Digital Lockers are characterized as the fastest growing form of Internet piracy.  Megaupload is one of the largest Digital Lockers or digital storage services on the Internet, with close to 3 million users in the U.S.  Digital lockers allow anyone to upload, store and distribute links to most forms of electronic content.  Unfortunately, these services are reportedly used primarily for uploading and sharing music, video and documents files containing and inordinately large amount of data. Last week the U.S. Justice Department released an indictment accusing Megaupload’s founders and other officers of criminal conspiracy, arguing that they encouraged copyright violations and in some cases copied protected content themselves. The takedown enraged some Internet activists, who launched denial-of-service attacks that temporarily rendered websites of the Justice Department, FBI and big entertainment companies unreachable.  How safe is your data?  www.filetwin.com Because you need two.

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If you’re a real estate broker in the Sunflower State, then you are required to retain your records for a period of three (3) years according to the Kansas Real Estate Commission. Here is a link to administrative regulation 86-3-10 so you can verify so you can verify for yourself.

Here are some guidelines for electronic storage of documents for a real estate broker in Kansas:

Transaction Files
Each transaction file whether PENDING, CLOSED, FAILED, or CANCELED must be indexed and each file should contain all of the following records IF APPLICABLE to the transaction to be in compliance with K.A.R. 86-3-10.

• agency agreement with seller
• agency agreement with buyer
• transaction broker addendum
• transaction brokerage agreement
• offers, counteroffers
• contract, including all amendments, and addenda
• lot reservation agreement
• commercial lease
• option
• receipt for purchase agreement and earnest money
• closing statements
• authorization to disburse earnest money on transaction which did not close
• any other record generated in connection with the transaction (this would include phone notes, e-mails, inspection reports, estimated closing costs, correspondence, surveys, appraisals, title reports, and any documentation generated during the transaction.)

Trust Account Records (if applicable)
A complete record of all monies received or escrowed on real estate transactions must be maintained:

• deposit slips showing transaction number, date of deposit, amount and where deposited
• monthly trust account bank statement, canceled checks and deposit slips
• a check register which shows the chronological sequence in which funds are received and disbursed
  • for funds received: date of deposit, transaction number, amount
  • for disbursement: date, transaction number, payee, amount
  • the current balance
• a ledger for each transaction, including:
  • names of principals
  • property address
  • transaction number
  • amount
  • date of each deposit
  • check number
  • date of check
  • payee
  • amount of each disbursement
  • the current balance
• a ledger for broker’s funds, if applicable

1. Records would need to be scanned into a system by indexing each with a TIN and client or customer name. If you save your files with the TIN as the filename, you’ve satisfied this point.

2. The system would need to allow the auditor or investigator to be able to retrieve the documents and also have the ability to print the documents. This is no problem for Filetwin because you’d just open the files from your backup folder set.

3. This software must be updated periodically so that records are always readable. Filetwin handles this requirement for you.

4. The system should be in a format that once scanned documents may not be altered at a later time. Once documents are backed up, they cannot be edited in any shape or form.

Hopefully, this information helps and if you’d like to continue this conversation in person, please give us a call at  1877-310-2884.

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We try to develop marketing materials that really makes it easy for the customer to understand exactly what our service does. We’re pretty proud of this piece below because we think it clearly spells out what we do.

It’s our version of a 7-step program to securing your digital assets using online backup.

Here's what we do for your business

Step #5 is an important step that using cardboard boxes, CD or hard drives is something you just don’t get – re-assurance. Step #6 is really the major benefit – hassle free storage of your digital assets. It’s probably the most efficient way to store your records and that leads us to Step #7, the ability to restore files anytime and from anywhere. Let’s see you do that with files on a hard drive in an office or CDs stored in a drawer. In essence, online storage is like having a virtual filing cabinet that provides the utmost security. We’ve said this a few times before but it’s worth repeating – your files are probably more secure if stored with Filetwin then if they were stored in your own office. Since Filetwin is a great application for “cloud computing” here’s a good analogy. If any type of disaster happened on the ground, all your files are safely secured above the mess below. When you need those files, you simply call them down from the “cloud” and – viola – you’re back in action, or in this case, back in business.

If you like to continue this discussion in person with one of our Backup Specialists located here in the U.S., please feel free to contact us at 1 877-310-2884.

  Copyright secured by Digiprove © 2011