The basics of what anyone would need to hack financial account(s) is on a typical residential rental application form.

This form is commonly emailed between applicant and LL. How is everyone handling security of applicant information?

all landlords should have a written privacy policy. I'm guessing most don't.

My credit reports are all stored on encrypted storage.

I admit that not all of the applications are there. Really, I should scan them, put them in the encrypted storage, and then shred the original, I guess.

- John...

Good day... well you asked...

I use commercial public record, like the bureaus and other companies.... open and review the reports but do not download, it says on their servers.

I send the blank app email.. and they return the app filled out ink on paper as the state requires...thus no hacks

originals are kept as required by state and Fair housing act.etc.

I use encrypted PDF docs that are stored on Dropbox and Onedrive. When I send the app itis send through a shared folder (created specifically for that individual/s) and when it it completed I receive a notification from Dropbox that a new doc has been submitted.

It stays in Dropbox under the property for a min of 7 years.

that sounds like a good solution by NC Investor.

Four us techno challenged;

- how does one encrypt a PDF

OPM: I think the question is about how you store those physical apps. What exactly is "as required by state and Fair housing act"?

NC: Do you not ever get physical apps any more? No one fills them out? For me, a lot of people like to see the place and then will fill out an app right there. Do you not do that? (I know some people don't even show until AFTER the app has been submitted, so maybe you do that?) I'm just curious.

- John...

I do not use any form of electronic transmission or storage of Applications. I get them in hard copy, and store them in locked file cabinets in a locked business office. I do not consider my office to be much of a target -- no fancy electronics, just a few mid-range (and several years old) computers, monitors, scanners and printers.

SCOTT:

All 3 are practically identical.. Use whichever one you are most comfortable with.

As for securing PDF's there are multiple means but first let me ask if you have Acrobat Pro. If yes, I will give you specific directions. If no, I will recommend one or two free PDF apps that will allow you to create a fillable PDF and how to secure it.

JOHN:

"As required..." if they are credit reports security is an issue. You need to guarantee that others do not have access. If they are property/tenant specific applications, leases, etc, then you need to maintain them for 3 to XX years based upon state laws.

Regarding physical apps. Yes I definitely hand them out. Unlike many here who swear by lockbox showings I want to physically see the person. We are overwhelmed by responses so we only do open house showings. I always have a stack of apps with our screening qualifications and a signin sheet. In the past people would rarely complete the app at the property. open houses changed that. When they can't find a parking spot and see the number of people they give me their completed apps and app fees before leaving.

NC,

We do NOT have Acrobat Pro

Scott:

I was looking for a good free PDF maker for you and stumbled across one that is interesting. formswift. You can create a doc from scratch and save and send as PDF. You can import documents i.e. word and save them as PDF but what makes it interesting is a library of over 500 forms from lease apps to leases, and tax forms i.e sch e, 1099's etc..

It's an online app in windows (probably works in mac) so you don't need to install anything. save your completed PDF's in dropbox and send a link to the tenant.

The other one has more professional features and is free for life. pdfcreator. Whenever I try this my posts disappear - pdfforge dot org

This one includes the encryption and digital signatures.

You do not have to install it but it provides many more features if you do.

NC INVESTOR: Um, yes, I'm well aware of the requirements. I was responding to OPM specifically. This thread is exactly about how people follow those requirements -- what they actually do to maintain that security. So, I thought it was funny when OPM answered that he "follows state and FHAA laws" without giving the details.

In a thread about how people follow those laws -- I thought it was funny to just go "I follow the laws." :)

- John...

NC INVESTOR: Also, I was asking YOU about physical apps because your answer was only about digital ones. Again, this thread is about how people securely store their applications. Your answers were all about storing DIGITAL versions with no mention of the physical apps. That is why I asked you if you ever took them.

Since you do -- how do you protect them? Do you keep them in a locked cabinet like others mentioned? Or do you scan and store only the digital versions in an encrypted format (like I mentioned above)?

Again, just curious what people do.

- John...

I have been paperless for the past 10 years. Any paper I receive is immediately scanned and filed digitally. I do this for everything: legal docs, taxes, invoices, applications. Literally anything that needs to be retained.

I have an aversion to clutter and paper tends to multiply like bunny rabbits. Having learned the hard way, the agony of recovering digital material I am compulsive about security and backups since hard drives fail and computers are hacked. My security and safety net protocol are as follows;

-I use Bit locker for entire volume (HD) encryption that

locks down everything stored on my computer

-I use two step authorizations for cloud storage,

accounting software, financial sites, and a password

manager that generates a unique encrypted pw so that

no file or website has a duplicate password and

passwords on sensitive items are changed every few

months

-I work directly in Dropbox and have software that syncs

every doc in 5-minute intervals with OneDrive, amazon

cold storage and an external HD

-all legal docs are signed digitally. I use digital

ink which includes an audit trail identifying the

serial number of the device the signee used

-I make a weekly image backup of my system disc to an

external HD

-I have 4 routers in my home. three have a common pw for

family and friends. The 4th router is hard wired to my

computer, has a different pw with no WIFI access

I guess the short answer would have been I don't think it is possible to truly secure files. You could put paper files in a locked file cabinet or a safe, but they can be broken into or a fire or flood can destroy everything. Conversely being totally dependent on digital access isn't without its drawbacks. Hackers become more sophisticated every day, malware and ransomware are proliferating faster than security systems can create deterrents. A month ago, we had a horrific storm and we lost power for 2 days where I had no access to anything. I now have a 20kw standby generator installed since it's not a matter of if but when it will happen again.

Ultimately it comes down to your personal comfort level.

Ok -- so you scan the paper apps and then destroy them. That's really all I was asking.

I'm an IT guy. I agree with much of what you said and do similar things. I use Dropbox for so many things it is ridiculous. One of my favorite paid/subscription items! :)

- John...

JOHN

Great discussion - I was just thinking about winnowing through some of my files in order to conserve space. I do keep all old tenant files locked in a safe, but some of that stuff is pretty old.

NC: As I said, I do basically what you do. All of my credit report documents are stored on an encrypted container (I use VeraCrypt, but BitLocker is fine like you use). And then I keep that contained in my Dropbox.

Currently, however, I do keep the physical applications. I've been considering scanning, encrypting, and destroying the originals, but I haven't started doing it yet. :)

- John...