No one enjoys filing but it is extremely important to keep current and accurate files. Especially if you ever get audited by the DRE (Dept of Real Estate).
Since filing clerks or part time admin staff usually do filing they aren’t as familiar with the client files and especially if you have properties with same address numbers or owners with multiple properties things can easily get misfiled.
When my business was part of the larger real estate company and the filing clerk did the filing for all managers things would really get misfiled.
So, I had created a file rubber stamp. Each section of the file is printed on the stamp. Before I put any paper in the bin to be filed I stamp the paper and check the section of the file where the paper is to go. I also write the property address or Owner name on the top of the page.
Basically, I took the thinking out of filing. Now the clerk can just file in the appropriate file and the appropriate section. Now things don’t get lost.
We also alphabetize each paper before filing and then file in alphabetical order. This makes grabbing the file out of the cabinet easy and in order and doesn’t waste time opening and closing file cabinets from A-Z.
When I started my own office I gave each property manager their own File Stamp and they do the same thing so the filing clerk knows exactly where the papers go.
It isn’t efficient to pay your more expensive employees – the property managers to file, and the crucial job of filing can now be given to an office staff person without the fear of things being misfiled.
So create your own rubber stamp for filing. I have 2 for 30 day notices as well. This way things get routed the way they are suppose to and everyone can see quickly what has and hasn’t been done in the process and who knows and doesn’t know what is happening.
I love stamps. Try them out.
Please check out my website at www.PortolaRentals.com if you are interested in properties in Santa Cruz or have rentals in Santa Cruz, CA.
Kathleen Richards
