Property packets

A property packet identifies the organization responsible for a parcel and the person who owns the document work. The packet number, name and document date give colleagues a stable place to return when several title versions or evidence files arrive over time. The parcel identifier and document type help the team check that an incoming item belongs to this property before it becomes part of the reviewed record.

A title team can start with a collected packet, attach the source evidence and compare title observations before sending the packet to independent review. Its status tells the team whether collection, indexing, review, sharing or archive is the current job. Its revision distinguishes the source that a reviewer considered from a later correction. The owner should explain any revision change so a reader can follow the history.

• Property identity. Link the packet to its organization and property definition, then check the parcel identifier against the source document.
• Ownership. Assign a person who can answer questions about the source documents and resolve follow-up work.
• Sharing scope. Record the document type and expiry before a sharing decision; a packet with an old scope needs a fresh check.

Agree how packet numbers are assigned and which organization owns each property definition. Decide who may change the owner, revise a packet or mark it Archived. Name the document source that supplies authoritative deeds and agreements. Establish where external receipt evidence is kept and who checks its link to the packet. Those decisions make the status useful to colleagues rather than a label changed without explanation.

Also agree how to handle a packet with several similar parcel identifiers. A document date alone cannot prove that a deed belongs to the intended property. The operator should compare the parcel and source reference before indexing, and record a follow-up when evidence is unclear. This keeps an ambiguous item visible to the owner.

Suppose an escrow team receives a new agreement for a property whose title material is already collected. The Packet Owner opens the packet, checks its property definition and adds the document to the evidence record. The Indexing Operator checks the source identity and records an indexed revision. The Document Reviewer examines the same revision, then records the decision. The Sharing Manager checks the approved decision and sharing expiry before the packet moves to Shared. If the deed references a different parcel, the owner resolves that conflict before the status changes.

• Collected Packets — Packets ready for source checking and indexing.
• Packet Status Board — Current packets grouped by their working status.
• My Property Packets — Packets assigned to the signed-in owner.

See packet indexing and review and sharing.