{"id":3724,"date":"2018-08-01T10:00:23","date_gmt":"2018-08-01T17:00:23","guid":{"rendered":"https:\/\/www.rentecdirect.com\/blog\/?p=3724"},"modified":"2018-08-02T17:06:40","modified_gmt":"2018-08-03T00:06:40","slug":"property-management-records","status":"publish","type":"post","link":"https:\/\/www.rentecdirect.com\/blog\/property-management-records\/","title":{"rendered":"A Property Manager&#8217;s Guide to Maintaining Proper Records"},"content":{"rendered":"<p><span style=\"font-weight: 400;\"><a href=\"https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2015\/08\/bigstock-Person-under-crumpled-pile-of-31906979.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-9707\" src=\"https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2015\/08\/A-Property-Managers-Guide-to-Maintaining-Proper-Records-1.png\" alt=\"maintaining proper records\" width=\"560\" height=\"315\" srcset=\"https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2015\/08\/A-Property-Managers-Guide-to-Maintaining-Proper-Records-1.png 560w, https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2015\/08\/A-Property-Managers-Guide-to-Maintaining-Proper-Records-1-300x169.png 300w, https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2015\/08\/A-Property-Managers-Guide-to-Maintaining-Proper-Records-1-352x198.png 352w\" sizes=\"(max-width: 560px) 100vw, 560px\" \/><\/a>Proper file management for landlords and property managers can save you tons of time if ever faced with <a href=\"https:\/\/www.rentecdirect.com\/blog\/audit-assistance-property-management\/\">an audit<\/a>, legal dispute, <a href=\"https:\/\/www.rentecdirect.com\/blog\/fair-housing-act\/\">Fair Housing claim<\/a>, or if you simply need to find specific lease terms. \u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Like most businesses, state and federal guidelines dictate which <a href=\"https:\/\/www.rentecdirect.com\/blog\/landlord-forms-rentals\/\">files professionals in the rental industry<\/a> must keep and for how long in regards to tenants, owners, properties, finances and other important business documents. \u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In general, the length of time a document should be kept is dependent upon the respective statute of limitations for any type of case that might brought for a potential cause of action. \u00a0Storing and managing files appropriately comes down risk management in order to protect yourself and your business if necessary. \u00a0\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The information below offers general information about important files related to property management. \u00a0While it might seem like an exhaustive list already, there may still be items you find are important or necessary for your ensuring compliance with state requirements and to protect your rental business. \u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Tenant Files<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Landlords and property owners are responsible for maintaining records related to current and past tenants. \u00a0Important tenant files may include: <\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Tenant rental application and <a href=\"https:\/\/www.rentecdirect.com\/blog\/rentec-protect\/\">screening reports<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Correspondence regarding approval or\u00a0<a href=\"https:\/\/www.rentecdirect.com\/blog\/deny-rental-applicant\/\">denial of rental application<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">The signed lease or rental agreement, plus any changes or updates added during tenancy<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Security deposits, security deposit refunds, and an itemized list for any deductions<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Move-in inspection paperwork completed by you and your tenant<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Move-out inspection paperwork, especially as it relates to a tenant\u2019s security deposit <\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Rent payment records <\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Rental fee records (late fees, cleaning fees, pet fees etc.)<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><a href=\"https:\/\/www.rentecdirect.com\/blog\/5-reasons-allow-pets-rental-property\/\">Pet policy agreement<\/a> and pet deposit records <\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Written requests for entry<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Rent increase notices<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Property maintenance notices<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Workorder or maintenance requests, and details of how and when they were handled<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Lease violations and corresponding action records <\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Eviction paperwork and records<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Legal notices and corresponding actions<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">All emails and correspondence with tenant<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">You should also retain application records, tenant screening and all correspondence regarding approval or denial of rental applications from all rental applicants even if they never lived at one of your rental properties &#8211; retaining rental applicant data will help protect you if an applicant files a discrimination claim.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Owner Files\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If you provide property management services for owners, you will need to keep records of your management agreements, any property files listed below, and payment records related to rental income, management fees, or property maintenance. \u00a0Owner files can include: <\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Owner-Manager Agreement<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">All owner property files (see below)<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Requests and approval for property maintenance, and details about how and when they were handled<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><a href=\"https:\/\/www.rentecdirect.com\/blog\/2015\/05\/all-you-need-to-know-about-property-management-fees\/\" target=\"_blank\" rel=\"noopener noreferrer\">Management Fee<\/a> payment records<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Owner rent payments and payments using owner funds <\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">All emails and correspondence with owners <\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Owners can be known to dispute charges related to property maintenance, so make sure your signed management agreement outlines how you will handle work order requests and what the process is for using owner funds for approved property maintenance. \u00a0Property managers should keep excellent records of all correspondence, bids, invoices, and payment records related to property maintenance in case an owner disputes it later. \u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Property Files<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Depending if you own rental property or simply manage rental properties for other owners, your record retention requirements regarding property files may be different. \u00a0Important rental property files may include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Move-in inspection paperwork at the start of each tenancy<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Move-out inspection paperwork, especially as it relates to damage, wear &amp; tear, and required maintenance<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Work Order repair requests, and details of how and when they were handled <\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Property deeds and mortgage information if applicable <\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Property Tax records if applicable <\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Inspection records and maintenance updates <\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Insurance policies<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Marketing information and property photos<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Photos related to property maintenance and property damage<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Invoices and receipts for property maintenance <\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Vendor Files<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Property managers and landlords work with all sorts of vendors related to their properties and business. \u00a0Organizing and storing vendor files appropriately will help you come tax time when submitting your <\/span><a href=\"https:\/\/www.rentecdirect.com\/blog\/2015\/01\/e-file-1099-misc-forms-directly-through-rentec-direct\/\"><span style=\"font-weight: 400;\">1099-MISC documents<\/span><\/a><span style=\"font-weight: 400;\"> and if a dispute ever arises. \u00a0Vendor files may include: \u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><a href=\"https:\/\/www.rentecdirect.com\/blog\/2015\/08\/the-importance-of-vendor-screening-for-landlords\/\"><span style=\"font-weight: 400;\">Vendor screening<\/span><\/a><span style=\"font-weight: 400;\"> files<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Vendor contracts<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Workorders requests, bids and details of how and when they were handled<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Email and correspondence<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Invoices and receipts<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Payment records<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">1099-MISC documents \u00a0<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Financial Records\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Whether you manage your own rental properties or provide property management services for your owners, maintaining proper financial records is important for completing your tax appropriately every year, ensuring proper <a href=\"https:\/\/www.rentecdirect.com\/blog\/2015\/02\/attention-property-managers-what-are-trust-accounts\/\" target=\"_blank\" rel=\"noopener noreferrer\">trust accounting compliance<\/a>, and surviving\u00a0an audit. \u00a0You should be familiar with your state\u2019s requirements for how long you must keep financial records for your rental business which can include: <\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Bank statements<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Proof of Deposits\/Bank Deposit Slips<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">General Ledger\/Check Register<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Copies of checks<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Owner Ledgers<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Tenant Ledgers<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Personal Funds Ledger<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Invoices and receipts (both incoming and outgoing)<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Purchase orders<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Security deposit refund and deduction records<\/span><\/li>\n<\/ul>\n<h3>Business Documents<\/h3>\n<p><span style=\"font-weight: 400;\">Maintaining files that relate specifically to structure of your property management business are essential for ensuring legal compliance, securing new clients, or surviving an audit. \u00a0Important business files may include: <\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Business licenses and permits<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><a href=\"https:\/\/www.rentecdirect.com\/blog\/2015\/07\/types-of-property-management-licenses\/\" target=\"_blank\" rel=\"noopener noreferrer\">Property Management or Real Estate Broker\u2019s licenses<\/a> as required by your state<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Insurance documents<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Tax Returns and supporting tax documents <\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Audit Records <\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Employee records<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Legal documents and records<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">These are just some of the<\/span><a href=\"https:\/\/www.rentecdirect.com\/blog\/2014\/06\/as-a-pm-or-landlord-what-documents-are-we-required-to-keep\/\"><span style=\"font-weight: 400;\"> important files and documents related to property management<\/span><\/a><span style=\"font-weight: 400;\"> that one needs to keep to meet legal requirements and protect yourself if ever faced with legal charges. \u00a0You should always check with your state and local laws to find our specific requirements regarding record retention, how long you need keep files, and the proper way of destroying sensitive data. \u00a0\u00a0<\/span><\/p>\n<p>The majority of theses files contain sensitive and personal information. \u00a0Proper secure storage is vital, in order to protect the person or business the information pertains to and also be compliant with the law. \u00a0Make sure your storage system involves highly secure measures.<\/p>\n<h3>Secure File Storage Systems<\/h3>\n<p>The best way to securely store multiple files, for multiple years, that can be easily organized, referenced and accessed is to use cloud-based storage options. \u00a0Paper files take up too much physical space, can get misplaced or lost or damaged forever if a disaster struck. A computer, server, or storage device can crash, get hacked, get a virus, or the machine may just quit working. The risks associated with physical file management or hard drive data storage are too great when handling so much important information.<\/p>\n<p><span style=\"font-weight: 400;\">Storing data online is now recognized as the most reliable and simplest method to store your important files. \u00a0Your <\/span><span style=\"font-weight: 400;\">property management software<\/span><span style=\"font-weight: 400;\"> provides users with the extra security and redundancy to store unlimited files securely online.<\/span><\/p>\n<p><a href=\"https:\/\/www.rentecdirect.com\/products.php\"><span style=\"font-weight: 400;\">Rentec Direct<\/span><\/a><span style=\"font-weight: 400;\"> offers clients an unlimited amount of <\/span><a href=\"https:\/\/www.rentecdirect.com\/details\/file_storage.php\"><span style=\"font-weight: 400;\">secure online storage<\/span><\/a><span style=\"font-weight: 400;\"> for all of their important business documents as well as integrated accounting, owner, property, tenant and vendor features that provide clear documentation of important data related to these aspects of your rental management business. \u00a0Documents can be uploaded to the program to be stored in the Master File Library or assigned directly to a corresponding tenant or property. \u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To learn more about how you can start using Rentec Direct\u2019s secure file storage visit the &#8211;\u00a0<\/span><a href=\"http:\/\/support.rentecdirect.com\/knowledgebase\/articles\/338893-file-library-file-storage\"><span style=\"font-weight: 400;\">Knowledge Base Article &#8211; File Library (File Storage)<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Want to learn more about how seriously Rentec Direct\u00a0takes data security? \u00a0Check out \u00a0these articles:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><a href=\"https:\/\/www.rentecdirect.com\/blog\/2015\/02\/feature-friday-data-security-with-rentec-direct\/\"><span style=\"font-weight: 400;\">Data Security with Rentec Direct <\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.rentecdirect.com\/blog\/property-managers-protected-cyber-attack\/\">Property Managers and Landlords Protected from Recent Cyber Attack<\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"https:\/\/www.rentecdirect.com\/blog\/2015\/05\/feature-friday-online-data-storage\/\"><span style=\"font-weight: 400;\">Feature Friday: Online Data Storage &#8211; Why the Cloud is Safer than Your Computer \u00a0<\/span><\/a><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Not a Rentec Direct user yet? \u00a0You can access all the powerful functions in the easy-to-use <\/span><span style=\"font-weight: 400;\">property management software with a free 2 week trial today- <a href=\"https:\/\/www.rentecdirect.com\/features\">learn more<\/a><\/span><span style=\"font-weight: 400;\">!<\/span><\/p>\n<hr \/>\n<h3>Related Reading For You:<\/h3>\n<ul>\n<li><a href=\"https:\/\/www.rentecdirect.com\/blog\/smart-home-tech\/\">Earn More and Provide Better Service with Smart Home Tech<\/a><\/li>\n<li><a href=\"https:\/\/www.rentecdirect.com\/blog\/smart-home-tech\/\">How to Find the Best Tenant Screening Service For My Rentals<\/a><\/li>\n<li><a href=\"https:\/\/www.rentecdirect.com\/blog\/rental-brokers-leasing-agents-property-managers\/\">Rental Brokers, Leasing Agents, and Property Managers &#8211; What&#8217;s the Difference?<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Proper file management for landlords and property managers can save you tons of time if ever faced with an audit, legal dispute, Fair Housing claim, or if you simply need to find specific lease terms. \u00a0 Like most businesses, state and federal guidelines dictate which files professionals in the rental industry must keep and for [&hellip;]<\/p>\n","protected":false},"author":17,"featured_media":9708,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":true,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"iawp_total_views":34,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[275,725],"tags":[485,769,768],"class_list":["post-3724","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-education","category-property-management-software","tag-data-storage","tag-file-storage","tag-tenant-files","et-has-post-format-content","et_post_format-et-post-format-standard"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.5 (Yoast SEO v27.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Property Manager&#039;s Guide to Maintaining Proper Records<\/title>\n<meta name=\"description\" content=\"State and federal guidelines dictate which files property managers must keep in regards to tenants, owners, properties, finances and their business.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.rentecdirect.com\/blog\/property-management-records\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"A Property Manager&#039;s Guide to Maintaining Proper Records\" \/>\n<meta property=\"og:description\" content=\"State and federal guidelines dictate which files property managers must keep in regards to tenants, owners, properties, finances and their business.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.rentecdirect.com\/blog\/property-management-records\/\" \/>\n<meta property=\"og:site_name\" content=\"Rentec Direct Blog\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/rentecdirect\/\" \/>\n<meta property=\"article:author\" content=\"https:\/\/facebook.com\/rentecdirect\" \/>\n<meta property=\"article:published_time\" content=\"2018-08-01T17:00:23+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2018-08-03T00:06:40+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2015\/08\/A-Property-Managers-Guide-to-Maintaining-Proper-Records.png\" \/>\n\t<meta property=\"og:image:width\" content=\"560\" \/>\n\t<meta property=\"og:image:height\" content=\"315\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Kaycee Miller\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@https:\/\/twitter.com\/thatrentergirl\" \/>\n<meta name=\"twitter:site\" content=\"@rentec\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Kaycee Miller\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"6 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/property-management-records\\\/#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/property-management-records\\\/\"},\"author\":{\"name\":\"Kaycee Miller\",\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/#\\\/schema\\\/person\\\/735d8e6faac25da39520310d459c0417\"},\"headline\":\"A Property Manager&#8217;s Guide to Maintaining Proper Records\",\"datePublished\":\"2018-08-01T17:00:23+00:00\",\"dateModified\":\"2018-08-03T00:06:40+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/property-management-records\\\/\"},\"wordCount\":1296,\"commentCount\":6,\"publisher\":{\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/#organization\"},\"image\":{\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/property-management-records\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/wp-content\\\/uploads\\\/2015\\\/08\\\/A-Property-Managers-Guide-to-Maintaining-Proper-Records.png\",\"keywords\":[\"data storage\",\"file storage\",\"tenant files\"],\"articleSection\":[\"Education\",\"Property Management Software\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/property-management-records\\\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/property-management-records\\\/\",\"url\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/property-management-records\\\/\",\"name\":\"Property Manager's Guide to Maintaining Proper Records\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/property-management-records\\\/#primaryimage\"},\"image\":{\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/property-management-records\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/wp-content\\\/uploads\\\/2015\\\/08\\\/A-Property-Managers-Guide-to-Maintaining-Proper-Records.png\",\"datePublished\":\"2018-08-01T17:00:23+00:00\",\"dateModified\":\"2018-08-03T00:06:40+00:00\",\"description\":\"State and federal guidelines dictate which files property managers must keep in regards to tenants, owners, properties, finances and their business.\",\"breadcrumb\":{\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/property-management-records\\\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/property-management-records\\\/\"]}]},{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/property-management-records\\\/#primaryimage\",\"url\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/wp-content\\\/uploads\\\/2015\\\/08\\\/A-Property-Managers-Guide-to-Maintaining-Proper-Records.png\",\"contentUrl\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/wp-content\\\/uploads\\\/2015\\\/08\\\/A-Property-Managers-Guide-to-Maintaining-Proper-Records.png\",\"width\":560,\"height\":315,\"caption\":\"property management files\"},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/property-management-records\\\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"A Property Manager&#8217;s Guide to Maintaining Proper Records\"}]},{\"@type\":\"WebSite\",\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/#website\",\"url\":\"https:\\\/\\\/www.rentecdirect.com\\\/\",\"name\":\"Rentec Direct Blog\",\"description\":\"Property Management Software News | Rentec Direct\u00ae\",\"publisher\":{\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/#organization\"},\"potentialAction\":[{\"@type\":\"SearchAction\",\"target\":{\"@type\":\"EntryPoint\",\"urlTemplate\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/?s={search_term_string}\"},\"query-input\":{\"@type\":\"PropertyValueSpecification\",\"valueRequired\":true,\"valueName\":\"search_term_string\"}}],\"inLanguage\":\"en-US\"},{\"@type\":\"Organization\",\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/#organization\",\"name\":\"Rentec Direct\",\"url\":\"https:\\\/\\\/www.rentecdirect.com\\\/\",\"logo\":{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/#\\\/schema\\\/logo\\\/image\\\/\",\"url\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/wp-content\\\/uploads\\\/2022\\\/05\\\/rentec_icon_square.png\",\"contentUrl\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/wp-content\\\/uploads\\\/2022\\\/05\\\/rentec_icon_square.png\",\"width\":377,\"height\":377,\"caption\":\"Rentec Direct\"},\"image\":{\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/#\\\/schema\\\/logo\\\/image\\\/\"},\"sameAs\":[\"https:\\\/\\\/www.facebook.com\\\/rentecdirect\\\/\",\"https:\\\/\\\/x.com\\\/rentec\",\"https:\\\/\\\/www.linkedin.com\\\/company\\\/rentec-direct\",\"https:\\\/\\\/www.youtube.com\\\/user\\\/rentecdirect\"]},{\"@type\":\"Person\",\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/#\\\/schema\\\/person\\\/735d8e6faac25da39520310d459c0417\",\"name\":\"Kaycee Miller\",\"image\":{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\\\/\\\/secure.gravatar.com\\\/avatar\\\/4c9c2a22ba4bf256b667ab3f674ac3c264135ee394054e6c9b80723fbb684d09?s=96&d=mm&r=g\",\"url\":\"https:\\\/\\\/secure.gravatar.com\\\/avatar\\\/4c9c2a22ba4bf256b667ab3f674ac3c264135ee394054e6c9b80723fbb684d09?s=96&d=mm&r=g\",\"contentUrl\":\"https:\\\/\\\/secure.gravatar.com\\\/avatar\\\/4c9c2a22ba4bf256b667ab3f674ac3c264135ee394054e6c9b80723fbb684d09?s=96&d=mm&r=g\",\"caption\":\"Kaycee Miller\"},\"description\":\"Kaycee Miller manages marketing and media relations for Rentec Direct, bringing a unique perspective to the world of property management and proudly shares industry news, products, and trends within the community.\",\"sameAs\":[\"https:\\\/\\\/www.rentecdirect.com\\\/\",\"https:\\\/\\\/facebook.com\\\/rentecdirect\",\"https:\\\/\\\/x.com\\\/https:\\\/\\\/twitter.com\\\/thatrentergirl\",\"https:\\\/\\\/youtube.com\\\/rentecdirect\"],\"url\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/author\\\/kaycee\\\/\"}]}<\/script>\n<!-- \/ Yoast SEO Premium plugin. -->","yoast_head_json":{"title":"Property Manager's Guide to Maintaining Proper Records","description":"State and federal guidelines dictate which files property managers must keep in regards to tenants, owners, properties, finances and their business.","robots":{"index":"index","follow":"follow","max-snippet":"max-snippet:-1","max-image-preview":"max-image-preview:large","max-video-preview":"max-video-preview:-1"},"canonical":"https:\/\/www.rentecdirect.com\/blog\/property-management-records\/","og_locale":"en_US","og_type":"article","og_title":"A Property Manager's Guide to Maintaining Proper Records","og_description":"State and federal guidelines dictate which files property managers must keep in regards to tenants, owners, properties, finances and their business.","og_url":"https:\/\/www.rentecdirect.com\/blog\/property-management-records\/","og_site_name":"Rentec Direct Blog","article_publisher":"https:\/\/www.facebook.com\/rentecdirect\/","article_author":"https:\/\/facebook.com\/rentecdirect","article_published_time":"2018-08-01T17:00:23+00:00","article_modified_time":"2018-08-03T00:06:40+00:00","og_image":[{"width":560,"height":315,"url":"https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2015\/08\/A-Property-Managers-Guide-to-Maintaining-Proper-Records.png","type":"image\/png"}],"author":"Kaycee Miller","twitter_card":"summary_large_image","twitter_creator":"@https:\/\/twitter.com\/thatrentergirl","twitter_site":"@rentec","twitter_misc":{"Written by":"Kaycee Miller","Est. reading time":"6 minutes"},"schema":{"@context":"https:\/\/schema.org","@graph":[{"@type":"Article","@id":"https:\/\/www.rentecdirect.com\/blog\/property-management-records\/#article","isPartOf":{"@id":"https:\/\/www.rentecdirect.com\/blog\/property-management-records\/"},"author":{"name":"Kaycee Miller","@id":"https:\/\/www.rentecdirect.com\/blog\/#\/schema\/person\/735d8e6faac25da39520310d459c0417"},"headline":"A Property Manager&#8217;s Guide to Maintaining Proper Records","datePublished":"2018-08-01T17:00:23+00:00","dateModified":"2018-08-03T00:06:40+00:00","mainEntityOfPage":{"@id":"https:\/\/www.rentecdirect.com\/blog\/property-management-records\/"},"wordCount":1296,"commentCount":6,"publisher":{"@id":"https:\/\/www.rentecdirect.com\/#organization"},"image":{"@id":"https:\/\/www.rentecdirect.com\/blog\/property-management-records\/#primaryimage"},"thumbnailUrl":"https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2015\/08\/A-Property-Managers-Guide-to-Maintaining-Proper-Records.png","keywords":["data storage","file storage","tenant files"],"articleSection":["Education","Property Management Software"],"inLanguage":"en-US","potentialAction":[{"@type":"CommentAction","name":"Comment","target":["https:\/\/www.rentecdirect.com\/blog\/property-management-records\/#respond"]}]},{"@type":"WebPage","@id":"https:\/\/www.rentecdirect.com\/blog\/property-management-records\/","url":"https:\/\/www.rentecdirect.com\/blog\/property-management-records\/","name":"Property Manager's Guide to Maintaining Proper Records","isPartOf":{"@id":"https:\/\/www.rentecdirect.com\/#website"},"primaryImageOfPage":{"@id":"https:\/\/www.rentecdirect.com\/blog\/property-management-records\/#primaryimage"},"image":{"@id":"https:\/\/www.rentecdirect.com\/blog\/property-management-records\/#primaryimage"},"thumbnailUrl":"https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2015\/08\/A-Property-Managers-Guide-to-Maintaining-Proper-Records.png","datePublished":"2018-08-01T17:00:23+00:00","dateModified":"2018-08-03T00:06:40+00:00","description":"State and federal guidelines dictate which files property managers must keep in regards to tenants, owners, properties, finances and their business.","breadcrumb":{"@id":"https:\/\/www.rentecdirect.com\/blog\/property-management-records\/#breadcrumb"},"inLanguage":"en-US","potentialAction":[{"@type":"ReadAction","target":["https:\/\/www.rentecdirect.com\/blog\/property-management-records\/"]}]},{"@type":"ImageObject","inLanguage":"en-US","@id":"https:\/\/www.rentecdirect.com\/blog\/property-management-records\/#primaryimage","url":"https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2015\/08\/A-Property-Managers-Guide-to-Maintaining-Proper-Records.png","contentUrl":"https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2015\/08\/A-Property-Managers-Guide-to-Maintaining-Proper-Records.png","width":560,"height":315,"caption":"property management files"},{"@type":"BreadcrumbList","@id":"https:\/\/www.rentecdirect.com\/blog\/property-management-records\/#breadcrumb","itemListElement":[{"@type":"ListItem","position":1,"name":"Home","item":"https:\/\/www.rentecdirect.com\/blog\/"},{"@type":"ListItem","position":2,"name":"A Property Manager&#8217;s Guide to Maintaining Proper Records"}]},{"@type":"WebSite","@id":"https:\/\/www.rentecdirect.com\/#website","url":"https:\/\/www.rentecdirect.com\/","name":"Rentec Direct Blog","description":"Property Management Software News | Rentec Direct\u00ae","publisher":{"@id":"https:\/\/www.rentecdirect.com\/#organization"},"potentialAction":[{"@type":"SearchAction","target":{"@type":"EntryPoint","urlTemplate":"https:\/\/www.rentecdirect.com\/blog\/?s={search_term_string}"},"query-input":{"@type":"PropertyValueSpecification","valueRequired":true,"valueName":"search_term_string"}}],"inLanguage":"en-US"},{"@type":"Organization","@id":"https:\/\/www.rentecdirect.com\/#organization","name":"Rentec Direct","url":"https:\/\/www.rentecdirect.com\/","logo":{"@type":"ImageObject","inLanguage":"en-US","@id":"https:\/\/www.rentecdirect.com\/#\/schema\/logo\/image\/","url":"https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2022\/05\/rentec_icon_square.png","contentUrl":"https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2022\/05\/rentec_icon_square.png","width":377,"height":377,"caption":"Rentec Direct"},"image":{"@id":"https:\/\/www.rentecdirect.com\/blog\/#\/schema\/logo\/image\/"},"sameAs":["https:\/\/www.facebook.com\/rentecdirect\/","https:\/\/x.com\/rentec","https:\/\/www.linkedin.com\/company\/rentec-direct","https:\/\/www.youtube.com\/user\/rentecdirect"]},{"@type":"Person","@id":"https:\/\/www.rentecdirect.com\/blog\/#\/schema\/person\/735d8e6faac25da39520310d459c0417","name":"Kaycee Miller","image":{"@type":"ImageObject","inLanguage":"en-US","@id":"https:\/\/secure.gravatar.com\/avatar\/4c9c2a22ba4bf256b667ab3f674ac3c264135ee394054e6c9b80723fbb684d09?s=96&d=mm&r=g","url":"https:\/\/secure.gravatar.com\/avatar\/4c9c2a22ba4bf256b667ab3f674ac3c264135ee394054e6c9b80723fbb684d09?s=96&d=mm&r=g","contentUrl":"https:\/\/secure.gravatar.com\/avatar\/4c9c2a22ba4bf256b667ab3f674ac3c264135ee394054e6c9b80723fbb684d09?s=96&d=mm&r=g","caption":"Kaycee Miller"},"description":"Kaycee Miller manages marketing and media relations for Rentec Direct, bringing a unique perspective to the world of property management and proudly shares industry news, products, and trends within the community.","sameAs":["https:\/\/www.rentecdirect.com\/","https:\/\/facebook.com\/rentecdirect","https:\/\/x.com\/https:\/\/twitter.com\/thatrentergirl","https:\/\/youtube.com\/rentecdirect"],"url":"https:\/\/www.rentecdirect.com\/blog\/author\/kaycee\/"}]}},"jetpack_featured_media_url":"https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2015\/08\/A-Property-Managers-Guide-to-Maintaining-Proper-Records.png","jetpack_sharing_enabled":true,"jetpack_shortlink":"https:\/\/wp.me\/p5jt1p-Y4","amp_enabled":true,"_links":{"self":[{"href":"https:\/\/www.rentecdirect.com\/blog\/wp-json\/wp\/v2\/posts\/3724","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.rentecdirect.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.rentecdirect.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.rentecdirect.com\/blog\/wp-json\/wp\/v2\/users\/17"}],"replies":[{"embeddable":true,"href":"https:\/\/www.rentecdirect.com\/blog\/wp-json\/wp\/v2\/comments?post=3724"}],"version-history":[{"count":14,"href":"https:\/\/www.rentecdirect.com\/blog\/wp-json\/wp\/v2\/posts\/3724\/revisions"}],"predecessor-version":[{"id":9709,"href":"https:\/\/www.rentecdirect.com\/blog\/wp-json\/wp\/v2\/posts\/3724\/revisions\/9709"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.rentecdirect.com\/blog\/wp-json\/wp\/v2\/media\/9708"}],"wp:attachment":[{"href":"https:\/\/www.rentecdirect.com\/blog\/wp-json\/wp\/v2\/media?parent=3724"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.rentecdirect.com\/blog\/wp-json\/wp\/v2\/categories?post=3724"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.rentecdirect.com\/blog\/wp-json\/wp\/v2\/tags?post=3724"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}