The Residential Logbook Association (RLBA) has launched a new “Digital Deed Pack” that will standardise the creation of new logbooks and allow integration between Logbook systems and firms’ case management systems.
This RLBA – which recently launched its Register of Logbooks – also said 15 conveyancing providers have undertaken a trial whereby they provided clients with logbooks at completion and listed them on the Register.
This, they say, allows for data and documents to be passed into the Logbooks as they are created. This information stays with the logbook meaning owners have upfront information about their property to hand when they come to sell.
“We think it’s a mistake to focus on upfront information without solving the question of ‘where does the data go at the end of the process?’”, Nigel Walley, Chair, RLBA, told Today’s Conveyancer. “If we are just binning it then we are back where we started each time,” he added.
The new Digital Deed Pack specification consists of a data schema and a schedule of documents that has been created from research with both conveyancers and those who have recently completed a transaction. The data schema in the specification contains a full property ID and many of the fields contained in the BASPI.
“Using the data created during conveyancing to create a logbook completes the circle promised by upfront information,” said Simon Lumb, RLBA Treasurer and Managing Director of Logbook company NDD.
‘A companion for the life of a property’
Explaining the benefits of a logbook, Nigel Walley, who is also the founder and MD of logbook provider Chimni, said:
“We talk about three potential benefits. An admin benefit: reducing future calls from clients looking for docs already handed over; a much bigger relationship benefit: using the logbook to build longer relationships with clients throughout the cycle of ownership [allowing for] cross selling and upselling other services; and a sales benefit: improving the chances of retaining the client next time they sell.”
On how a logbook differs from other property packs and upfront information vehicles, Walley said:
“A logbook is intended as a companion for the life of a property, and so should have sufficient information to be able to produce all of the data packs required as part of the life of a home. The RLBA data spec has got data standards – agreed with other industry bodies – to enable a logbook to produce a ‘Lettings Pack’, a ‘Retrofit Plan’, a ‘Planning Application Pack’, and standardised project plans for building work. With buying and selling, most RLBA logbooks can produce an ‘Upfront Info Pack’ and will soon be able to produce a digital ‘Leasehold Deed of Certificate’.”
The specification
The schedule of documents in the specification includes a “required” documents list and one for the much longer list of “potential” documents to be included. Key to the initiative is a set of conventions for both document names and categorisations – so that the databases underpinning each logbook can recognise the documents by type when they are transferred from a case management system. Nigel Walley said:
“Most legal case management systems don’t categorise documents in their databases. In the conveyancer trials to date we’ve had to include code to identify documents from their titles. The specification creates a platform for case management systems and proptech companies to work together to set new standards.”
“This standardising of names and categories is a key area to be refined through work with other industry bodies like the LSSA,” said the RLBA.
Early adoption
15 conveyancing firms are currently undertaking trials whereby clients are provided with logbooks at completion and they are listed on the Register. One such firm is PM Property Lawyers, who have integrated the provision of logbooks into their client management process. Tracy Harding, Managing Director at PM Property Lawyers said:
“We are conscious that the property world is digitising. We want to continue to support our clients navigate the conveyancing journey and encourage them to use the available tools to manage their homes in this emerging digital world.”
Logbook provider Chimni says that on top of delivering upfront information, a detailed logbook can deliver information on previous building projects, maintenance information on systems like central heating, and user documentation on white and brown goods. Also, as more homes have smart systems with accounts and apps, logbooks provide a “perfect vehicle” to handover accounts to new owners. Chimni MD Nigel Walley says:
“In an era of smart tech, our homes are becoming complex systems. By giving clients a Property Logbook, conveyancers are positioning themselves as part of the solution.”
4 responses
What about including owners’ ID?
We are working on including AML/KYC capability as an option within the logbooks for once the sharing/passporting process has been agreed and all participants agree to work off a single check.
Possibly commendable but without wishing to be negative, this could mean people relying on out-of-date information. Most people don’t keep the important documents such as leases and wayleaves anyway and neither does the Land Registry. The Land Registry Register used to list all the transactions but doesn’t do that anymore. In fact all historic data is available already.
David – can we show you what we are doing? This isn’t about relying on out-of-date information and we are not looking to replace conveyancing or even searches. Its about making sure that there is a record of every transaction, major construction, certification and maintenance in a single place. We are then combining it with tools to prompt the homeowner to find and store all the stuff that falls through the cracks (eg certification).
This is growing in importance as a huge amount of relevant info that is under the control of the homeowner is being digitised (eg central heating maintenance) and a whole load of new stuff is arriving (eg manuals and maintenance records for solar panels).
As we mention in the article, for the conveyancer there are three potential benefits.
– An admin benefit: reducing future calls from clients looking for docs already handed over;
– A much bigger relationship benefit: using the logbook to build longer relationships with clients throughout the cycle of ownership [allowing for] cross selling and upselling other services;
and…
– A sales benefit: improving the chances of retaining the client next time they sell.
Happy to demo
Nigel Walley
nigel.walley@chimni.com