Purpose
To ensure all legal and operational documents are stored securely, consistently, and in compliance with regulations.

Standards

Where to Store

All contracts, disclosures, and client files must be uploaded to the internal document management system.

Do not store files locally or in personal email accounts.

Naming Convention

Format: ClientName_PropertyAddress_DocumentType_Date

Example: Smith_123MainSt_ListingAgreement_2025-08-01

Access Control

Restrict sensitive documents to relevant agents and managers.

Use role-based permissions to prevent unauthorized access.

Retention Policy

Keep transaction files for at least 7 years.

Archive inactive documents annually.