What we do / Run
Managed investment operations
Daily credit operations, managed to agreed service levels.
Our operations staff perform the recurring processes of a credit manager, including loan administration, reconciliation, settlements, data maintenance and reporting, using software we developed for those tasks. The client retains every investment, financing and approval decision, and its own team gains time to support the portfolio.
Scope of service
Five services, available together or individually.
Each service is governed by a written scope and agreed service levels.
- Loan administration
- We maintain the loan record, processing and reconciling agent notices, rate resets, paydowns, drawdowns, amendments and fees as they are received.
- Portfolio monitoring
- We collect and track borrower reporting, covenant information and portfolio data, so that the investment team works from current information.
- Fund operations
- We process cash activity and settlements, and handle day-to-day coordination with custodians, trustees, administrators and lenders.
- Data operations
- We load, validate and maintain the reference and position data on which downstream reporting depends.
- Reporting
- We produce lender, investor and internal reports on schedule from reconciled data, and retain the supporting documentation for each figure.
Division of responsibility
The client decides. Dacumen performs the daily operations.
Before a service begins, we agree in writing which responsibilities remain with the client and which transfer to Dacumen. We review that division with the client as the service evolves.
| Area | Retained by the client | Performed by Dacumen |
|---|---|---|
| Decisions | Investment, financing and approval decisions | Analysis and records that support those decisions |
| Relationships | Relationships with borrowers, lenders and investors | Daily contact with custodians, trustees and agents |
| Processing | Review and sign-off | Processing of notices, settlements, reconciliations and data loads |
| Reporting | Report content and recipients | Report production, on schedule, from reconciled data |
| Exceptions | Decisions on escalated items | Identification, investigation and escalation |
Transition
A staged transition, tested by a parallel run.
Scope
We agree the services, service levels, responsibilities and escalation routes with the client in writing.
OutputService agreement
Document
We document the current process step by step with the client’s team before making any change to it.
OutputProcedures
Parallel run
We perform the process alongside the client’s team until both sets of outputs agree.
OutputReconciled results
Steady state
We perform the service day to day and review our performance with the client on an agreed schedule.
OutputService reporting
Service governance
How the service is governed and evidenced.
A client should be able to see who performed each process, who reviewed it and how exceptions were resolved.
- A named engagement lead
- One senior practitioner leads the engagement and remains accountable for it from scoping through to steady-state operation.
- Defined escalation
- Matters that require a client decision are escalated through a route agreed at the outset, accompanied by our completed analysis.
- Recorded approvals
- We record approvals, exceptions and their resolution as each process is performed, so the audit trail is complete before anyone requests it.
- Regular service review
- We review performance against service levels, open issues and planned changes with the client on an agreed schedule.
- Segregation of duties
- Different individuals prepare and review each item, and the client retains sign-off wherever it chooses to.
- Service levels
Placeholder
Representative service levels for each service line (for example, turnaround for agent notices), to be confirmed.
- Security and attestations
- Dacumen’s platform has completed a SOC 2 Type 2 examination covering security, availability and confidentiality for January to December 2025. Security at Dacumen
A client’s view
How one client scaled while keeping headcount low.
“Strategically, the outsourcing of middle office responsibilities has allowed us to scale while keeping headcount low. Dacumen has been able to provide support across a wide array of functions, allowing us to keep our internal team focused on service, supporting our investment and portfolio managers. In particular, the loan settlement and asset servicing functions have been accurate and timely preventing costly delays or errors. … For these reasons, ‘Is this something Dacumen can help with?’ has become an often heard phrase.”
Technology
Our operations staff use software we develop ourselves.
The team that delivers the service works in the same products we provide to clients. Its daily experience informs how we develop the software, and each improvement to the software benefits the service in turn.
Continuous reconciliation
SmartRec
Reconciles positions, cash and activity daily against custodians, trustees and internal systems, and tracks each break to resolution.
SmartRecLoan trade settlement
TradePath
Works alongside ClearPar to manage approvals, settlement documents and wire memos, and keeps a complete archive for audit.
TradePathData and automation platform
Orion
Collects and standardizes credit data from any source, performs the calculations and automates the routine tasks that depend on that data.
OrionLeverage facility optimization
Levfolio
Models borrowing bases across facilities so financing decisions can be tested before capital is committed.
LevfolioWho benefits
What managed services give each team.
- COOs and CFOs
- Operational capacity that grows with the portfolio and is governed by written service levels, while decisions and approvals remain in-house.
- Operations leaders
- Recurring processing performed to documented procedures, exceptions escalated with the analysis already complete, and more time for the in-house team.
- Technology and data teams
- Data that is loaded, validated and maintained daily, with a clear record of what was processed and when.
An integrated offering
How managed services connect to our advice and software.
Operations advisory and transformation
Advise
Operating model design, system selection and implementation, data strategy and AI enablement.
ConsultingData and technology implementation
Build
Orion, SmartRec, TradePath and Levfolio are software products developed by our own operations practitioners.
ProductsExplore managed operations.
Tell us which processes you would consider transferring first. We will explain how we would manage the transition.