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Real estate closings

  Asked By: Darius    Date: Oct 01    Category: MOSS    Views: 906

I am looking for some feedback on using SharePoint to collaborate and
store documents for real estate closings. Would we setup one SharePoint
Site per closing? After the closing is complete I would like all
documents stored in a MOSS Record Center.

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20 Answers Found

 
Answer #1    Answered By: Bo Stafford     Answered On: Oct 01

How many documents  are required per closing? I don't think you need a separate
site for each closing.

 
Answer #2    Answered By: Jocelyn Shelton     Answered On: Oct 01

but what kind of security requirements would there
be? Do these need to be separated for legal reasons?

 
Answer #3    Answered By: Joey Soto     Answered On: Oct 01

There would be different groups and different outside law firms working
on the closings.

 
Answer #4    Answered By: Gerard Randall     Answered On: Oct 01

We still need to know the security requirements.

Who needs access to the files?
What type of access do they need?
How do you plan to give them access?
Who is going to host your SharePoint site(s)?

 
Answer #5    Answered By: Audra Mccormick     Answered On: Oct 01

Please check inline.

> Who needs access to the files?

We would have both internal users that need access and also external law firms
> What type of access do they need?

Type of access?
> How do you plan to give them access?

SSL VPN

> Who is going to host your SharePoint site(s)?

We will host this solution in house

 
Answer #6    Answered By: Christina Lewis     Answered On: Oct 01

I think the first two questions are trying to determine what level of
granularity you will need in restricting access per closing. Will all users
be able to see all closing  documents? If not, what kind of restrictions
will need to be in place?

 
Answer #7    Answered By: Meaghan Webster     Answered On: Oct 01

No we would only like the group of people that are working on the
closing to have access to the documents  and there will be different
groups working on different closings.

 
Answer #8    Answered By: Sunny Delacruz     Answered On: Oct 01

Well, separate document workspaces or meeting workspaces would certainly give
you the security you desire. How many closings/month do you anticipate?

 
Answer #9    Answered By: .net Guru     Answered On: Oct 01

Around 150 per month.............

 
Answer #10    Answered By: Renata Burt     Answered On: Oct 01

Type of access:
Read, write, modify, delete

What are the plans for user accounts? Are you going to create a unique user
account for each law firm and/or external user? How are you going manage
external users if they leave a company?

How long do you need to retain the real  estate documents?

 
Answer #11    Answered By: Lazaro Rutledge     Answered On: Oct 01

For the external users from the law firm I would like for them to have
Read, write and I would like to setup  a unique user account for each
named user. We only work with about 2-3 external people per law firm.
We need to retain the real  estate documents  for 5 years after we sell
the property. We are looking into MOSS Record Center to hold the
documents long term.

 
Answer #12    Answered By: Karin Kerr     Answered On: Oct 01

How many law firms do you deal with?
How are yo going to control users access if someone leaves the law office? Is
the law office going to inform you?

I think that a document library per closing  would be your best option, you can
set perms per library.

I just can't imagine a site per closing. One of the people I work with is a
realtor, she has done up to 15 closings a month.

Are you going to create the users on the local SP box or in your domain?

 
Answer #13    Answered By: Vinod Kumar     Answered On: Oct 01

Right now we work with 2-3 different law firms within different States.
This may go up to 4-5 this year. In terms of controlling user access we
have language in the retainer agreements that we get notified of a
change in staff working on closings.

One of the things we need to look into is if we are going to use WSS or
MOSS. I know MOSS has a large licensing fee for external access. We
have a requirement to store the document in a MOOS record  center after
the closing  in completed. Once it goes into MOSS it will only need to
be accessed by internal users. Is it possible to automate the movement
of documents  between WSS and MOSS with some type of workflow?

 
Answer #14    Answered By: Jeffery Hayes     Answered On: Oct 01

I would say between 10 “ 50 depending how complex.

 
Answer #15    Answered By: Mohini Tiwari     Answered On: Oct 01

What about the other questions? User accounts, security, etc? Can everyone see
all the documents?

 
Answer #16    Answered By: Natasha Bennett     Answered On: Oct 01

The problem I foresee is the external user accounts.
How is he going to create external user accounts? ADAM, AD, some other type of
LDAP lookup?
How is he going to remove access for employees that leave the external company?
(Relying on external companies is not always the best option.)

 
Answer #17    Answered By: Angel Matthews     Answered On: Oct 01

Right now we work with 2-3 different law firms within different States. This
may go up to 4-5 this year. In terms of controlling user access we have
language in the retainer agreements that we get notified of a change in staff
working on closings.

One of the things we need to look into is if we are going to use WSS or MOSS. I
know MOSS has a large licensing fee for external access. We have a
requirement to store the document in a MOOS record  center after the closing  in
completed. Once it goes into MOSS it will only need to be accessed by internal
users. Is it possible to automate the movement of documents  between WSS and
MOSS with some type of workflow?

 
Answer #18    Answered By: Ravindra Salvi     Answered On: Oct 01

Records Management is only a feature of MOSS not WSS
office.microsoft.com/.../HA101978031033.aspx

Yes you can move documents  using workflows. I believe that you can google on
how to do this.

So how many total external users do you plan on creating accounts for? I assume
you are going to create local accounts on the SharePoint box.

You need to talk to a MS licensing specialist about how many CAL's you need.

 
Answer #19    Answered By: Rahul Sharma     Answered On: Oct 01

We would have around 15 external users.

 
Answer #20    Answered By: Jagjit Phutane     Answered On: Oct 01

As you know Records center  is a moss  only feature. Workflows can be used to
move documents  around inside a farm, but you won't be able to use them to
move documents between a WSS and a MOSS farm. Although it is technically
possible to have a farm that mixes WSS and MOSS this requires special
handling and permission from Microsoft to handle the mixed licensing. Your
one potential workaround would be that documents are submitted to a Records
center using an XML workflow. You might be able to submit a document from
an external farm to the Records center by invoking that workflow manually.
But that would need to be thoroughly tested. Records center is not designed
to operate that way.

 
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