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Report in files

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Lee SW IL

Thread Starter
Member
Joined
Jan 15, 2002
Professional Status
Certified Residential Appraiser
State
Illinois
Is it absolutly necessary to keep all pages of an appraisal report.

To cut down on paper, space, cost ect. I was thinking of keeping the important pages, such as the entire 1004 w/addendums, limiting conditions, sketch page, and thumbnails (small version of photos). I know USPAP says keep a true copy.

Why would I need a cover page? Its repeated information.

Thanks
 

Farm Gal

Elite Member
Joined
Jan 14, 2002
Professional Status
Licensed Appraiser
State
Nebraska
Lee:

As I understand it there is no USPAP requirement to keep a 'true' paper copy: the 'true' copy you keep can be electronic data format.

I keep a 'true' paper copy of what I consider the important parts and limit my true copy to the data files. Saves a bunch on toner and ink: why should I print out full color photos of the subject?

Disclaimer: State licensing requirements may vary, check with your state board as to their requirements for recordkeeping: the state giveth and can taketh away your license to practice.
 

TC

Elite Member
Gold Supporting Member
Joined
Jan 31, 2002
Professional Status
Certified Residential Appraiser
State
Pennsylvania
Lee,

Convert all your files into a PDF and burn it onto a CD. Works great. If you ever need a copy, just print one out with signature which should meet all state and USPAP requirements.

TC
 
B

Bemis Pownall

Guest
cover page?
whats that?
First thing readers do is tear it off, throw it away, or fold it over. Havent seen a cover page in years.
 

David S. Roberson

Senior Member
Gold Supporting Member
Joined
Jan 16, 2002
Professional Status
Certified Residential Appraiser
State
Tennessee
They can tear the cover page off if they want to, but they're getting it anyway. I like to send a professional looking report.
 

Karl

Elite Member
Joined
Jan 15, 2002
Professional Status
Licensed Appraiser
State
Arizona
& at the end of your report U put something to the effect that THE REMOVAL OF ANY pages or attachments to this report will make this report NULL & VOID Be sure to put it at the END so they'll see it if they read that far AFTER they have thrown out at least the cover page & probablly the Plat Map & Flood Map page. THIS will HOLD UP in COURT
 

Lee in L.A.

Elite Member
Joined
Jan 24, 2002
Professional Status
Certified Residential Appraiser
State
California
All my appraisals get sent via E mail, so I never even print a hard copy. The only papers I keep is the (hopefully) few pages I can't avoid printing, like the order, subject info, comps info, field notes. 10-20 pages for a "normal" job whatever that is. :lol: 1/4 to 1/2 inch stack for those proposed / in progress construction deals, and oddballs. And we got plenty O' oddballs. Hey it's L.A. :p

The finished appraisal and research that only got printed to pdf gets burned to CD and stored away, along with the box of paper. Running about 1 file box for 6 months, so not too bad.

Cover page? In this situation especially, my decision is to skip it. But I can understand why you would include it, especially for a printed copy. And, especially for a homeowner or other party that's not a regular appraisal user. :)
 

TC

Elite Member
Gold Supporting Member
Joined
Jan 31, 2002
Professional Status
Certified Residential Appraiser
State
Pennsylvania
Lee,

Scan the order, scan your field notes, and use the pdf function to print comps and listing sheets. The only thing in my file is a CD-Rom with all the info plus the appraisal. The paperless office is here.

TC
 

Lee in L.A.

Elite Member
Joined
Jan 24, 2002
Professional Status
Certified Residential Appraiser
State
California
TC,

I like to print the full data page of tax records and MLS for the comps I actually use. then I can look at both as I type the comps into the grid. I only have 1 screen ya konw? :)

What ever happened to the program (vaporware?) that would pull that data straight into the form without typing? :?

My scanner only takes 1 page at a time, so I don't feel much like scanning the pages afterwards so I can recycle them. Guess i could / should get a better scanner, eh. Oh well, at 2 file boxes of paper a year I won't lose too much space before I can toss them. Sure don't want to go back over the old boxes to scan all those pages. 8O

Oh, it's fun to toss old files when they finally "expire". :lol:

I do like your idea though. Nice little stack of CDs instead of boxes of papers. Easier to find a file too, if you actually need it.
 

Jo Ann Meyer Stratton

Elite Member
Joined
Jan 16, 2002
Professional Status
Certified Residential Appraiser
State
Arizona
I do have a question for you people who so blithely copy everything to a CD or something and then throw away your files? I have on 3 1/2 disks or now zip disk every appraisal report I have written since 1987. Sounds like your idea---however, I can only retrieve and see the ones for the past five years. The programs changed over those years and now the older ones are not accessible. Any one have a program for Apex and Day One for 1987 so I can see one of my old reports? So I will stick with my paper copies, which does include a copy of the pdf file I sent the client, as those could get changed or lost or no longer accessible in the future.
 
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