Real Estate Document Security: Protecting Client Data in Property Transactions

The Data-Rich Nature of Real Estate

Real estate transactions generate vast amounts of sensitive personal information. From buyer financial details to vendor property documentation, agencies hold data that criminals find extremely valuable.

Information Held by Real Estate Agencies

Typical client files contain:

Buyer Information

• Photo ID copies (passports, licenses)
• Financial statements
• Loan pre-approvals
• Employment details
• Bank account information

Vendor Information

• Property title documents
• Settlement statements
• Capital gains calculations
• Forwarding addresses

Transaction Records

• Offers and counteroffers
• Agency agreements
• Trust account records
• Commission calculations

Retention Requirements for Real Estate

Real estate agents must retain records for:

• Trust account records: 7 years
• Property management records: 7 years after management ends
• Sales transaction files: 7 years from settlement
• Agency agreements: 7 years from expiry

Common Security Failures

Many agencies fail in basic document security:

• Unlocked filing cabinets in open offices
• Documents left on desks overnight
• No secure destruction policy
• Staff taking files home
• Outdated records kept indefinitely

Building a Secure Document System

1. Locked Storage - All client files in secure cabinets 2. Clear Desk Policy - Nothing visible after hours 3. Access Controls - Limit who can access files 4. Retention Schedules - Regular review and destruction 5. Secure Destruction - NAID certified shredding

WEST SHRED Real Estate Solutions

We offer services tailored to real estate agencies:

• Compact Security Bins - Fit discreetly in offices
• Regular Collections - Keep document build-up minimal
• Certificates by File - Track destruction of specific client matters
• On-demand Service - Extra collection when needed

Protect your clients and your reputation with proper document security.