rennie will keep an accurate and up-to-date log of all agreements or contracts for real estate Brokerage services in which rennie or its licensees are involved. rennie may maintain its file in hard copy, digitally, or both. All contents of rennie’ file will be readily retrievable, whether in a hard copy format or digitally stored. rennie’ file will be kept and maintained at a licensed location of rennie. The file will contain legible copies of all transaction records and documents, including but not limited to the following: ● Exclusive Right to List and Sell Agreements and other brokerage services agreements such as listing and buyer agency agreements; ● Purchase and sale agreement and all addenda; ● Buyer Brokerage Services Agreement; ● Any documents signed by any party to the transaction (including but not limited to: Form 17, lead-based paint disclosure, real estate pamphlet, etc.);
● Material correspondence; ● Earnest money receipt; ● Closing statement; and ● Any other material documents relating to the transaction.
Transactions that have been closed for at least one year may be maintained at one central facility located in the state of Washington. All records that are maintained off-site will be available for review upon demand of the DOL and maintained in a manner so as to be readily retrievable. A list of all transactions stored off-site will be maintained at rennie’ licensed office. License law requires that rennie retain the file for three (3) years, although the Company’s policy is to retain files for seven (7) years. All records of professional real estate activity conducted by Licensees are the property of rennie. All records shall always be maintained in a confidential manner, maintained at rennie’ office or such other location as designated by rennie where they may not be removed from the office without the Company’s express permission. Notwithstanding the foregoing, duplicate copies may be maintained by Licensees. Licensees must turn over to rennie all records and communication in connection with their professional real estate activity in a timely manner for filing in accord with rennie’ records policy. Licensees may not use confidential information obtained during their association with rennie to the detriment of rennie or any client or customer. Licensees shall strictly obey policies intended to protect the confidential information of clients.
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