Every file in its place. Even when you are not there.
A sale, a lease or a general meeting always produces a stack of documents and client data. We make sure they are traceable, protected and quick to find, from the office, at home or in the property itself.
How the work runs in an estate agency
Four things your IT has to carry, from the first site visit to the archive.
- 01
Every property is a file
Plans, certificates, contracts, invoices and correspondence. Per property, per co-ownership or per client, and still easy to find years later.
- 02
You often work away from the office
Site visits, viewings, general meetings in the evening. You have your files with you, on a laptop or phone.
- 03
You handle data about many people
Owners, tenants, buyers and suppliers. Who may see what and how long you keep it has to be clear, also with the GDPR in mind.
- 04
Signatures hold everything up
A sale agreement, a lease or a quote that has to go round on paper slows down the whole file.
Files at hand, wherever you are
In the office or during a site visit: your documents are stored securely in the cloud and you share them with clients through a secure link.
Who sees which file?
The questions we go through with you before we move a single folder. How many can you answer with certainty today?
Access per file or property
- Each employee sees only their own team's files
- External parties get access to one file, not to a whole folder
- Access for people who leave is closed the same day
- You can check who opened a file
Signing
- Contracts and quotes signed electronically
- The signed version lands in the right file automatically
- No scanned signatures going round by email
Retention
- Retention periods set per type of document
- Closed files archived, not scattered across mailboxes
- A backup you have actually restored
Working from anywhere
- MFA on every login, including on the phone
- Encrypted laptops you can wipe remotely
- No files on USB sticks or in personal cloud storage
These points cover the technical side. Which data you may keep and for how long depends on your activity and the GDPR. You can find the official information at the Data Protection Authority, and for your own situation it is best to work with your adviser or professional federation. We do not give legal advice.
Have your files and access checkedThe software your office runs on
We work with the real estate or property management package you already use and build the workplace, security and document flows around it. The supplier remains responsible for the package.
Files & workplace
- Real estate or property management software
- Microsoft 365
- SharePoint & Teams
- Intune device management
- Secure access from home and on the road
Document flows
- E-signing
- Secure client portal
- API integrations
- Retention policy
Security & recovery
- Microsoft Entra ID
- MFA & conditional access
- Access per file
- Access logging
- Microsoft 365 backup
What we usually set up first
All solutionsQuestions from offices like yours
Yes. We organise the files so that only the people working on them have access, and we log who opens what. External parties get access only to the file that concerns them.
We take care of the technical side: secure access, logging, retention periods and tested recovery. For the legal assessment it is best to work with your own adviser, and we provide the documentation needed for it.
Yes. We connect an electronic signing solution to your files, so the signed version lands in the right place automatically.
Yes, through a secure portal or a shared folder per file, with their own login. That way you no longer have to send the documents for a general meeting as attachments to dozens of addresses.
Yes. Your files are securely available on your laptop, tablet or phone, with the same security as in the office.
Talk to someone who knows what a file is worth.
We look at how your files and client data are organised today and tell you what we would sort out or protect first.