COLLATERAL DOCUMENT MANAGEMENT SYSTEM

USER'S MANUAL

USER'S MANUAL - COLLATERAL DOCUMENT MANAGEMENT SYSTEM

 DOCUMENT TRANSMITTAL FOR SAFEKEEPING
COLLATERAL DOCUMENT
MANAGEMENT SYSTEM (CDMS)

1. Access the SAFEKEEPING module of the CDMS, and click on the ADD
button.
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2. Choose the type of lending program. 1
SAFEKEEPING
3. The system will display a list of accounts depending on the type of lending
program selected by the user. Select the specific account/PFI and click on 4
the OK button.
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a. For the Retail Lending Program, select the specific account from
the list to be displayed. 2
b. For the Wholesale Lending Program, choose from list of PFIs,
RETRIEVAL and then the specific account from the list of sub-borrowers to
be displayed.

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4. Click on the ADD DOCUMENT button to start encoding the collateral
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documents that will be transmitted to the custodian.

5. Choose the document type from the list and click on the OK button.
3-A
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RETURN 6. Under the "Particulars" column, encode a short description of the
document (ex., TCT Number 123456).
Repeat steps 4, 5, and 6 for each document that will be transmitted.

7. Once all the documents have been encoded, click on the

choose the name of the officer who will endorse the transmittal
of collateral documents to the custodian.

8. Click on the SAVE button to save the transaction, or the CANCEL

DOCUMENT REPORT button to discard the transaction.
VIEWER GENERATION 3-B
9. Once saved, the system will allow the user to print the transmittal
letter. Click on the PRINT button.

TO EDIT ENCODED DATA

10. Any changes that have to be made on the encoded data can be done
Appropriate messages will be displayed by the
system to guide the user if there are additional by clicking on the EDIT button. Then click on the SAVE button to
steps that should be done to complete the save the corrections/changes.
transaction. After the letter and the documents have been transmitted and
posted by the custodian, the system will no longer allow changes
to be made on the encoded data.
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 COLLATERAL DOCUMENT TRANSMITTAL (Custodian's Use)
COLLATERAL DOCUMENT
MANAGEMENT SYSTEM (CDMS)

1. Click on QUERY and EXECUTE buttons .

SAFEKEEPING 2. Select the account to be processed from the list that will be displayed by 3 5 1
the system . Click on the OK button.

3. Click on the EDIT button to start the validation process.

4. For each document listed on the form (and the transmittal letter), update
the POST TAG box and the REMARKS column (for any additional notes/
RETRIEVAL information).
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5. Click on the SAVE button to save the transaction, or the CANCEL

button to discard the transaction.

6. Click button to generate validation code.

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The system will no longer allow changes to be made on the encoded

RETURN data once the documents have been validated.

DOCUMENT REPORT
VIEWER GENERATION

Appropriate messages will be displayed by the

system to guide the user if there are additional
steps that should be done to complete the
transaction.

USER'S MANUAL - COLLATERAL DOCUMENT MANAGEMENT SYSTEM - SAFEKEEPING Page 2/9

 COLLATERAL DOCUMENT RETRIEVAL
COLLATERAL DOCUMENT
MANAGEMENT SYSTEM (CDMS) 1. Access the RETRIEVAL module of the CDMS, and choose from the list the
retrieval type and press OK.
a. Temporary Release - In this case owner's duplicate titles and Certificate of
Registration for vehicles are borrowed and are presented to various govern-
ment offices or bank who require verification of authenticity/inspection
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and for comparison such as Registry of Deeds, BIR, Assessor, LTO, LTFRB.
SAFEKEEPING As soon as transactions are completed, the titles/document borrowed
should be returned to the return module and should be marked/validated
returned to anull/cancel the entry of retrieval.
b. Permanent Release - retrieves the titles permanently if and when an account
is already fully paid, taken out by other PFI, replacement or change of
collateral, and/or if the value is no longer sufficient to cover its obligation.
c. Pull Out for Modification - Titles and Certificate of Registration for vehicles
RETRIEVAL are being borrowed temporarily to effect the Annotation of Real Estate
Mortgage, Chattel Mortgage, Certificate of Sale, Deed of Assignment,
Special Power of Attorney, Affidavits, Deed of Sale, Deed of Partition,
Deed of Undertaking, etc. The same are returned thru safekeeping module
in view of the additional entry on the title or CR. 2

2. Click on the ADD button to initiate the process.

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RETURN 3. Select the type of lending program and specific account from the list, then 4
click on the OK button. 3

Only accounts/PFIs with collateral documents on file will be included the

lists.

4. Click on the ADD button to display the list of collateral documents that
are on file for the account selected.

DOCUMENT REPORT Documents that have been permanently released will no longer be part
VIEWER GENERATION of the list.
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5. Choose from the list the document to be retrieved and click on the OK button.

Repeat steps 4 and 5 for each collateral document to be retrieved.

Appropriate messages will be displayed by the

system to guide the user if there are additional 6. After all the documents have been enumerated, encode the supporting docu-
steps that should be done to complete the ments that will be attached to the request for retrieval in the box labeled as
transaction. Attachments.

If there are no supporting documents, encode "None" in the Attachments box.

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 COLLATERAL DOCUMENT RETRIEVAL
COLLATERAL DOCUMENT
MANAGEMENT SYSTEM (CDMS)

7. Click on the to select the reason for retrieval.

8. Encode the number of days of document retrieval (for Temporary Release 10

SAFEKEEPING and/or Pull out for Modification type of release only).

Collateral documents temporarily released should be returned within

30 days.
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9. Click on the to choose the name of the senior officer who will sign the 8

request for retrieval. Press the OK button to proceed.

RETRIEVAL
10. Click on the SAVE button to save the transaction, or the CANCEL
button to discard the transaction.

The system will no longer allow changes to be made on the encoded data
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once the transaction has been saved. 11

11. Click on the PRINT button to print the request for retrieval.
RETURN
The request for retrieval should be signed by the person who prepared
the request and his/her group head.

All the supporting documents for the release should be attached to the
request to be forwarded to the custodian.

DOCUMENT REPORT
VIEWER GENERATION

For Permanent Release For Temporary Release and

Pull out for Modification

Appropriate messages will be displayed by the

system to guide the user if there are additional
steps that should be done to complete the
transaction.

USER'S MANUAL - COLLATERAL DOCUMENT MANAGEMENT SYSTEM - RETRIEVAL Page 4/9

 COLLATERAL DOCUMENT RETRIEVAL (Custodian's Use)
COLLATERAL DOCUMENT
MANAGEMENT SYSTEM (CDMS)

1. Click on QUERY and EXECUTE buttons .

SAFEKEEPING 2. Select the type of lending program and press the OK button. 4 6 1

3. Select the transaction to be processed from the list that will be displayed
by the system. Click on the OK button.

4. Click on the EDIT button to start the updating process.

RETRIEVAL 5. For each document listed on the form (and the request letter), update
the ACTION TAKEN box and the REMARKS column for any additional notes/ 5
information.
YES - if the collateral document will be released.
NO - if the collateral document will not be released.

6. Click on the SAVE button to save the transaction, or the CANCEL 7

button to discard the transaction.

RETURN
7. Click button to generate retrieval code.
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The system will no longer allow changes to be made on the encoded
data once the documents have been validated.

DOCUMENT REPORT
VIEWER GENERATION 3

Appropriate messages will be displayed by the

system to guide the user if there are additional
steps that should be done to complete the
transaction.

USER'S MANUAL - COLLATERAL DOCUMENT MANAGEMENT SYSTEM - RETRIEVAL Page 5/9

 RETURN OF COLLATERAL DOCUMENT
COLLATERAL DOCUMENT
MANAGEMENT SYSTEM (CDMS)

1. Access the RETURN module of the CDMS, and click on the ADD
button.
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SAFEKEEPING 2. Select the type of lending program and press the OK button.

3. Select the account to be processed from the list that will be displayed by
the system. Click on the OK button.
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For each program, the system will display only the accounts which
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have collateral documents that have been pulled out for modification 2
RETRIEVAL and/or temporarily released by the custodian.

4. Click on the ADD DOCUMENT button to display the list of collateral

documents that are on file for the account selected.

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Documents that have been permanently released will no longer be
part of the list.
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RETURN 5. Choose from the list the document to be returned and click on the OK
button. 3

6. Encode additional notes at the designated box.

Repeat steps 4, 5, and 6 for each collateral document to be returned.

7. Click on the to choose the name of the senior officer who will sign
the return memo. Press the OK button to proceed.
DOCUMENT REPORT
VIEWER GENERATION 8. Click on the SAVE button to save the transaction, or the CANCEL
button to discard the transaction.
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9. Once saved, the system will allow the user to print the return memo.
Click on the PRINT button .

Appropriate messages will be displayed by the

system to guide the user if there are additional The return memo should be signed by the person who prepared the
steps that should be done to complete the the memo.
transaction.

USER'S MANUAL - COLLATERAL DOCUMENT MANAGEMENT SYSTEM - RETURN Page 6/9

 RETURN OF COLLATERAL DOCUMENT (Custodian's use)
COLLATERAL DOCUMENT
MANAGEMENT SYSTEM (CDMS)

1. Click on the QUERY button .

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SAFEKEEPING 2. Select the type of lending program and press the OK button.

3. Select the transaction to be processed from the list that will be displayed
by the system. Click on the OK button.

4. Click on the EDIT button to start the updating process.

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RETRIEVAL 5. For each document listed on the form (and the return memo), click on the
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RETURNED box and encode any additional information in the REMARKS
box.

6. Click on the SAVE button to save the transaction, or the CANCEL

button to discard the transaction.
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7. After the documents have been adequately validated and the necessary
RETURN columns have been updated, click on the EDIT button and then click
on the POST TRANSACTION box to post the transaction.

8. Click on the SAVE button to save the transaction, or the CANCEL

button to discard the transaction.

9. Click button to generate return code.

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The system will no longer allow changes to be made on the encoded

DOCUMENT REPORT data once the documents have been posted.
VIEWER GENERATION

Appropriate messages will be displayed by the

system to guide the user if there are additional
steps that should be done to complete the
transaction.
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USER'S MANUAL - COLLATERAL DOCUMENT MANAGEMENT SYSTEM - RETURN Page 7/9

 COLLATERAL DOCUMENT VIEWER
COLLATERAL DOCUMENT
MANAGEMENT SYSTEM (CDMS)

List of documents with current document status can be viewed

1
through DOCUMENT VIEWER module.

SAFEKEEPING
1. Click on QUERY and EXECUTE buttons .

2. Select the type of lending program and specific account from the
list, then click on the OK button.

a. For the Retail Lending Program, select the specific account from
RETRIEVAL the list to be displayed.

b. For the Wholesale Lending Program, choose from list of PFIs,

and then the specific account from the list of sub-borrowers to
be displayed.

2a
Only accounts/PFIs with records will be included in the lists. 2

RETURN

2b

DOCUMENT REPORT
VIEWER GENERATION

Appropriate messages will be displayed by the

system to guide the user if there are additional
steps that should be done to complete the
transaction.

USER'S MANUAL - COLLATERAL DOCUMENT MANAGEMENT SYSTEM - DOCUMENT VIEWER Page 8/9
 REPORT GENERATION
COLLATERAL DOCUMENT
MANAGEMENT SYSTEM (CDMS)

Reports can be generated from the REPORT GENERATION module.

SAFEKEEPING 1. The system will display a report generator sub-menu. Click on the
DOWN ARROW to display the pre-formatted report.
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2. Choose the report and click on the RUN REPORT button.

3. Input the date with the correct format (DD-MON-YYYY) and choose
the type of document.
RETRIEVAL
The user can choose all document types or the specific type
of document.

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4. Click on the EXECUTE button to proceed.

5. Click on the PRINT button to print the report. 3

RETURN

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DOCUMENT REPORT
VIEWER GENERATION

Appropriate messages will be displayed by the

system to guide the user if there are additional
steps that should be done to complete the
transaction.

USER'S MANUAL - COLLATERAL DOCUMENT MANAGEMENT SYSTEM - REPORT GENERATION Page 9/9