Document Control in Your Real Estate Policy Manual

It's Not Just Client Documents

There are many ways in which documents can be mis-handled, resulting in legal and competitive consequences. Don't let your brokerage be sued or damaged by poor document control. Setting out a clear policy for who can access what documents, as well as how they are to be filed and safeguarded is critical.

In this section of our real estate policy manual, we deal with three types of documents:

• Client and transaction documents.
• Internal brokerage, company and procedural memos and correspondence.
• Marketing and advertising materials and formats.

Each is clearly defined, and the rules for their management are set out. As far as the client and transaction documents, your state regulations will dictate how long they must be maintained, and other confidentiality considerations. Whatever they are, make sure that the rules are clearly set out in this section.

Download this example document section.

*Note: This example from an actual policy manual is provided for reference purposes only. Your brokerage should use it for ideas and guidance, consult with your attorney, and then draft your policy manual according to your desires, the laws of your state, and your attorney's counsel.

More Resources

• Full Policy Manual Explanation Links
• NAR Policy Manual Field Guide (login required)
• Carmel Streater Template Manual (Purchase Direct)
• Z-Law Template Manual (Buy Direct)