Realtor

Maria, age 36, real estate agent.

Maria has been working in real estate for over 10 years now.  After working for big name agency for 8 years, she felt that she had acquired enough experience and knowledge to open her own real estate office at her home, giving him a chance to spend more time with her 5 and 7 year old daughters.  She has been using a mix of file cabinets, shelves, and various drives and folders in her computer to keep all the files and documents.  For the last couple months, Maria has been getting very frustrated because she has been unable to find the files and documents when she needs them because she has so many different file types in so many places.  This lack of organization has been severely reducing her productivity.  She needs a solution that is easy to implement, simple to use, and affordable.  Docsvault was her solution.

With Docsvault, Maria was first and foremost able to centralize the location of all of her documents.  She did this with a variety of built-in tools that Docsvault offers.  First, she used the built-in scanner interface and PDF creator to convert all of her paper documents into electronic files, including mortgages, deeds, loans, affidavits, and legal documents.  She then used the custom property and profile feature to assign her own descriptive classes to these files.  Apart from the standard properties like document name, size, and date, she could add her own like client name and document type.  She was able to assign these properties not only when she scanned in her paper documents, but also when she imported documents and folders from other locations within her computer.   

She can now find these documents instantly as well.  With Docsvault’s highly functional search feature, Maria can search for files based on client name, descriptive notes she attaches to files, or words within documents, provided that they are text-based files.  Maria also makes the same five to ten searches on a regular basis. Instead of having to go through and type in each search parameter over and over again, Docsvault’s Save Search feature means she can search those parameters with one-click, saving her time.

Maria also loves the fact that since she has moved her office into her home, she can now see her daughters all day.  But this has caused an inconvenient side effect—Maria has a habit of leaving her computer on, and her daughters have a tendency to get on the computer and mess things up.  Thanks to Docsvault’s Audit Trail feature, Maria will know exactly what changes were made in Docsvault and when from a continuously running logbook.  She can easily revert back to a previous state, meaning that having her daughters around doesn’t have to be a costly liability.

With Docsvault, Maria also has an easy method of backing up all of her data within Docsvault.  She can backup her files directly to a CD or DVD or any location on the network or her hard drive. Docsvault also made staying on track easy with its unique task manager.  Now Maria has one convenient place to go to ensure she is on task and performing with the utmost efficiency. 

Other features that she found added value were: MS Office integration for easy saving into Docsvault; Version Control and History to track iterative changes she makes to her files and documents

Maria is a good example of how real estate agents can benefit from using document management software, including conversion to a paperless office, reduced document retrieval times, increased security and data protection, and many more.  All of these benefits come together to give you increased productivity and efficiency, and ultimately an increase in the bottom line.

Find out more about Docsvault Professional Edition and Small Business Edition