Electronic Records: What You Need to Know

This article has been updated to reflect changes to the Real Estate Act Rules s.82(1)-(2) in 2023.

The Real Estate Council of Alberta (RECA) has recently received numerous inquiries regarding electronic record storage requirements.

Licensees must make sure they handle electronic records according to the Real Estate Act and Real Estate Act Rules. Section 82 of the Real Estate Act Rules ensures industry professionals maintain the integrity and security of electronic records. Industry professionals should confirm compliance with Alberta’s Personal Information Protection Act as well as the federal Personal Information Protection and Electronic Documents Act (PIPEDA).

The following are some of the conditions that must be met when dealing with electronic records:

• do not alter information when you convert paper records to an electronic form
• store records in a secure and only accessible by the broker or persons authorized by the broker¹
• keep all potential and actual trade or deal records together and linked to create a complete record
• keep a copy of the program needed to view and print the electronic record

Real Estate Act requires you to keep records for at least three years after you create them. Only brokers, appraisers, or someone authorized by the broker or appraiser may delete electronic records in compliance with the Real Estate Act.

Learn more about electronic records.

¹ As per the amendments in 2023.