electronic records retention · overview 1. directory structure 2. file naming 3. file types 4....

Electronic

Records

Retention Office of Real Estate

Record Retention Policy

Training

Overview

1. Directory Structure

2. File Naming

3. File Types

4. Consultants

5. Close Out Process

Electronic Records Training

Directory Structure Organizing the online files


CONTRACT

ADMINISTRATION PARCEL

PROJECT

GENERAL

PLANS CONSULTANT RELOCATION

BILL OF SALE

PROPERTY

MANAGEMENT


Folder Naming

• Projects will be setup by

district staff

• Project folders will be

named the SAME way

they are now

• PID CRS

• 76257 HAM 75-2.30


Project Folder

• The project folder will

have the following

folders:

• Contract

Administration

• General

• Parcel Folders


Contract

Administration

Folder

• This folder will contain all

documents that are

pertinent to Fee

Consultants on a project.


General Folder

• This folder will contain

documents pertinent to

the entire project.

• A subfolder for plans will

be located in this folder.


Plans Folder

• This folder will contain

project plans.

• This may include right of

way plans, construction

plans, etc.

• These are project

specific, not parcel

specific plans


Parcel Folder

• Each Acquisition Parcel

will have a separate

folder.

• Each parcel folder will be

named: “Parcel xxx”

• Three digits will be used

in the parcel number.

• The parcel descriptor will

not be included (WL, T,

etc.


Inside the Parcel

Folder

• All of the files that are

relevant to a specific

parcel will be in this

folder.

• Files from all disciplines,

including title work,

appraisal, acquisition,

and closing.

• Relocation and property

management parcels will

have separate subfolders

• Agents will be

responsible for making

sure all of the documents

are here, at all times.


Inside the Parcel

Folder, continued

• Property Management

sub Folder • Labeled as parcel number,

“PM”

• For Example:

• 001PM

• Relocation parcel sub

folders

• BS parcel sub folders


File Naming Organization and continuity with a naming

convention


Categories of files

• Three File categories:

• Project Specific files

• Standardized Forms

from the web

• Non-Standardized

documents


Project Specific Files

• These files should be

named descriptively.

• The type or nature of the

document should be

listed followed by a brief

description.

• These files would be

saved to the General

Folder or Contract

Administration Folder


Standardized forms

from the web

• Documents from the

ODOT website:

• Three digit parcel

number

• Document name (use

the default name for the

document)

• Example: Title report on

Parcel 1 • 001 RE 46 Title report


Non-Standardized

documents

• Documents not from the

ODOT website:

• Three digit parcel

number

• Type of document • Letter, memo, email, etc.

• Date of the document • Formatted MMDDYY

• i.e. April 13, 2012 would be

041312

• Additional description of

the document

• Example: • 001 Letter 041312 to Owner

about drainage


Electronic Files

Working Location

• Electronic files are to be

created and maintained

at all times on the shared

real estate drive in the

appropriate location.

• This means from start to

finish they are on the

shared drive.

• Electronic files should not

be stored on your

desktop or in your W:\ • Moving files over when you

are “ready” is not acceptable.


File Types How should this be saved?


File types

• The vast majority of

working files will be Word

or Excel documents.

• Documents that have

been physically signed

should be scanned and

saved as .pdf


File types

Continued

• Images or pictures should

also be saved when

necessary • Typically .jpg

• Email messages can be

saved, but should be

saved as .pdf • .msg files should NEVER be

saved into parcel files.


Consultants What to do with their work?


Fee Consultants • The work product must

be saved to the parcel

file as it is received.

• Consultants should be

scoped to provide their

work product in

electronic form and

named correctly.


Close Out Process Yes, you can hit delete.


Close Out Process

• Once a document is

completed, and future

editing is not desirable, it

should be saved as .pdf

• The working document

can be deleted

• For Example, an agent

would prepare the

contract as a word

document. Once it is

executed, it could be

scanned and the word

file deleted


W9 & VIF

• W9 forms and Vendor

Information Forms, should

NEVER

be scanned or saved

electronically.


• W9 forms and Vendor

Information Forms, should

NEVER be scanned or saved

electronically.

• Once entered in the system,

they should be collected for

shredding.

Shredding


• As per Office of Real Estate

Policy, all documents that

must be shredded should be

sent to Dwight Neely in

Office Services for shredding

and disposal.

Closed File Process

Once all parcels have closed the project

is moved from the “Active” Folder to

“Closed” Folder.

Transmittal Notice generated and sent

CD is burned and sent with Transmittal


Sample Transmittal Letter

PROJECT CLOSEOUT MEMO

TO: Donna F. Stewart, Records Management Supervisor, Office of Real Estate

FROM: (name) District Real Estate Administrator

BY: (name) Realty Specialist Manager

CC: Nancy Courtney, Office of Accounting

DATE:

SUBJECT: PROJECT CLOSEOUT (County/Route/ Section, PID)

The following project is closed and has been moved from the active folder to

the closed folder. Also included is a CD with the project information. This CD will

be stored in Real Estate Records.

ENCUMBRANCES-(insert description of the encumbrances that can be closed

out and those that need to say open)

County/Route/Section, PID

(List closed parcels)

Railroad and Federal/State

government parcels.

Parcels acquired by Central Office where ODOT does not have eminent domain authority.

Central Office staff enter all information regarding negotiations, instruments, closing and recordings into “Active File”

District enters all other information.

Once CO staff closes parcel- paper file is sent to District.

District responsible for close-out procedure.


How Does this look on my

computer?

Real Estate Acquisition


Real Estate Acquisition

Questions and Discussion What’s on your mind?
