Document Control Review Checklist for Real Estate
A checklist for reviewing the contract control system to ensure all business documents are current, accessible, and managed according to quality management principles.
Supports Real Estate Institute compliance, trust account management requirements, and state property legislation documentation.
Complete Checklist
- 1Review the master contract list and confirm it is complete and currentCritical
- 2Check that all controlled documents have a current version number and dateCritical
- 3Verify that obsolete documents have been archived or destroyed
- 4Confirm that all documents have been reviewed within their scheduled review period
- 5Check that contract approvals are recorded with the appropriate authority signatures
- 6Verify that the most current versions are accessible to all relevant staffCritical
- 7Check that hard copy controlled documents in use match the current digital versions
- 8Review the contract change log for any changes made during the period
- 9Confirm that new documents created during the period have been properly registered
- 10Check that contract naming conventions are being followed consistently
- 11Verify that the contract storage system is organised and searchable
- 12Assess whether any gaps exist in documentation coverage
- 13Review the template library and update any outdated templates
- 14Check that external documents such as standards and regulations are current
- 15Contract the review findings and update the contract schedule as needed
Frequently Asked Questions
What is the best way to ensure staff are working from current documents?
Use a central digital contract management system where the latest version is always the one accessed. Remove or archive outdated hard copies. Send notifications when documents are updated. Include contract training in onboarding. Conduct periodic checks to verify that the documents staff reference match the current controlled versions. Make it easy for staff to access the right documents quickly.
What is contract control and why does it matter?
Contract control is the system for creating, reviewing, approving, distributing, and archiving business documents. It ensures that the right people have access to the right version of the right contract at the right time. Without contract control, staff may follow outdated procedures, leading to errors, inconsistency, and non-compliance. Good contract control is a foundation of any quality management system.
How should we manage contract version control?
Assign a unique reference number and version number to each contract. Increment the version number each time the contract is revised. Record the date, nature of changes, and approver for each version. Archive previous versions rather than deleting them. Use a contract management system or a clear folder structure that makes the current version obvious and prevents confusion.
Need help implementing these checks into your daily operations?
Our team can build custom checklists integrated into your daily operations workflow.