As all brokers will know, not every lead ends in a sale – and that’s completely normal. Some clients decide to hold off, others go directly to their bank or to another broker, and some just change their plans. But even when a transaction doesn’t proceed, the work you’ve done still matters.
Mortgage brokers are expected to keep a record of every client interaction regardless whether it led to a mortgage completion or not. That’s where archiving comes in. It’s not just about tidying up your database. It’s also about staying compliant, keeping client data secure, and being ready to reconnect if and when a client comes back.
A reliable mortgage broker CRM system like ClientTree can make archiving quick, organised, and completely stress-free.
Why archiving matters
Mortgage brokers handle a huge amount of sensitive personal data and documents. For example, proof of income, bank statements, credit reports and ID docs. Even when a client doesn’t go ahead, all of this must be handled with care.
There are three main reasons for archiving being important:
1. Regulatory Compliance
Under the FCA rules, brokers are expected to maintain detailed records of advice given and actions taken. Even if a mortgage doesn’t proceed, mortgage brokers still need to be able to show that they followed all the rules, so archiving means that the broker is always ready for audits and network checks.
2. Data Protection
Clients trust their mortgage broker with personal information, and GDPR places strict obligations on how data is stored, used and eventually deleted. Secure archiving ensures sensitive documents don’t end up sitting in old inboxes or forgotten folders.
3. Future Business Opportunities
A “no” today could be a “yes” in a year’s time. Circumstances change, rates shift and clients change their minds. By archiving properly, brokers keep the door open. When a client is ready to try again, their details will be readily available in the mortgage broker CRM system.
The problem with archiving manually
Without the right mortgage CRM system, archiving can be messy and time-consuming. Some brokers still rely on shared folders, spreadsheets, or email threads to keep track of old clients. However, this approach is inefficient as the client base grows.
Manual systems make it easy to lose files, mix up information and forget why a deal didn’t proceed. In addition, if an auditor asks for a record from three years ago, it can take hours (or days) to track it down. Basically, it’s inefficient, frustrating and risky from a compliance point of view.
How ClientTree makes archiving effortless
The ClientTree CRM system was specifically designed for mortgage brokers, so it streamlines every stage of the client management process, including archiving cases and clients that don’t go ahead.
Here’s how it helps:
- Automatic archiving rules
For instance, when a mortgage is settled or a property is sold, they are automatically moved to the archive. - Secure and centralised storage
The mortgage CRM system keeps all your client data and documents in one encrypted, cloud-based location instead of being stored on individual laptops or lost in email chains. - Searchable and organised
The tables make it easy to search and filter cases when you want to review performance or re-engage old leads. - Quick retrieval for audits
In case of a compliance audit, you can instantly pull up a complete client record including documents and notes. - Client re-engagement
Even while your clients are archived, you can wish them happy birthday or remind them of an upcoming remortgage to turn them back into warm leads.
So what’s the best thing about archiving?
Archiving doesn’t have to be a chore. By automating it, mortgage brokers keep their data secure, easy to retrieve and meet their compliance duties efficiently.
In addition, archived clients don’t have to stay in the background. When using ClientTree as your mortgage broker CRM system, old clients become part of your long-term business strategy ready whenever you need their details.
