Real Estate Document Management Project Template

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Ensure all your property-related documents are easily accessible and up to date with our Real Estate Document Management template. This template helps you categorize, digitize, and organize your documents, implement naming conventions, and establish access controls.

By following this template, you can create a robust document management system that enhances efficiency, compliance, and security in your commercial real estate operations.

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Real Estate Document Management Project for Priority Matrix

Real Estate Document Management Project in Priority Matrix

Streamline and manage all your commercial real estate documents efficiently and securely.

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Proposed Tasks

Critical and Immediate

  • Establish Document Categories due in 1 day
    ☐ Identify different types of documents ☐ Create categories and subcategories for documents
  • Digitize Existing Documents due in 2 weeks
    ☐ Scan all physical documents ☐ Convert scanned documents to searchable PDFs
  • Create Digital Filing System due in 1 month
    ☐ Choose a cloud-based storage system ☐ Create a hierarchy of folders based on the document categories
  • Train Staff on New System due in 2 months
    ☐ Create training materials ☐ Schedule training sessions ☐ Conduct training

Important, Not Immediate

  • Implement Document Naming Convention due in 6 weeks
    ☐ Establish a naming convention for documents ☐ Apply convention to all existing digital files
  • Create Document Update Schedule due in 2.5 months
    ☐ Determine how often each document type needs to be updated ☐ Create a schedule for updates
  • Implement Document Access Controls due in 6 months
    ☐ Determine who needs access to which documents ☐ Set up access controls in the digital filing system

Less Critical, Immediate

  • Implement Document Destruction Policy due in 3 months
    ☐ Research legal requirements for document retention ☐ Create a destruction policy based on these requirements
  • Create System Backup Protocol due in 5 months
    ☐ Establish a protocol for regular system backups ☐ Perform first backup

Not Urgent or Critical

  • Conduct Regular System Audits due in 4 months
    ☐ Schedule regular audits of the document management system ☐ Conduct first audit