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A practical system should create a normalized submission record from every email thread and attachment. It should preserve the original documents while extracting the information needed for underwriting preparation and workflow management.

The safest approach is to automate reminders only after the system knows exactly what is missing and who is responsible for providing it.

Exceptions should be visible in one queue rather than scattered across inboxes and spreadsheets. Each exception should include the reason, source documents, affected fields, recommended action, owner, due date, and current status.