Email is not meant to store your most important documents
Is your Brokerage growing? Are you or your agents still storing important documents in your email? There are a plethora of reasons why this is a bad idea for your brokerage. Security Risks: Today more than ever, brokerages need to be careful with their data storage. Real Estate Brokerages are responsible for handling important, personal information such as: Names Addresses Emails Telephone numbers Bank and credit card details Credit Information Keeping all of this information stored in your email is a huge security risk for both your brokerage and your clients’ privacy.

Is your Brokerage growing? Are you or your agents still storing important documents in your email? There are a plethora of reasons why this is a bad idea for your brokerage.
Security Risks:
Today more than ever, brokerages need to be careful with their data storage. Real Estate Brokerages are responsible for handling important, personal information such as:
- Names
- Addresses
- Emails
- Telephone numbers
- Bank and credit card details
- Credit Information
Keeping all of this information stored in your email is a huge security risk for both your brokerage and your clients’ privacy. Hackers and Phishers are currently more prevalent than ever, and email inboxes are an easy target for them. Files that are stored in email inboxes over time become more and more vulnerable to cyber-attacks. A data breach would be catastrophic for a real estate brokerage and could result in lawsuits. Additionally, in the event of a regulatory audit, compliance files must be organized and indexable and email is certainly not the most effective way to ensure accuracy.
File Size:
Sending massive files by email is not a good idea. It clogs inbox storage, which nobody likes. Also, many mobile devices require users to download specific apps to open large documents, and no one wants to sacrifice their storage space for a large file. This can slow down your brokerage’s processes which in turn, can cost you money. Lastly, some email servers don’t allow files larger than certain sizes.
People don’t want to download:
With modern technology advancing and people’s attention span decreasing, people do not want to take the time to download large files. Not to mention this can be confusing for non-tech savvy people Requiring your clients to download a file brings an unnecessary barrier to getting your contract signed which may prolong the process. Downloadable files sometimes alert spam filters, which delays your completion time even further. All of these issues will affect your real estate brokerage’s efficiency, organization, and productivity. With TotalBrokerage, your real estate brokerage’s files are stored in one convenient, secure location. Along with many other features, our all-in-one back office software provides real estate brokers peace of mind knowing that their brokerage’s and clients’ information is stored safely.