How to Organize Your Property Management Files

By PropsManager Team | Dec 17, 2025

How to Organize Your Property Management Files

The Folder Structure

Whether on your computer or in a filing cabinet, organize by Property Address, then by Unit, then by Category.

Example:

• 123 Main St
  • Unit A
    • Tenant: John Doe
      • Lease Agreement
      • Application & Screening
      • Correspondence
    • Maintenance Records
    • Photos (Move-In/Move-Out)
  • Property Documents
    • Deed/Insurance
    • Tax Records

What to Keep

• Leases: Keep forever (or at least 7 years after move-out).
• Financials: Receipts, invoices, bank statements (7 years for tax purposes).
• Communication: Emails and texts regarding repairs or disputes.

Go Digital

Scanning everything is the best way to ensure nothing gets lost. PropsManager acts as your digital filing cabinet, attaching documents directly to the tenant or property record.

Conclusion

Organization is not just about being tidy; it's about being audit-proof and lawsuit-ready.