Secure Records Management Solutions and Storage Services

Electronic tenant records management is a structured approach to storing, organizing, retrieving, and governing housing documentation in digital household files. FileVision ETR organizes records around transactions such as intake, annual recertification, interim changes, move-ins, and move-outs. This helps occupancy and compliance staff keep supporting forms, notices, evidence, correspondence, and approvals together instead of scattered across paper folders or shared drives.

FileVision ETR supports role-based access controls so staff can access records according to their job responsibilities. This is especially useful for sensitive documentation such as reasonable-accommodation requests, grievances, hearing files, and tenant correspondence. Agencies define their own access practices and permissions, helping ensure authorized users can work efficiently while confidential information is not broadly visible across the organization.

FileVision ETR is designed to complement, rather than replace, a housing management system, occupancy platform, waitlist engine, rent ledger, or accounting system. It focuses on document and tenant-record organization, workflow, retrieval, and governance. FileVision can integrate ETR workflows and tenant-record structure with appropriate Microsoft 365, SharePoint, and HMS environments to support more consistent record access.

Electronic tenant files can hold applications, eligibility support, verifications, leases, addenda, inspections, recertification evidence, notices, correspondence, grievance materials, accommodation documentation, move-out records, and related approvals. FileVision ETR organizes those documents by household and transaction. This makes it easier to locate a complete set of records for a specific event instead of searching across separate document types or storage locations.

Transaction-based organization groups documents around the housing event they support, not only their document type. For example, all forms, evidence, notices, and approvals related to an annual recertification can remain together in one record grouping. FileVision ETR applies this approach to intake, recertifications, interim changes, move-ins, move-outs, and other lifecycle events, mirroring how housing staff review files.

FileVision ETR helps agencies organize, complete, and retrieve documentation requested during HUD monitoring, internal reviews, and audits. Features such as structured tenant files, checklists, exception tracking, search, audit trails, and role-based access can support a more efficient review process. The platform strengthens document readiness, while the outcome of a HUD review remains dependent on each agency’s policies, practices, and compliance decisions.

Yes. FileVision ETR supports document capture, scanning, and import so agencies can move legacy paper files and approved electronic documents into structured tenant records. Teams may digitize files as documents arrive or as part of a broader paper-file conversion effort. OCR, indexing, and enterprise search can then help staff classify and retrieve documents using metadata and full-text search.

FileVision ETR supports policy-driven retention, archiving, and controlled disposition processes for tenant records. Agencies apply their own approved retention schedules, while legal counsel and internal policy determine the applicable retention periods. This approach promotes consistency across records while preserving the agency’s authority over document governance decisions, retention rules, and any disposition approvals required before records are removed.