03/13/2017--New Phones Systems at BAREIS-Some MLS Printouts Don't Go in the Trash-ListHub Seminar, Market Smarter 2.0 Be Productive, Not Busy-Tech Tip: Switch to eKEY and Save Money

New Phone System at BAREIS

Some members may have had trouble calling BAREIS MLS® or experienced dropped calls last week. We are transitioning to a new phone system. We are sorry for the glitches during the switchover.

The new phone system integrates all our offices into one seamless system. You can now reach any BAREIS staff member, regardless of location, at 707-575-8000 or 800-776-5252 if you are outside the 707 area code.

Some MLS Printouts Don’t Go in the Trash

Most brokers and agents already understand that the “file” often contains very sensitive personal and financial data. In fact, the copy of a client’s check (including ABA and routing number) and other financial and identification information found in the file are so sensitive that if a file is improperly accessed, discarded, lost, or stolen rather than properly stored securely and shredded when allowed by state real estate regulations, most state laws require the clients be notified of a security breach – and the outcome can be very embarrassing or possibly even business-ending for a brokerage.

But real estate professionals handle other sensitive information every day – and some may not understand how sensitive it is and the special care required. Specifically, there are some MLS listing reports – often referred to as “agent” reports – that contain information such as agent remarks, commission, and other information – all of which is highly confidential. Sometimes there are showing instructions that no one wants to fall into the wrong hands – “Child home alone between 3 and 5, don’t show”, “Guard dog is really a pussycat”, “Owner on vacation until May – show at will”. Sometimes there is other sensitive information in the report – even descriptions of certain valuables and alarm codes, even though it is generally discouraged to put that kind of information in the MLS.

What does this mean to you? If you handle these kinds of reports, you need to keep them confidential – be careful not to forward them to via email, do not provide those reports to clients, and erase them from your computer when done using them. Also, when you’re done with a printout you should use a cross-cut shredder to destroy it rather than putting it right in the trash or recycle bin. You don’t have to read every report and decide if it has sensitive information on it – just make it a habit to use that shredder.

For more information on what constitutes personal information, data retention laws and practices, breach notification laws and other facts you need to know about information security on a state by state basis, you can download NAR’s “Data Security and Privacy Toolkit” from Realtor.org (requires login) – or visit the Real Estate Information Security Center for that toolkit and many other useful articles.

Matt Cohen

Clareity Chief Technologist

Market Smarter 2.0

Be Productive, Not Busy

 – A seminar by ListHub

Join Move, Inc. for a real estate technology seminar exclusively for members of Bay Area Real Estate Information Services, Inc. This free seminar includes 3 simple steps to help you improve your productivity so you can focus your time and attention on what matters.

For your convenience, we will be holding this event at various locations from March 29th to March 31st.

Click this link to register for a session near you. Space is limited, so register early.

*Attendees will be entered for a chance to win a $250 gift card.

This Marketing Material Provided by: Move, Inc.



575 Lincoln Ave., Suite 335

Napa, CA 94559

March 29, 9:30am - 10:30am

11:00am - 12:00pm

1:00pm - 2:00pm

2:30 - 3:30pm

Northern Solano Association of Realtors

3690 Hilborn Rd.

Fairfield, CA 94534

March 30, 9:00am - 10:00am

10:30am - 11:30am

Solano Association of Realtors

1302 Springs Rd.

Vallejo, CA 94591

March 30, 1:30pm - 2:30pm

3:00pm - 4:00pm

BAREIS Santa Rosa

153 Stony Cir.

Santa Rosa, CA 95401

March 31, 9:00am - 10:00am

10:30am - 11:30am


RSVP Here!

Tech Tip: Switch to eKEY and Save Money

BAREIS MLS® offers two Supra key options: XpressKEY and eKEY. XpressKEY is a touchscreen device that we converted to last year. It has some nice features that weren’t available on its predecessor, the ActiveKEY. But did you know that you can actually save money by switching to the eKEY?

eKEY is software installed on your own smartphone. It uses your phone’s hardware to wirelessly communicate with lockboxes. Best of all, it will save you almost $60/year, and is billed monthly so you don’t have a large annual bill.

Please allow us to address some common concerns with the eKEY:

I often work in areas with little or no cell service.

eKEY only needs to check in once per day to obtain authorization. Open your eKEY app wherever you have internet service before heading out to your showing appointments and you can open any BAREIS approved lockbox in even the most remote areas.

I’ll be without a key if I lose, break, or replace my phone.

If your phone is lost or broken, just stop in at any BAREIS service center to obtain a loaner XpressKEY for up to 30 days.

When you replace your phone it’s as easy as reinstalling the eKEY app and then obtaining an authorization code to activate it. You can call BAREIS or Supra for the activation code. You can also login to your SupraWEB account at any hour to get your authorization code.

I don’t want to use a fob to open lockboxes.

Using fobs for eKEY is a thing of the past. The lockboxes we converted to last year do not require a fob for most modern mobile devices. All you need is your phone with the eKEY app and you are good to go!

Call or visit your local BAREIS service center to get switched to the eKEY and start saving money today!

You will need to bring in your XpressKEY and any accessories, as it is a leased product and will need to be returned to Supra. Your pro-rated annual fee will be refunded by Supra.


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Bay Area Real Estate Information Services, Inc.

153 Stony Circle, Suite 200, Santa Rosa, CA 95401