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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 which pertain
to any and all financial transactions for clients.
- Client Files - These files contain all documents which pertain to
clients not of a financial transaction nature and do not pertain
to any of a client's residents/owners.
The 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.
Real Estate Management Client 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 and Client set-up |
| xxx.02.1 |
Owners/Board/Stockholder Information |
| xxx.03.1 |
Legal Information |
| xxx.04.1 |
Bank Account/Investment Information |
| xxx.05.1 |
Assets/Notes Receivable Information |
| xxx.06.1 |
Leases/Mortgage/Notes Payable 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 |
Memberships/Affiliations/Subscriptions |
| xxx.12.1 |
Advertising/Marketing Information |
| xxx.13.1 |
Reserved for Future Use |
| xxx.14.1 |
Reserved for Future Use |
| xxx.15.1 |
Historical Financial Information (Microfilmed) |
| xxx.15.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 Contents of Files
The following is a brief summary of the contents of these files. The
notations (r) and (l) means 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), Owner's Authorizations and Client
Set-Up information (l). |
| xxx.02.1 |
List of Owners/Partners/Directors and any correspondence between
firm and these people. |
| xxx.03.1 |
Legal information relating to Client relationships with attorneys,
lawsuits, etc. |
| xxx.04.1 |
All information regarding bank accounts (l) and investment a
ccounts (r). |
| xxx.05.1 |
All information pertaining to assets (l) and any other notes
receivables (r). |
| xxx.06.1 |
All information regarding mortgages and other notes payable. |
| xxx.07.1 |
Employment contracts and other correspondence. |
| xxx.08.1 |
Government communication & reports (excluding taxes). |
| xxx.09.1 |
Budgets, audits & work papers associated with both (l)
and corporate taxes, asmnts, etc (r). |
| xxx.10.1 |
Insurance policies and correspondence (r). Premium & billing
information (l).
|
| xxx.10.2 |
Claims information (r). Claims summary (l).
|
| xxx.11.1 |
Memberships and documents (l) and Subscriptions and
affiliations (r). |
| xxx.12.1 |
All advertising contracts, marketing information, etc. |
| xxx.15.1 |
Microfilmed copies of old financial statments (by month). |
| xxx.15.yy |
Current copies of all Financial Information (in one folder per month). |
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