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Real estate, title and property management companies are increasing productivity and improving client service with Treeno Workflow and Electronic Document Management Solutions
Commercial and residential real estate companies of all sizes struggle with managing, securing and accessing business documents related to the properties they sell, lease and rent. Treeno Electronic Document Management (EDM) can help your organization provide high-quality client services while lowering your operation expenses by enabling authorized users to access documents instantly regardless of department or location.
The typical real estate, title, and property management company handles hundreds of thousands of documents and images each year requiring the allocation of physical space to store applications, signature cards, leases, contracts, loan agreements, affidavits, assignment of liens, purchase agreements, real estate disclosure forms, financials, work orders, move–in and move-out documentation, notices, invoices and correspondence. The majority of this information is handled through manual processes that often require moving paper documents from properties to the corporate office.
Real Estate Companies Rely on Treeno Electronic Document Management to:
- Integrate with existing business applications for one-click automated file, search and retrieval
- Automate document workflow automation (DWA) tracking and accountability for improved internal productivity and customer service
- Simplify access to documents by providing secure mobile access to information anytime, anywhere
- Eliminate the need for document duplication by providing authorized users with access to client support files from any location through a secure audited viewer
- Eliminate storage and courier costs by scanning and electronically routing client information
- Decrease processing time and costs and enhance customers’ experience
- Simplify and reduce operational expenses associated with third-party audits
- Streamline and automate document retention and destruction processes with custom business rules
- Track missing files through Treeno compliance reports and reduce risk and exposure
Treeno Electronic Document Management Solutions for Real Estate Companies
The Treeno EDM system seamlessly integrates with many property management applications such as Yardi Voyager, Real Page, MRI Software and Skyline Property Management and accounting applications. With just a single click, you can retrieve filed documents and automatically file, name and link documents to property, unit, and financial screens within your application.
Let Treeno help you to manage the application review process. Treeno EDM system allows you to store all your application and lease documentation in a secure electronic folder. Store the signature card, lease contract, credit support documents, references, and correspondence.
Streamline your work order management process. With our workflow management system, remote workers can be notified real time when repairs need to be made. Treeno EDM tracks the job process. Treeno reports provide management with visibility into the open work orders and allow for priorities to be set. Track all correspondence associated with the work order.
Managing and renegotiating vendor contracts can be a time consuming, daunting task. Let our workflow management system help you manage the renewal process. Leverage Treeno tools to report on contract expiration, renewal, and renegotiation time lines. With Treeno’s versioning capability, you can track changes to a contract, including who made each modification and when.
Buying and selling of properties requires an enormous amount of administrative overhead to collect and to provide documentation to the respective firm. Treeno EDM allows you to easily share large amount of documents electronically with authorized external parties without requiring collection, reproduction or refiling.
The Treeno EDM solution seamlessly integrates with your client and vendor portals and allows users with appropriate permissions to access documents in an authenticated and secure environment. Treeno also provides a publishing portal to allow selected documents to be securely viewed by an external party. Access to the Treeno publishing portal is audited and tracked via the Treeno audit table.
Real Estate organizations are challenged by making sure a complete lease is drafted for each client. Making sure that all the appropriate addendums and forms are included and signed throughout the process can be a daunting task.
Treeno allows for real-time contract and lease signoff by integrating with SIGNiX, an electronic contract executions application. This allows a client to remotely authenticate, add their signatures to the locations and automatically upload their signed documents the lease, closing or contract file.
Treeno EDM helps real estate companies manage all their clients’ business documents, including signature cards, applications, lease or loan files, work orders and correspondence. Treeno eliminates the need for document duplication by providing authorized users with access to client support files from any location through a secure audited viewer.
Managing the quantity of client and business documents is challenging enough without adding the laborious task of managing the document retention policies specific to each document type. You can simplify retention and purging processes using business rules defined by your organization. Rules can be as simple as, “If document exceeds seven years past date scanned, purge automatically,” or as complex as, “Based on the document type, Status field, and Time Beyond Date field, notify authorized user to view prior to purge.” Mitigate your risk by establishing your retention policy and automating the process.
Treeno EDM solutions assists real estate companies with a variety of compliance initiatives, including:
- Security Exchange Commission (SEC)
- Financial Industry Regulatory Authority (FINRA)
- Sarbanes Oxley Act of 2002 (SOX)
- Health Insurance Portability and Accountability Act (HIPAA)
“When we started with Treeno, we had 1.5 departments using the system’s scanning and archival tools. Today, we have 12 city departments using Treeno, several of them using multiple electronic cabinets. As a city, Dover is continuing to become more efficient and more transparent every day. Treeno’s scanning and indexing capabilities play an integral role in that continuous improvement.”
Director of Information Technology
City of Dover