As a Realtor®, you know how important it is to keep accurate records—and to hang on to them. Rule 1260-02.40 pertains specifically to electronic records, and it says that licensees must preserve records for at least 3 years… and they must be readily accessible in an organized format.

With that said, how should you keep your electronic records safe and accessible (particularly considering dozens of files flow through your inbox every day of the week)?

Electronic Record-Keeping for Realtors - Benchmark Realty TN

Tips for Realtors® to Keep Electronic Records Safe 

Whether you're going completely paperless or you’re simply looking for online storage that helps you keep track of your documents (and keeps them safe), these programs might help you tremendously.

While it might be tempting to opt for Google Docs or another free file storage system, remember that some of your documents contain sensitive client information — and that requires encryption. Failing to keep your clients’ data safe could result in a lawsuit.


IDrive is encrypted online storage that gives you up to 1 terabyte of storage, which is most likely more than you’ll need to use. This software allows you to access your documents from anywhere, as well as share them with others. (If you’re going to try it, check out the coupon codes for IDrive on before you pay!)


SugarSync’s most popular plan gives you 250GB of storage for under $10 per month. And that 250GB of storage? It’s enough to hold about 30,000 photos, which take up significantly more space than Word or PDF documents.

Microsoft OneDrive 

Microsoft OneDrive gives you a basic account at 50GB of storage for under $25 per year. You can get a bigger plan that includes Office 365, too.

SpiderOak One 

Also encrypted and secure, SpiderOak One gives you 1,000GB for $12 per month (and they offer smaller and larger packages). They don’t store any of your documents’ data on their servers, either, which ensures confidentiality even in the event of a hack. The company claims that “only you can unlock your backup, ever.”

Backup and Storage Are Basic Necessities in Real Estate 

Whether you use an older company such as Carbonite (you can get coupon codes for Carbonite, too) or one of the companies listed here, the fact is that encrypted backup and storage are necessary if you’re maintaining electronic records.

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