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03/06/2009 17:54:58
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Subject: File Management
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Jackson Berry
Joined: 03/06/2009 17:29:40
Messages: 1
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I'm building a checklist of items for a commercial tenant file. What am I missing?
We use 4 section folders
- Section 1
- Tenant profile and summary sheet
- Section 2
- Floor Plan
- Signed copy of lease, and any amendments to the lease in chronological order, newest on top
- Section 3
- Current certificate of liability Insurance
- Section 4
- Secretary of State Information
- Website "about us" page
- Credit report
- Lease application
- Quote sheet
- All corespondence
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03/09/2009 23:32:40
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Subject: Re:File Management
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Linda Day Harrison
Joined: 03/01/2009 11:08:46
Messages: 5
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8 Section multi part folder-
Section 1 Tenant Emergency Contact Information Form
Section 2 Lease + all exhibits, amendments, extensions, etc.
Section 3 Re Tax Reconciliations
Section 4 CAM/Operating Reconciliations
Section 5 Certificate of Insurance
Section 6 Other Reimbursables-Utilities, Insurance, etc.
Section 7 Correspondence
Section 8 Accounting
Drop File next to multi-part folder = Deal file, all records from move in deal, proposals, space plans, etc. broker correspondence.
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03/10/2009 12:12:34
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Subject: Re:File Management
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Louis Danzico
Joined: 02/19/2009 15:31:01
Messages: 3
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List:
If a newly crated store or office, the calculations determining the square footage, and the method used may be helpful years in the future
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04/17/2009 15:19:25
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Subject: Re:File Management
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Janelle Love
Joined: 03/25/2009 13:53:13
Messages: 4
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 What about a tenant log with all previous and current occupants names? This would just entail the occupant's name, move in and move out dates and # of co-occupants.
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05/05/2009 16:02:43
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Subject: Re:File Management
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Jeffrey Laass
Joined: 09/29/2008 08:49:58
Messages: 73
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What constitutes a commercial tenant in this case?
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05/21/2009 15:18:57
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Subject: Re:File Management
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Lee Whitman
Joined: 04/07/2009 14:02:57
Messages: 15
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I usually have a Construction section as well, with different subsections for each TI-related project done for that tenant.
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05/25/2010 18:25:03
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Subject: Re:File Management
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Louis Nimkoff
Joined: 11/13/2008 12:18:15
Messages: 10
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Is anybody just scanning all this stuff? (Except for the lease, which I know we have to keep.)
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05/26/2010 10:07:34
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Subject: Re:File Management
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Lee Whitman
Joined: 04/07/2009 14:02:57
Messages: 15
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Yes, we are now scanning everything we possibly can - keeping only original lease documents in a fire-rated central file. We set up the shared computer drive with folders exactly like our building files so that everyone can quickly find what they are looking for. The challenge is getting all the hard copies scanned into the system. It is time-consuming and needs to be done (or at least "named") by someone familiar with the files so that they are identified correctly and filed accurately.
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06/21/2010 10:24:03
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Subject: Re:File Management
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Mary Ann Sipos
Joined: 10/03/2008 08:54:45
Messages: 26
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Having files organized in the same manner helps when file reviews are conducted by Contact Adminstrators or for syndicators review.
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11/24/2010 21:55:48
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Subject: Re:File Management
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Sanjeev Chopra
Joined: 11/24/2010 00:15:35
Messages: 24
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Instead of making file as a store boxes in file racks. For saving of Time / communication cost instead of scanning the document we are taking picture becuase scanned document taken more space in computer / storage divces which cost lots and too much for transmmission. Further we can't reduce the size via zip the documents in computer while sending the documents from one system to the another. As & when you wish to send the documents from one system it will take less time which naturaly save the money.
In today working system save time not save money it is equals to generate profits.
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