How To Manage Documents

Document management is the practice of organizing, storing, and tracking your real estate documents, PDFs, files in a structured efficient way inside your PropertyCards.

Companies are often bound by the documents and paperwork they create. Keeping track of it all is necessary early on.

However, managing documents doesn’t have to be difficult or messy, and the burden should not be with one person.

Managing documents correctly can lead to increases in productivity, reductions in administrative overhead, and improved opportunities for team collaboration.

Let’s take a closer look at how to manage documents, what those workflows look like, and how you can use PropertyCard to manage your real estate documents seamlessly.

Highlights and Key Takeaways

• Every company and individual needs to manage their documents throughout their life to ensure compliance with regulations, governments and industry standards, and also to keep their personal lives decluttered and clean.
• Properly managed documents lowers administrative overhead, saves money and time, and increases team productivity. It also ensures you always have an edge and never miss out on the best deals and opportunities and can move quickly.
• Implementing a scalable document management app and web solution can be difficult, but PropertyCard simplifies it. It’s so easy to use and you can start right away on app and web. Everything syncs together and you can collaborate with others to manage paperwork so it’s not a lonely arduous endeavor anymore.

Start Managing Documents

There are thousands of ways to manage electronic documents.

Before starting, best to have a clear idea of how you want to manage everything, and how you will organize the collaboration with others in your company or personal life.

1. Define Your Document Management Goals

Before diving into digitizing your property documents or setting up naming conventions, take a moment to reflect on why you need document management. Here are some potential goals:

• Enhancing productivity of property management tasks.
• Streamlining filing operations to save time.
• Mitigating risks of losing crucial documents.
• Reducing paper waste and promoting sustainability.
• Improving information security for sensitive documents.

Identify the challenges you currently face and the critical issues you intend to address with PropertyCard. Your document management solution should align with these goals, ensuring it meets your unique needs.

2. Understand Your Users and Their Needs

Document management is not just about organizing files; it’s about serving the users who need access to them. Consider the following:

• Who will use the system?
• What do they need it for?
• How will it benefit them?

For instance, a sales team might need access to proposal templates and contracts, while a maintenance team might require technical manuals and repair guides. Designing your system with users in mind ensures it’s both efficient and effective.

3. Identify Essential Features

PropertyCard offers numerous features, but not all will be relevant to every user. Focus on what’s essential for your team:

• Features: PDFs, organization, signing, collaborating.

Choose features that support your team’s roles without adding unnecessary complexity. This balance ensures the system remains user-friendly and functional.

4. Consider Document Types and Lifecycles

Documents vary in their usage and lifespan. Here’s how to manage them effectively:

• Static documents: Financial records, which are typically view-only.
• Dynamic documents: Sales contracts and technical specs, which require editing and version control.

Organize documents based on their lifecycle and usage needs. This approach helps manage access, updates, and storage efficiently.

5. Create Scalable Document Structures

A flexible and scalable document structure is crucial. Consider these elements:

• Document types: What documents will you store?
• Folder hierarchy: Main folders, subfolders, and their relationships.
• Naming conventions: Consistent file names for easy retrieval.
• Metadata and tagging: Enhance searchability and organization.

Setting up a robust structure early on simplifies navigation and ensures your system can grow with your needs.

6. Set Access Permissions and Controls

Security and access control are vital, especially for sensitive documents. Determine:

• Who needs access to what?
• How will permissions be set?
• What roles require specific access levels?

For example, sales team members might need access to templates but not the ability to modify master copies. Restricting access appropriately ensures security while enabling productivity.

Managing Digital Transitions

Transitioning from paper to digital is common. Here’s how to handle it:

• Digitization process: Plan how to digitize old files and integrate new documents.
• Prioritization: Decide which documents to digitize first.
• Long-term storage: Choose whether to keep some files in physical form or move everything online.

A well-thought-out digitization process prevents future headaches and ensures all documents are managed efficiently.

Utilizing PropertyCard for Optimal Document Management

PropertyCard is designed to help you manage your property documents efficiently. From digitizing paper records to setting up a scalable digital structure, it supports all your document management needs. Here’s how to get started:

1. Download PropertyCard from the App Store.
2. Create an account and start inputting your property details.
3. Utilize features like tagging, metadata creation, and version control to keep documents organized.
4. Set access permissions to ensure security and proper document handling.
5. Regularly update your document management strategy to align with evolving needs.

By focusing on user needs, essential features, and scalable structures, PropertyCard can transform your document management process, making it more efficient and effective. Ready to streamline your property management tasks? Get started with PropertyCard today and experience the future of property document management.