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 Universal has long recognized the importance of providing our clients with information and documentation that supports the quality processes that have taken place in the acquisition of property and related activities. Our file and data systems relate to the scope of the projects we are serving. When only a few parcels are affected, we may utilize a simple MS Excel spreadsheet for tracking and reporting. For larger projects, we
can employ our web-based, proprietary system or our customized version of ACT
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software that allow the versatility and scalability to adapt to unique reporting or documentation needs.
Information -
Our web-based database management systems are useful tools that can be used in tracking the real estate interests in
geographically expansive or complex projects. They
will store and deliver GIS, aerial, and other useful data. Users of the system can create reports, find specific data or document images, relate data files to other information, store the information in formats determined by the client and share the data with others.
 The interface versatility of these database systems allow project staff, subcontractors, and agents in the field to have real-time status data. The flexible scalability of the systems allow data for projects of any size and multiple projects to be easily accessed from any internet connection.
Web-based systems for large projects offer these features:
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greater flexibility over conventional computer-based database systems
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can be customized to fit the needs of the project from conception to completion
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can be used after completion of the project to maintain the project information
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can easily track multiple projects simultaneously
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can track progress on all or individual parcels, agent activity, title work, surveying both civil and environmental, appraisals and acquisition along with other items of interest.
 Reports can be prepared to fit most reporting situations from general status reports for the entire project to tracking a specific parcel or item on the project. Documents may also be scanned and made a part of the parcel details in the notes section and then accessed or viewed by clicking on the corresponding thumbnail. The documents can be printed if needed. Because it is web-based, it can easily be connected to a GIS database so staff can share information, and progress can be tracked on mapping.
When the client becomes the end-user, it should plan how to utilize the database in the long term. With the ACT© based system, the client will have all the data in an easily-accessible structure which can be maintained and updated using a low-cost license from ACT© or be readily exported to another system. There is no post-project obligation to Universal for continuing costs or maintenance of the database.
While some service firms look to their database as an additional revenue source, Universal sees it as a natural function that should be made useful with a best-value contribution to the project and the client. We encourage all our clients to look at the potential database costs and requirements when making their selection decisions.
Documentation
- Data in any system is only as good as the back-up documentation. Universal’s proven file management systems provide the solid assurance that there’s a sound basis for any data. Original files are maintained until each parcel is completed. Upon completion of each parcel, the parcel file can be provided to the Client; however, Universal will maintain copies of each parcel file for an appropriate period.
 A separate file will be established for each acquired property. Records of all contacts with property owners and any displacees will be continuously updated and will be available for the Client’s review within one business day of the request. Each file will contain at least the minimum items required by the Client. In addition to the paper file, Universal will maintain a digital record on each parcel in the selected data base, to include the contact records, notices, and correspondence.
For Quality Assurance, the Universal Teams utilize a three-stage review process on every file to ensure that it contains all required documentation and provides an accurate portrayal of the good faith negotiations that were conducted. The completed file is first reviewed by the responsible Specialist to ensure the log is complete and all necessary documents are properly filed.
For projects serving government agencies, our substantial experience in federal-aid acquisition programs and the database management requirements of those programs guides all our projects to maintain detailed and comprehensive files regarding acquisition and relocation assistance activities.
 There is an old but true saying that "information is power." Universal's varied database management systems customized to serve each client's needs, give our clients the power of having the timeliness and degree of information they desire for the decisions they need to make in structures that serve their long-term interests.
We would be pleased to put our versatile and proven assets to work for you on your next project. Contact us for more information on how we can help you be more successful.
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