MLS Enhancements – Releasing this week…..
Access to BOC Document Images
On Friday, July 27, 2007, all MLS subscribers with TMK service will be able to view and print documents recorded at the Bureau of Conveyances (BOC) through their TMK or public records service. The documents accessible will be those that have been recorded with the BOC since December 2003 and up through the latest data provided to HIS by the BOC.
All you have to do to see the BOC documents is…..
In REsearch, under Report Format
- Select “TMK Full” or “TMK Short”
- Select “Loans” also if you want to see Loan documents.
- Enter the Tax Key number or the MLS number of the property for which you are searching for documents in the Taxkey field.
- Click on “Search Now”
The search results will show a link “BOC”, next to every TMK or Loan activity for which there is a BOC document available. When you click on the BOC link, the document will pop up in a separate window for your review or for printing.
This new feature has been undergoing rigorous testing and very few problems have been reported by our testing team. However, should you encounter any problems with accessing the BOC documents, please do not hesitate to contact our Tech Support staff for assistance.
If you have any suggestions or comments about this enhancement, you may send them to us by clicking on the Contact HIS button and select “Suggestion or comment” on the drop down menu in the Purpose field. Just type in your suggestions or comment and send it to us.
The access to the BOC documents is not available at this time to non-MLS subscribers and MLS subscribers that do not currently have TMK service. We anticipate that these customers will be able to sign up for this service within the next 60 to 90 days. Updates will be provided as information becomes available. Should you have any questions, please contact our Sales & Marketing department.
Exclusive Right to Sell Form
The most current version of the Exclusive Right to Sell form is now available in REsearch Forms.
Still squashing the bugs…..
The fields under item C-25 have been expanded to allow more text. Previously, entries like “within 10 days of acceptance” did not fit.
Please let us know if you encounter any problems with or have any questions about
the forms available in REsearch.
MLS Photo Requirements & Restrictions
There have been several reports regarding photo rule violations recently. This is the most reported violation, second only to having contact information in the public remarks. The MLS rules regarding listing record photos is as follows:
Section 3.05 (b) Photographic images submitted on listing records may contain only depictions of the listed property and its vicinities. Inclusion of marketing and promotional messages on behalf of participants, subscriber, or seller, including images of “for-sale” signs and pictures of persons, is expressly prohibited.
Further the HIS Board of Directors approved the following amendments to supplement these rules on May 25, 2006.
Section 3.07. Time of submission. A photograph must be submitted for any listing record, except for vacant land, within 7 days after the listing record is submitted to the service.
Previously, the time of submission was 14 days.
Processing fees for the failure to provide a photo within 7 days will be $50 per listing, and $50 per week per listing thereafter until a photo is submitted.
- You will not be able to report a sale of a listed property without a photo.
- There can be no contact information showing in the photos. This would be the same as having contact information in the Public Remarks. Buyers’ agents do not want to include remarks, photos and video/virtual tours containing the listor or seller contact information in the information they share with their clients. Further this information should not be accessible to visitors to the HIS public website.
Should you wish to see the current MLS Rules, click here, or visit http://www.hawaiiinformation.com and click on the “…..and more…..” link under the MLS Members Corner on the login page. You will then be taken to a page where you can access forms and the rules.
Use of HIS service’s communication channels
We have an enhancement request in the development queue to allow customers to opt-out of being included on the email or mailing lists, but until we are able to fulfill it, we ask that you give thought to what you send out using the mailing or distribution lists available from the service.
There are restrictions on what can be sent through the services communication channels. Use of these channels should be strictly limited to promoting the sale of properties listed in the service. “Junk Mail” and other solicitation is prohibited.
Participants Manage Your Rosters Please!
Whenever there is a change in your office roster you must report it to HIS within 24 hours of the effective time of the change. We have calls daily from agents that do not know that they have to complete a Change Form, have his/her PB/DR/BIC sign off on them, and submit it to DCCA whenever they join, leave or transfer offices. HIS requires that a copy of this form before we can execute a termination, commencement or transfer of service without this form.
Some agents while remembering that they have to complete a Change Form for DCCA, assume that DCCA will supply HIS a copy. HIS is not part of the DCCA, so they will not supply us with a copy of this form. We’ve even had agents ask us to follow up on the status of pocket cards and other licensing matters handled by the DCCA.
We encourage the Participants, the PBs/DRs/BICs of their offices, to generate these Change Forms whenever an agent joins or leaves their offices. The entity that benefits the most from doing this in a diligent fashion is the Participant. Unless HIS is informed, a Participant may continue to be responsible for the subscription fees
for an agent that has left his/her office as well as for any activity that the agent participates in until the Participant formally signs him/her off his roster. Change Forms can be obtained from the DCCA website.
We are planning to develop a “Manage My Roster” function within the next year. This will allow Participants to make their changes to their office rosters on their own. We will send out updates on the development of this project as they are available.
Changes in Payment Plan
Please let us know in Advance!
Please let us know by three (3) business days prior to the end of the month if you would like to make changes to your payment schedule or method of payment for the following month by completing a Pre-Authorized Payment Agreement (aka Exhibit C for short). Payment schedules can be set up for billing quarterly, semi-annually
or annually for payment by credit/debit card or by check. At the present time, we accept Visa and MasterCard. You may arrange to have a credit or debit card on file with us, so that all regular scheduled payments can be automatically debited to it based on the payment schedule you select. Check payments should be made payable
to Hawaii Information Service and mailed by the invoice due date to the our office located at:
Hawaii Information Service
680 Iwilei Road #777
Honolulu, HI 96817
If you request changes after a billing has been processed, and it is necessary to make adjustments, you will incur a processing fee of $25. You will also incur this $25 processing fee if you decide after the billing has been done that you want to:
- Reverse a charge or debit to one credit/debit card, and have it charged to another, or
- Cancel the charges for services or products that you have not informed us of in advance.
The $25 processing fee on returned checks and credit/debit card declines will continue to be assessed.
Click here if you need a Pre-Authorized Payment Agreement form. Upon completion, it can be faxed to our office at 1-888-628-3121 if faxing from the neighbor islands, or 536-6499 if faxing from Oahu. You may also mail it to our office address shown above. Should you have any questions, please feel free to call 1-800-628-3121, or send an email to Accounting@HawaiiInformation.com.
Know a fellow member missing out on the news?
Just forward her this email and tell her to click here [mailto:firstname.lastname@example.org] to send us an email to let us know she wants to be added our email list.