Charge-off media management that makes every account sale- or suit-ready, or holds it back with the reason
Every account sale- or suit-ready, or held back with the reason.
See one case, screen by screen ↓It is the work of assembling the documents — the media — each charged-off account needs before it can be sold to a debt buyer or referred for suit: contract and terms, statements, the charge-off statement, an itemized balance, payment history, dispute and fraud history and chain of title. Charge-Off Media Management builds that file as a binder per account, checks every tab against the purchase agreement or the court's rules, chases what is missing and holds back what must not be sold.
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An account cannot be sold or referred to counsel until its file is whole: the signed contract and terms, the last 12 statements, the charge-off statement, an itemized balance, the last payment, the dispute and fraud history, and a chain of title from the originator to today. That media lives in the card ledger, a statement archive, an imaging vault, the payment processor and, for acquired portfolios, an archive of old bills of sale. A recovery analyst pulls it together account by account, the week before cut-off.
Acquired accounts are the hardest. The old bill of sale says the accounts are listed in an Exhibit A that sits somewhere else, under account numbers that changed at conversion. And the accounts that must never be sold — bankruptcy, deceased, active duty, open dispute or fraud claim, near the statute of limitations — are screened once, early. A Chapter 13 filed after the scrub can still land on the schedule. When media is missing after the sale, the buyer pays for it per item, or puts the account back.
Estimated split for a tranche of about 1,300 charged-off card accounts, by hand and with the solution.
Six specialist agents fill each account's binder, trace its chain of title and hold back what must not be sold; people confirm and release.
Tranche 3 of a forward-flow sale to Ashcombe Receivables: 1,284 charged-off card accounts, $9,416,220 face, cut-off Friday 16 October. It is Monday. Here is the week, screen by screen, in the working solution.
Every account in the tranche is a binder on the shelf, coloured by readiness: 1,107 sale ready, 96 with gaps, 81 held back. Denise A. Halvorsen's card account …4417 stands at 88% — eight tabs complete, one gap. It was opened by Bayfield Card Services as …2286 and bought by Kestrel Point Bank in 2022, and the 2022 bill of sale points to an Exhibit A that is not in the file.
Run log, Sun 23:46: “Chain-of-title tracer stopped: the 2022 bill of sale cites Exhibit A, which is not in the file.”
The balance at charge-off, $8,409.11, rebuilt from the card ledger: principal $7,388.40, interest $846.71, fees $174.00 — five late fees of $29.00 and one returned-payment fee. Interest and fees since charge-off: $0.00. The itemization date is the charge-off date, 31 Aug 2026, used the same way everywhere. The media gatherer has already filed the last 12 statements, and all 12 carry forward.
Margin note: “Itemization date is the charge-off date, used the same way everywhere” — Regulation F §1006.34(b)(3).
Bankruptcy against the national bankruptcy scrub, deceased against the death-record match, active duty against the servicemember status check, then the dispute log, the fraud case system and the legal hold list. The statute of limitations — Ohio, 6 years — runs to 3 Mar 2032, outside the 12-month buffer. All clear.
Corinne presses “Trace the chain of title”. The tracer reads the 2022 bill of sale, finds BAYF-KPB-2022-ExA.csv in the acquisitions archive — 61,288 rows — and finds old account …2286 at row 18,442. The 2022 conversion map links …2286 to …4417, and the draft bill of sale to Ashcombe adds schedule row 611. The ring goes from 88% to 100% and the stamp turns to Sale ready.
“Every link shows this account by row — no affidavit needed to fill a gap.”
The same Exhibit A lists 40 more accounts in the tranche whose chain stopped at the 2022 acquisition. One more click closes them from the same evidence. With every tab complete, the sale file assembler drafts the seller's affidavit from the finished file, for Desmond Achebe to sign as custodian of records.
“40 more files closed from the same Exhibit A. Sale ready: 1,148 · gaps left: 55.”
Each account is graded against §4.2 of the purchase agreement. Across the 1,203 accounts not held back, chain of title is now complete for all of them. What is left: 23 accounts short on statements, 18 on contract and terms, 9 on the itemized balance, 5 on payment history.
The media chase groups the gaps by the system that should hold them. Statements before the November 2024 system move were asked of the legacy statement archive, due Tue 13 Oct. Nine balances off by $3–$58 after fee reversals went to finance operations. Paper applications from the 2017 branch campaign are not indexed, so those 18 are assigned to Corinne by name.
“Received 61 statements for 9 accounts — filed under Statements, tie-out passed.”
Before cut-off the screener runs again over all 1,284 accounts. The bankruptcy scrub finds one new case: Samuel Okonkwo, …5530, Chapter 13 filed Sat 10 Oct in the Southern District of Texas. The account comes off Exhibit A row 501 and is held back with its evidence — 82 holds now, each with the court, case number, date of death, status certificate or dispute behind it.
“Holds can be lifted only with a reason and a second person.”
Lena confirms that the 82 held-back accounts must not be sold; they stay with the bank. The sale file is built from sale-ready binders only: 1,147 accounts on Exhibit A, $8,404,176 face, 55 rolling to Tranche 4, and a media package with one folder per account — 13,764 statements among it. Three sign-offs, in order.
Desmond reviews the release: 1,147 accounts, 9 tabs per account, every one complete; 82 held back, none on Exhibit A; cut-off Fri 16 Oct 2026. Release cannot happen until compliance has confirmed the holds. He releases it under his own name.
“Releasing sends Exhibit A and the media package to the buyer's portal.”
The same tranche, seen by the four people who carry it — what cut-off week looked like, and what it looks like now.
Six specialist agents fill each account's binder, trace its chain of title and hold back what must not be sold; people confirm and release.
Pulls the agreement, statements and payment history from the card ledger, the statement archive and the imaging vault, checks that each statement's closing balance carries to the next, and files each document under its tab with its source and id. When a document is missing, it asks the system that should hold it and records the request.
Rebuilds each balance at charge-off into principal, interest and fees, and ties it to the charge-off statement to the cent. Reports any difference with the transactions that cause it.
Checks every account for bankruptcy, death, active duty, open disputes and fraud claims, lawsuits and settlements, and computes the statute of limitations from the date of default and the borrower's state. A hit holds the account back with its evidence; it re-screens within 5 days of cut-off.
Traces each account from its originator through every acquisition to this sale, finding the account's own row on every bill of sale — by its old number where it was renumbered, using the conversion map. One schedule found is applied to every account it lists.
Builds Exhibit A with the fields in purchase agreement §4.2 from binders that are complete and not held back, assembles one media folder per account, and drafts the seller's affidavit from the finished file.
Grades an account kept for suit against the complaint rules of the borrower's state — what must be attached, what the complaint must state, the limitation period and standing — and reports each item with its rule.
Releases the tranche; compliance confirms every hold. The agents propose; a named person decides.
Recovery, compliance and the debt sale desk can ask in plain words. Every answer points to the binder, the hold or the setting it comes from.
Why isn't Denise Halvorsen's file sale ready?
One tab is short: chain of title. The account was opened by Bayfield Card Services as …2286 and bought by Kestrel Point Bank on 30 June 2022. The 2022 bill of sale says the accounts are “listed in the data file attached as Exhibit A”, and Exhibit A is not in the file. Everything else is complete: 12 statements and a $8,409.11 balance that ties to the charge-off statement.
Which accounts are held back, and why?
81 of the 1,284: bankruptcy 29, open dispute 17, deceased 14, on active duty 9, near the statute of limitations 6, fraud claim 6. Each hold carries its evidence — for example Tobias Mwangi, Chapter 7 filed 22 Sep 2026 in the Southern District of Ohio. Lena Fairbanks confirms the holds before the schedule is final; a hold is lifted only with a reason and a second person.
What does the buyer need for every account?
Purchase agreement §4.2 asks for: signed contract or proof of liability, the last 12 statements, the charge-off statement, an itemized balance, the date of default and the last payment, every account number, open disputes and fraud claims, and the chain of title account by account. Much of the list follows the OCC's debt-sale guidance, Bulletin 2014-37.
Can Marcus Ellery's account go to counsel in New York?
Yes. All seven New York items pass: charge-off statement attached, original creditor named, last four digits, last payment $210.00 on 19 Nov 2025, the amount itemized, no prior owners — and it is time-barred only from 19 Nov 2028 under the 3-year rule of CPLR 214-i. Tomas Rivera can refer it to Whitlock & Fane now.
13 screens from the working solution, on its sample data. Pick one to see it large.
What a complete file means for each purpose, what must never be sold, where media comes from and who signs — all settings.
| Setting | Default | Choose from |
|---|---|---|
| Sale checklist | Purchase agreement §4.2 (a)–(h) and the seller's affidavit (§4.3) | Each item on or off |
| Bankruptcy filed or pending | Scrub no older than 5 days at cut-off | Any number of days |
| On active duty | Status certificate no older than 30 days | Any number of days |
| Statute of limitations | Hold back within 12 months | Any number of months |
| Deceased · open dispute or fraud claim · lawsuit or settlement | On | On · off |
| Suit checklists by state | New York, Ohio, Pennsylvania, Texas | Each state's complaint rules and limitation period |
| Confirms holds | Lena Fairbanks, collections compliance | Any named person |
| Releases the tranche | Desmond Achebe, debt sale manager | Any named person |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample tranche · “target” = the design goal, measured in the live solution · “estimated” = our estimate · “typical” = published figures (insideARM, The importance and availability of media — $5–20 per item; CFPB credit card market report 2023 — 28% of charged-off card debt warehoused, 3.5% sold). OCC Bulletin 2014-37, Regulation F and the state rules are named as the working solution cites them, as context. People, banks, buyers and law firms named on this page are fictional — characters and sample data in the working solution.
It is the work of assembling the documents — the media — each charged-off account needs before it can be sold to a debt buyer or referred for suit: contract and terms, statements, the charge-off statement, an itemized balance, payment history, dispute and fraud history and chain of title. Charge-Off Media Management builds that file as a binder per account, checks every tab against the purchase agreement or the court's rules, chases what is missing and holds back what must not be sold.
In the working solution, purchase agreement §4.2 asks for the signed contract or proof of liability and terms in force, the last 12 statements (or all if fewer), the charge-off statement, an itemized balance, the date of default and the last payment's date, source and amount, every account number used, unresolved disputes and fraud claims, and chain of title account by account. Much of the list follows the OCC's debt-sale guidance, Bulletin 2014-37.
The chain-of-title tracer reads each bill of sale, finds the account schedule it refers to and finds the account's own row on it — by the old account number where it was renumbered, using the conversion map. It never asserts ownership without that row, and an affidavit never stands in for a missing schedule. One schedule found closes every account it lists.
Accounts in bankruptcy, deceased, on active duty, with an open dispute or fraud claim, with a lawsuit or settlement in progress, or near the statute of limitations. Each hold carries its evidence, the screen re-runs before cut-off, compliance confirms the list, and a hold is lifted only with a reason and a second person.
Yes. Accounts the bank keeps are graded against the complaint rules of the borrower's state — New York CPLR 3016(j), Ohio Civ.R. 10(D), Pennsylvania and Texas in the working solution — with an affidavit of facts drafted for the custodian of records. The suit-readiness checker never refers an account; the litigation referral coordinator does.
Yes. Requests are answered from the binder that was built for the sale. In the working solution the median time to answer is 4 minutes, against the 30-day service level of the purchase agreement.
Yes. Agents gather, check, trace and draft. The recovery analyst prepares the sale file, collections compliance confirms every hold, and the debt sale manager releases the tranche and signs the seller's affidavit. Agents never sign, never alter a record and never put a held-back account on Exhibit A.
The Agentic Solution Engine builds and deploys it from your requirements — your purchase agreement, never-sell rules, state checklists and a sample of charged-off accounts — and it goes live once every quality gate has passed. We will walk you through it on your own accounts first.
Every contact inside the 7-in-7 rule, spent where it pays.
1-min demoBorrower Hardship ManagementSame request, same decision, every time, with the reason written down.
1-min demoCollections Agent AssistThe one call the rules allow this week, handled right first time.
1-min demoWe'll run Charge-Off Media Management on a sample tranche of your own charged-off accounts.