.
3
The loan’s documents
Everything filed to that loan, in the wider panel on the right.
What is FilePlan 365?
A digital filing cabinet, built into SharePoint
Think of a filing cabinet with a drawer for every loan, and the same labelled folders inside each drawer. FilePlan 365 does exactly that inside SharePoint, the place your organisation already keeps its documents.
No new system to learn
Your team works in SharePoint and Microsoft 365, just as they do today. There is nothing extra to install on anyone’s computer.
Filed once, found in seconds
Every document goes into the right loan file and folder, so anyone with access can find it straight away.
Kept as long as it should be
Each document is protected and kept for the right length of time, without anyone having to remember the rules.
Connected to your loan servicing system
Loan details arrive automatically
You never retype a loan number, borrower name or property address. FilePlan 365 picks up each loan’s details from your loan servicing system, so a new application has its file ready the moment it’s submitted.
When a loan changes
A product switch, a further advance or a new arrears status is picked up automatically, so every file stays accurate.
When a loan is redeemed
The redemption date flows across too, and the clock for how long the file is kept starts by itself.
For your IT team
A Power Automate flow keeps a SharePoint list of loans up to date from your loan servicing system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The loan file plan
Every loan organised the same way
Each loan file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Application
Application form, ID, income evidence, bank statements
Kept for: 6 years after redemption
2
Underwriting
Affordability assessment, credit checks, decision
Kept for: 6 years after redemption
3
Valuation and offer
Valuation report, mortgage offer, illustration
Kept for: 6 years after redemption
4
Completion
Solicitor instructions, completion statement, charge
Kept for: 12 years after redemption
5
Account servicing
Product switches, further advances, statements
Kept for: 6 years after redemption
6
Arrears and redemption
Arrears letters, payment plans, redemption statement
Kept for: 6 years after redemption
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Mortgage and loan files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Mortgage and loan files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Mortgage and loan files template
Pick “Mortgage and loan files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your loan files, folders and document types are created for you, ready to start filing.
3
Make it your own
Rename folders, add your own document types, and set how long each is kept, to match your lending policy and records schedule.
Find a loan
Any loan file in seconds
Start typing and FilePlan 365 shows matching loans straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by loan number, borrower name or property address.
2
Narrow it down
Filter by product, stage, arrears status or case owner if you need to.
3
Open the file
Click a loan to see everything filed to it.
People only ever see the loans and documents they are allowed to see.
Advanced search
Answer questions across every loan file
Tick a few options and FilePlan 365 finds every matching document across all your loans. Perfect for file reviews, arrears management and regulator requests.
File reviewEvery affordability assessment and offer for one broker
Arrears reviewAll arrears letters and payment plans for loans in arrears
Regulator requestEverything held on one loan, in one list
Compliance, without the jargon
Protected and kept for the right time, automatically
FilePlan 365 uses the security and retention tools already in your Microsoft 365, known as Microsoft Purview. You decide the rules once, and they’re applied to every document.
Kept for the right time
Loan files are kept for six years after redemption, and the charge for twelve. Redemption starts the clock automatically.
Only the right people can see it
Loan documents are marked Confidential. Income evidence and bank statements are marked Highly confidential.
Personal data stays inside
Documents containing bank details or credit reports can’t be shared outside your organisation.
These are example settings. You choose the labels and timescales that match your own policies.
Why teams choose FilePlan 365
Less time chasing paperwork. More time lending.
One file per loan
Application, underwriting, offer and servicing, in one place.
Ready on application
New applications arrive from your loan system with their file set up.
Reviews without the scramble
Find the affordability evidence for any loan in seconds.
Redemption handled for you
Retention starts automatically when a loan is redeemed.
Every loan file.
Always in order.
Try the Mortgage and loan files template free for 30 days, in your own Microsoft 365 tenant.
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