Real Estate and Mortgage Document Scanning & Management Services

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Effortless Document Management Solutions for Real Estate Professionals

In the real estate industry, particularly within mortgage, title, and real estate agencies, the volume of paperwork can be overwhelming. Every loan, closing, and mortgage agreement generates numerous documents that must be filed and retained. Document scanning simplifies this process, reducing retrieval time and enhancing paperwork management.


Managing documents constitutes a significant expense for real estate offices, and paper-based systems are both inefficient and raise concerns about security and regulatory compliance. Transitioning to a digital management system offers a seamless solution. It not only streamlines document management but also addresses the challenges posed by the extensive paperwork in the mortgage, title, and real estate sectors. This digital transformation optimizes operational efficiency, while also proactively tackling security, compliance, and the substantial costs associated with traditional paper-based document management.

Which Service is Right For You?

Use our FREE Records Wizard to find the right document scanning or records storage service for your project.

Why Choose Record Nations

Fast Turnaround

Get matched to a partner in 3-5 minutes. They will work with you to get a quote based on your specifications.

Nationwide Coverage

We have partners all over the United States and Canada.

Partnered with the Best

We are partnered with hundreds of partners nationwide providing you with the best, secure options in your area.

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.

How much does scanning my real estate records cost?

On average, it costs 7-12 cents per page, but it will depend on the size of your project, the complexity, add-on features, and any other special requests. You can find out more about estimating your document volume and pricing here. Our team will be sure to offer you all the information available to ensure you get the service you need. Be sure to ask for a customized quote from multiple record scanning companies for your project.

How Real Estate Document Scanning Works

1. Prepare your documents to be scanned by placing documents and files into labeled boxes to be transported for scanning.

2. Contact Record Nations at (866) 385-3706 or fill out the form to receive free quotes from providers in your area. Choose the provider that best fits your needs and budget.

3. The scanner takes the documents and transports them securely to a facility to begin the conversion process. However, if you need to conduct the process on-site, they instead take their scanners to your location.

4. Experts then scan and convert your documents to a digital format, ensuring accuracy every step of the way.

5. Records are converted into desired formats and stored on cloud storage or document management system of your choosing.

6. Physical files are either returned to the office or sent to an offsite storage unit until the retention period expires.

Increase Efficiency in Your Real Estate Office

Improved Organization

Efficiently organize large volumes of documents, such as contracts, lease agreements, and property records, making them easily searchable and accessible.

Compliance and Audit Readiness

Ensure compliance with industry regulations and standards by maintaining accurate records and audit trails, facilitating easier audits and inspections.

Increased Productivity

Streamline workflows and reduce time spent on manual document handling, allowing real estate professionals to focus on core business activities.

Cost Savings

Reduce costs associated with physical storage, printing, and manual processing, as well as minimize the risk of costly errors and lost documents.

Collaboration and Accessibility

Enable better collaboration among team members and stakeholders through centralized document storage and real-time access from any location.

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.

See What Our Customers Are Saying

"Swift and professional response and works. I am very glad to find Record Nations."
"Very prompt call and referral to two local providers. Very helpful. Thanks!"

Real Estate Document Management FAQs

Why is document scanning important for real estate, mortgage, and title agencies?



Real estate, mortgage, and title agencies handle substantial paperwork for loans, closings, and mortgage agreements. Document scanning streamlines paperwork management, reduces retrieval time, and enhances operational efficiency.

What are the challenges with paper document management in the real estate sector?



Paper document management entails significant costs, inefficiencies, and concerns regarding security and regulatory compliance. Upgrading to a digital management system provides a seamless solution for improved efficiency.

How do digital documents enhance security and accessibility?



Digital documents are more secure, accessible from anywhere, and eliminate the need for physical filing cabinets. Our services ensure each file is indexed, editable, and allows for remote document review and signatures.

What benefits does Optical Character Recognition (OCR) offer?



With OCR, you can quickly locate documents using keyword searches. Easily find specific information such as loan numbers, client names, document dates, or blueprints.

How does document scanning enhance efficiency in real estate offices?



By converting paper documents to digital formats, document management systems integrate seamlessly with existing systems, increasing overall efficiency and safety throughout the office.

How much does it cost to scan real estate documents?



On average, it costs 7-12 cents per page. However, the price will depend on how many pages you have, the complexity, and any other special requests. Contact us to receive an accurate price quote.

What is the turnaround time for a real estate document management project?



The timing of your project will depend on what service(s) you require, the complexity, your service provider’s capacity, and any other special requests. Your service provider will be able to give you a more accurate timeline when you contact us with the details of your project.

What types of real estate documents should I scan?



You can scan any type of document, but some common examples include: property listings, purchase and sale agreements, closing documents, property records and titles, client contracts and agreements, correspondence and communications, marketing materials, property inspections, and reports.

How much does off-site storage for my real estate documents cost?



Typically, records storage costs anywhere from 50-95 cents per box per month. However, the price will depend on the number of boxes you have, any prep work, indexing, additional security measures, retrieval options, and any more special requests.

How do I need to prepare my real estate documents for scanning?



Generally, you should organize your documents in the way you want to index them in your digital storage system. They should be free of any damage, and you should remove staples, paper clips, or other bindings so the scanning process can run efficiently and smoothly.

How do I need to prepare my real estate documents for off-site storage?


1. Sort and Organize: Before storing your documents off-site, sort them into categories based on their type, date, or other relevant criteria. Organizing your documents beforehand will make it easier to access them later.


2. Remove Unnecessary Items: Take this opportunity to purge any records that are no longer needed or relevant. Dispose of outdated documents following your organization’s document retention policies and regulations.


3. Boxing: Place the sorted documents into sturdy, archival-quality boxes or containers. Use appropriate-sized boxes to prevent overfilling and potential damage.


4. Labeling: Clearly label each box with information such as the contents, date range, and any other relevant identifiers. This will make it easier to locate specific records when needed.


5. Inventory: Create a detailed inventory list of all the boxes or containers being sent to off-site storage. Include box numbers, contents, and any other relevant information to track your documents.


6. Protective Measures: Consider using archival-quality folders, sleeves, or envelopes to protect individual documents within the boxes. This can help prevent damage from handling, moisture, or environmental factors.

What is FACTA?



FACTA ensures accuracy and privacy of consumers’ financial information and requires effective policies in the workplace to secure destruction of consumer information to prevent identity thefts and unauthorized access to the information.

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.