We’re thinking of going paperless with our resident files. Has anyone else done this?

We’re thinking of going paperless with our resident files. Has anyone else done this? If so, would you be willing to chat with me about your transition?

We have! We barely have any paper. It’s lovely. Docusign is key!

I'd love to do that, or at least try it...my boss is big on 'real signatures'..been trying to convince him..lol..although we have a fair bit of tenants OTG (off the grid, no smart phone, email or computer) but if i could eliminate even 1/3 of the paper, i'd love it...

We did! I’m working on transitioning my new 690 unit property now. My last property we used 1 box of paper in 9 months!

Curious how long it’s taking you to convert? Did you bring in help? Are you scanning the whole file as one doc or splitting up into several separate scans?

I’d love some insight into how you did this. Also, what are the repercussions when the property is sold, how does the new owner retain files, etc?

We scan the documents individually so that it’s easier to send them somewhere (collections, evictions, etc). We have an online application, lease etc. that we use now so that helps. We use RentCafe and it integrates it to Yardi. When the property sells, the files are usually put into a drop box account for the new owner. It’s super easy. Takes just a few minutes to get everything uploaded. The screening has to be saved. Verification documents and the few paper addendum’s they have to sign. It’s really not a hard process. Just takes some organization. Makes file audits a million times easier.

We are doing it as we go. So if we touch it, we upload it and all new move ins are being converted. Once I have a full team it will be a special project

That’s super cool and doesn’t sound as daunting as I’ve imagined...

its definitely not! I hate looking for a file! We are also 100% paperless on payments too. No money orders. No checks. Online or WIPS payments. Residents also do their own work orders in SightPlan so we don’t print them. My maintenance employees have apps and they receive the work orders that way

Our whole company has been for years! We use Entrata and it makes it so easy!

Late night scan parties!

Paperless is the ONLY way to go!

One aspect of going paperless that is often left out of planning/consideration is how to transfer digital files with signatures when there's a change of ownership. Did a takeover last year where they'd used Entrata for paperless & it's been a nightmare. Make sure you ask questions about how to get the images/info "out!"

They have since released a document management piece that allows you to easily export them all!

Not sure about other companies but Realpage allows you to export the documents but the birth dates, ss # are encrypted. Have to do another step to get the file data. I've tried to export but not all of the files transferred over. RP will do it but they need some lead time.

that's correct! Just not something that many considering all digital think about...

good point! I haven't tested that piece of it but will add to my list!

Always make copies for file! It’s a nightmare when community changes hands and there’s no way to pull a lease!