PREPARING FOR AN EXAMINATION - Mortgage Broker/Processor and Mortgage Lenders

Recommendations for being ready for an examination by the Department at any given time:

• Ensure the company’s information in NMLS is always up-to-date and accurate, especially the Primary Company Contact email and phone information.

• Ensure all books and records required to be maintained in Department Rule Chapter 80-11-2 are properly maintained and retained in an acceptable format and at the licensee’s principal place of business (usually the main office).  A license must provide written notification to the Department if books and records are maintained at a location other than the principal place of business.  Books, accounts and records maintained at a location other than the principal place of business shall be made available to the Department within five (5) business days from the date of written request by the Department and at a reasonable and convenient location acceptable to the Department.

• Ensure the journal of mortgage loan transactions is always complete and current in accordance with DBF Rule Chapter 80-11-2.

• Ensure all mortgage loans subject to regulation under the GRMA are accessible and can be made available to the Department upon request.

• Maintain and organize the loan files in a manner that is consistent and provides easy retrieval of applications, estimates, disclosures, and other required documentation.

• Frequently visit the Department’s website, dbf.georgia.gov, for information concerning changes to Georgia mortgage laws and related Department Rules and Regulations and for updates to the FAQs and Examination Overview section.