Document Management Best Practices

There are a few things you can do to make going paperless easier and more effective. Below we’ve listed some document management best practices that you can implement in your real estate business.

 Fax, Fax, Fax

If documents are not already in electronic form, simply use the fax-back cover sheet that is created every time you start a new transaction to fax the document into the transaction file using the DocBox fax-back coversheet. This will remove the need for scanning. The faxing does the scanning for you. Faxed-in documents are converted to PDF documents that can be viewed using Adobe Acrobat.

Create a Centralized Filing, Document Storage and Transaction File Repository

Create and maintain a single transaction file accessible by those who will be supplying and reviewing any documentation. A transaction file should be created every time you have a new client, listing, sale or lease.

Utilize DocBox for all Document Management Needs

Remember that the DocBox can be used for more than just transaction documents (listing sale and lease documents).  Loading documents into DocBox gives all appropriate parties centralized access and document security from localized disasters.  Use DocBox to store marketing documents, operational documents, new hire training manuals, etc.

Stop Accepting Paper Documents!

If you are a broker or broker staff, just ask your agents to fax documents into the file rather than handing them to staff. This will reduce the need for staff to fax or scan every document into the system. And, agents, staff and clients will benefit from having all documents available in the transaction file online.

Email or Fax Documents Directly Out of DocBox

This will save time, reduce paper waste, reduce outbound faxing costs and improve document clarity for the recipient(s).

Provide Fax Back Coversheets to all Your Clients and Vendors

Give anyone who typically gives paper documents the DocBox fax-back coversheet.  Giving clients and third party service providers the ability to fax documents right in to the DocBox reduces the need for you to scan documents.  Fax Back Coversheets can be faxed out, email out or printed and handed out to your clients and service providers (as well as other agents/co-brokers). 

Use the DocBox to Control Document Versions

When replacing a document with a newer version, utilize the Upload Document Revision DocBox functionality to ensure an accurate audit trail is created.

Archive Closed Transactions to a CD or DVD on a Scheduled Basis

Create an off-line back-up of record files by transferring closed transaction files to CD or DVD weekly, monthly or quarterly.  By creating transaction archives you will have a local copy that you can securely store off-site such as a safety deposit box or home office. 

Standardize Document and Transaction Naming

Ensure that a standard method is used when naming both Documents and Transactions for easy search and retrieval.

Learn more about using DocBox and going paperless by visiting our website or by watching one of our free webinars.

Find out how much you can save by going paperless using our paperless savings calculator.

You can also call us at (800) 668-8768 or email us with your contact information.

Go Green, Go Paperless!

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