Filing System - Real Estate Management


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:

  1. Financial Files - These files consist of documents pertaining to any and all financial transactions for clients.
  2. 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.
  3. 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:

  1. Account Information
  2. Unit Information
  3. Declaration
  4. Bylaws
  5. House Rules
  6. Financial Statements (last 3 months)
  7. Minutes of Meetings (last 3)
  8. 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

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).
Copyright © 1985-2023 - Advantos Systems, Inc. - All rights reserved.