| ID | Status | Date | Public/Private | Industry | AHACPA Contact |
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| #7427 | Closed | public | Multifamily | Les Sparks |
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We had a client this year that had a box of files lost when it was shipped back to the property from the management company. The management company would like to prevent this from happening in the future. They have consulted with a third party that specializes in HUD compliance that has recommended using a password protected Dropbox. My initial thought was that a tenant file should be reviewed in person, either at the management company or at the project, and should not be viewed over the internet. I think this may have been discussed at CPE last fall. Would you review files via a password protected portal set up by the client? |
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From Les Sparks: I am with you in that I prefer to be onsite. Just so much more contact, etc. for the relationship and overall view of things. However, some anecdotal information may be beneficial. Many firms have items sent to the office. Electronically or in a box. The issue, is how to KNOW that you are looking at the real thing. I have a friend who actually negotiated a login to the client’s server and then requested the documents to match what he saw in the actual system. That seemed to work for him. Many firms never visit the site. We use a Sharefile system, so a protected Dropbox should be fine. In cases with SSNs and such ensure that there is a good encryption protocol. I am flexible on how I get the data, but the issue remaining is always, “How do I know I am looking at the right evidence?” show that and everything is good. Les Sparks
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