Certified Property Management: Legally Valid Digital Evidence

Managing a real estate portfolio requires reliable, traceable and tamper-proof documentation for inspections, maintenance, structural checks and lease management.

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Managing a real estate portfolio involves a continuous flow of operational activities — inspections, maintenance, structural checks, lease management — that require reliable, traceable and tamper-proof documentation. Photos, videos and reports collected with traditional tools lack verifiable timestamps, content integrity and chain of custody, exposing property managers and owners to disputes and delays.

TrueScreen enables the acquisition and certification of multimedia content and operational metadata directly in the field, generating documentation and reports with full legal value, ready for audits, disputes, regulatory compliance and decision-making processes.

Sector

Real estate, property management, facility management, condominium administration

Business function

Property Management, Facility Management, Operations, Legal, Administration

Key process

Inspection, handover report, ordinary and extraordinary maintenance, damage assessment, asset audit

Certified content

Photos, videos, documents, acquisition metadata, geolocation, timestamp

Output

Certified documentation and reports with legal value

Adoption

App / Web / API / SDK

Needs

  • Property condition not provable with verified date: disputes over damages and security deposits

  • Handover reports lacking certified integrity, inadequate for eIDAS compliance requirements

  • Inspections fragmented across operators and sites, collected via chat and unmanaged folders

  • Slow case closure and maintenance activation due to absence of structured reports

  • No audit trail on maintenance and custody transfers, increasing litigation and audit risk

processo

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Solution

The operator conducts the inspection following a guided workflow that structures photo, video and document collection by area and room. TrueScreen certifies each piece of content and its metadata: GPS position, timestamp, operator identity.

Each piece of evidence receives a digital signature compliant with the eIDAS Regulation, ensuring full probative value and resistance to repudiation in legal proceedings. The system generates certified reports that can be shared with all parties involved.

The entire workflow integrates with existing property management and document management systems, automating archiving and retrieval of certified data.

What gets certified

Photos of rooms, structures, systems and conservation details

Certified photographic records of property condition, with verified date and geolocation.

Panoramic videos and close-up footage of damages and anomalies

Certified video recordings of inspections, structural checks and maintenance interventions.

Handover reports, inventories and contractual attachments

Scanned documents certified with qualified electronic signature and timestamp.

Inspection reports with outcomes, checklists and intervention classification

Certified operational reports with GPS metadata, timestamp and session context.

Expected benefits

  • Fewer disputes over damages and deposits thanks to certified and verifiable evidence

  • Compliance with eIDAS Regulation, GDPR and ISO/IEC 27001 data protection standards

  • Faster case closure and maintenance activation with structured certified reports

  • Standardized inspections across operators, locations and external service providers

  • Full traceability with audit trail for internal reviews and insurance reporting

Partners

Property managers, condominium administrators, real estate agencies, facility management and maintenance companies, system integrators specializing in real estate can integrate TrueScreen into their workflows to provide clients with verifiable and legally valid documentation.

Integrations

TrueScreen integrates with Property Management Systems, CRM and customer care platforms, DMS and document archives, ticketing and facility management systems, and insurance platforms via API and SDK. Certified reports are exportable in PDF, JSON and XML formats.

FAQ: certified property management with legally valid digital evidence

1) How does TrueScreen certification work for property management?
TrueScreen enables the acquisition of photos, videos and documents during inspections via mobile app. Each piece of content is certified with tamper-proof metadata — date, time, GPS position and cryptographic hash — and protected with a qualified electronic signature, ensuring full probative value and resistance to repudiation.
2) Is certified evidence valid for disputes over damages and security deposits?
Yes. The qualified electronic signature compliant with the eIDAS Regulation gives certified content full legal value. Evidence is admissible in court and can be used to resolve disputes over damages, security deposits and charges.
3) Does TrueScreen help comply with data protection and document management regulations?
TrueScreen supports compliance with the eIDAS Regulation for electronic signatures and trust services, GDPR for data protection, and ISO/IEC 27001 for information security management, ensuring certified traceability and integrity of all documentation.
4) Can TrueScreen integrate with existing property management software?
Yes. TrueScreen integrates via API and SDK with property management systems, CRM, ticketing and document archives. Certified reports are exportable in PDF, JSON and XML, compatible with major industry platforms.
5) How is data managed when multiple operators and external providers are involved?
All certified content flows into a centralized and structured archive, linked to the property and case file. Each operator acquires evidence using the same certification standard, eliminating fragmentation and ambiguity.
6) How long does it take to certify a property inspection with TrueScreen?
Acquisition happens in real time during the inspection, with no additional steps. Metadata certification and electronic signature are automatic, and structured reports are generated immediately upon completion.

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