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Introduction
The purpose of this process is to assist in setting up a filing system
for real estate management clients. This procedure shows how to set up
files and how to label them. See program 'LABELS.FILE' to print special
files in a 1 by 12 format to ensure a new client is set up properly.
Filing System Notes
The filing system used is made up of three (3) different types of files:
- Financial Files - These files consist of documents pertaining
to any and all financial transactions for clients.
- Client Files - These files contain all documents pertaining to
clients, not of a financial transaction nature and do not pertain
to any of a client's residents/owners.
- Customer Files - These files contain all documents pertaining
to a client's residents/owners. Documents such as phone conversations,
payment histories, changes of residency, and all other such correspondence.
The purpose purpose of such a filing system is to allow all personnel within your office
to handle the dissemination of information to outside agencies or to any other
parties who need such information.
Generally speaking, documents filed reflect the authorization for
transactions and actions you take on behalf of clients. These authorizations
substantiate information input into the computer information system. Although
not every action you take is input into the computer information system, please
keep the authorizations for your actions as a permanent record for clients and
as justification for those actions.
Each Client of should have, in addition to the above types of files, a
binder for quick reference. This binder is considered the Client
Reference Book and is set up as follows:
- Account Information
- Unit Information
- Declaration
- Bylaws
- House Rules
- Financial Statements (last 3 months)
- Minutes of Meetings (last 3)
- Maintenance Contracts
Each manager of a Client must also keep on hand a 'WORKING FILE' which
will contain all information pertaining to work 'in progress'.
This is a must !
Real Estate Management Filing System
The following variables are defined and used throughout:
- xxx = Client#
- zz = Customer#
- yy = Month & year of file
| File Id |
File Name |
| xxx.01.1 |
Management Authority |
| xxx.02.1 |
Client Set-Up Information |
| xxx.03.1 |
Building Information |
| xxx.04.1 |
Utility Information |
| xxx.05.1 |
Grounds Information |
| xxx.06.1 |
Mortgage/Notes Information |
| xxx.07.1 |
Employment Information |
| xxx.08.1 |
Government Agency Information |
| xxx.09.1 |
Audits/Budgets/Taxes/Assessments |
| xxx.10.1 |
Insurance - Premium & Policy Information |
| xxx.10.2 |
Insurance - Claims Information |
| xxx.11.1 |
Owners/Board Information |
| xxx.12.1 |
Bank Account/Investment Information |
| xxx.13.1 |
Activities/Inspections |
| xxx.14.1 |
Reserved for Future Use |
| xxx.15.zz |
Customer Information |
| xxx.16.1 |
Historical Financial Information (Microfilmed) |
| xxx.16.yy |
Current Fiscal Year's Financial Information |
Note: The labels are to be placed in the right corner of the file folder.
Type them as follows:
| Client's Name |
xxx.xx.x |
| File Description |
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Customer files follow the above group for all clients. Instead
of a file number, the customer files use their Customer Account#
(i.e. xxx.Cust#). Don't forget to create a file for customer number
'OTHER' !
Explanation of File Contents
The following is a brief summary of the contents of these files. The
notations (r) and (l) mean the documents are to be filed on the
(r)ight side or (l)eft side of the file:
| File Id |
Description of Contents |
| xxx.01.1 |
Management Agreements (r), Authorizations from Owners (l). |
| xxx.02.1 |
House Rules (r), Articles of Incorporation (r), Declarations (r),
Bylaws (r), any information to Set-Up account. |
| xxx.03.1 |
Garages/Carports, Design specifications of building, Maps of
building locations. |
| xxx.04.1 |
All information regarding all utility easements, lines, accounts,
meters, etc. |
| xxx.05.1 |
Information regarding asphalt, lawns, fences, outside lights, R/V
areas, and all maintenance contracts. |
| xxx.06.1 |
Copies of notes/mortgages and all correspondense regarding same |
| xxx.07.1 |
Employment contracts and other correspondence. |
| xxx.08.1 |
Secondary Mortgage market approval packages (AHFC, FHA, VA, etc),
notices from gov't agencies regarding elevators, etc, Biennial reports
and other gov't reports, etc. |
| xxx.09.1 |
Budgets and all work papers so associated (r). Audits, tax filings
and assessments, special assessments (l). |
| xxx.10.1 |
Insurance policies and correspondence (r). Premium & billing
information (l). |
| xxx.10.2 |
Claims information (r). Claims summary (l). |
| xxx.11.1 |
Names/addresses of Owners/Board members, communication with same
(r). Minutes to annual, monthly, owners, Board meetings (chronological
order) (l). |
| xxx.12.1 |
All correspondence, statements, etc. |
| xxx.13.1 |
Monthly activities by your office, Client inspections, etc. |
| xxx.15.1 |
All correspondence with customer, authorizations to become customer,
yearly account ledgers, etc. |
| xxx.16.1 |
Microfilmed copies of old Financial Information files (by month). |
| xxx.16.yy |
Current copies of all Financial Information (in one folder per month). |
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