Document Custodian — Brokerage Records Retention Done Right
ReBillion is the AI-native transaction coordinator with a built-in document custodian. End-to-end execution from intake to funding includes the 5- to 7-year retention vault per state — a vertical moat competitors don't ship. The AI control plane for real estate brokerages.
Every U.S. state imposes a records-retention obligation on real estate brokerages. Most are 5 years (Florida, Georgia); some are 6 (Texas, Illinois); a few are 7 (Massachusetts, Connecticut). The broker is personally on the hook in many states. Yet most TC tools treat document storage as an afterthought. ReBillion treats it as a vertical: every executed file becomes a complete, audit-ready records bundle.
What records we retain
The executed contract with all amendments and addenda in chain order.
Every disclosure required by the property's state — seller's disclosure, NHD, lead-based paint, mold/wood-destroying organism, HOA disclosure, well/septic, flood zone.
Every signed document in the deal: counters, amendments, repair-credit agreements, lease-back agreements.
Every TC artifact: inspection reports, appraisal, lender CTC, title prelim, closing documents.
Every communication record: email log, SMS log, and (for customers who upload them) call logs with disposition.
The audit trail: who did what, when, with what artifact.
Per-state retention windows
Configurable per state. Defaults to the longer of (state minimum, brokerage policy, 7 years). Common defaults: CA 3 years (broker), FL 5 years, TX 4 years, NY 3 years (escrow), IL 5 years, GA 5 years, MA 7 years, CT 7 years.
Audit-ready exports
One-click full-file export for state audit: a single ZIP per deal with a manifest, the contract chain, all artifacts, and the audit trail as a signed PDF. Broker exports the entire firm's records bundle for any time period in one operation.
Why this is a moat
Most marketing pages for TC tools don't mention records retention at all. ReBillion's positioning is the opposite: document custody is part of the product. Brokerages with 100+ deals per year and a real broker-of-record liability buy on this feature alone.
Compliance grade
We're building toward SOC 2 Type II (see /security/soc2 for current state). Records vault is encrypted at rest with AES-256 and in transit with TLS 1.3. Per-deal access logs are immutable. Customer data ownership remains with the brokerage; export at any time.
Frequently asked
What's the actual retention obligation in my state?
Varies. We maintain a 50-state retention table in the product. Reach out via /contact for a written summary for your firm's states.
If I cancel ReBillion, do I lose my records?
No. Records remain accessible for the retention window in a read-only mode, or you export the full vault at termination.
Does this replace my brokerage's existing storage (Dotloop, SkySlope vault)?
Optional. Many brokerages keep their existing vault as the primary and use ReBillion as a secondary, audit-grade copy. Multi-vault sync is supported.
Are call recordings retained?
ReBillion does not currently place outbound voice calls; if you upload call recordings into the vault, they're retained for the configurable period — typically the lesser of 12 months and the state's call-recording retention rule.
What about right-of-erasure under state privacy laws?
Records-retention obligations generally override consumer erasure requests; we honor both per state law in conflict resolution.
Can I get a SOC 2 letter?
We share our current attestation state and roadmap under NDA. Contact /contact for the letter.
See the AI control plane on your real files.
30-minute live demo with the founders. No sandbox; we run on your contracts.