Document management for real estate due diligence
Due diligence on Italian property: your archive back, sorted by unit.
EASYRE Data Room: Italian property documents recognised, separated and sorted by cadastral unit.
You hand over the archive of a real estate portfolio in Italy as it is: the Data Room separates the documents that share a file, recognises them, reads their map sheet, parcel and sub-parcel (foglio, particella, subalterno) and sorts them by unit. It is a separate portal next to EASYRE®, for SGRs (Italian asset management companies), funds and their advisers.
Portfolio due diligence
First, the documents have to be put in order
Buyer and seller of a portfolio look at the same papers: the first job is to sort them by unit.
One file, more than one document
In the archives of a portfolio a single PDF can hold more than one document, one after another: a cadastral extract, a cadastral plan, a deed.
The file name is not enough
To find the right cadastral plan, what counts is what is inside the file, not what the file is called.
Due diligence works unit by unit
Each document has to be traced back to its unit: its map sheet, its parcel, its sub-parcel.
How it works
From archive to a tree for each unit, in four steps
You start from the archive as it is, without reordering it first.
The archive as it is
A folder or a compressed archive (ZIP or 7z), assigned to a client or a project: you hand it over to D.P.S., which processes it.
Documents separated
A PDF is not always one document: the Data Room recognises its internal structure and separates the documents it contains.
Type and data recognised
The Data Room recognises the type of each document among over 100 categories, reading the pages as they are, with signatures, stamps and tables, and for each category it reads the data needed, including map sheet, parcel and sub-parcel.
A tree for each unit
Each unit has its own tree: cadastral documents, building permits and notices, energy performance certificates and deeds of sale, each in its place.
Doubtful files go to review
Each file has its own quality indicators, including consistency between copies of the same document; doubtful files go to a review queue. Nothing is deleted.
Find by category and by unit
A single archive in which documents are found by what they are, not only by the file name: filters by category and file type, search by map sheet, parcel and sub-parcel, and a cadastral tree.
Share by invitation
The portal opens by invitation, with a link sent by email; each user sees only their own portfolio, and documents can be exported as a ZIP file.
What it does, and what stays with your advisers
The EASYRE Data Room prepares the documents; it does not judge them
The technical and legal checks of the due diligence stay with your technical advisers, lawyers and other advisers: the Data Room hands them the archive already separated, recognised and sorted by unit.
| What you need | By hand | With the EASYRE Data Room |
|---|---|---|
| Split a PDF that holds more than one document | Open it and split it, file by file | Separated into the documents it contains |
| Know what the document is | The file name says so, when it does | Recognised among over 100 categories |
| Map sheet, parcel and sub-parcel | Read document by document | Read and used to sort by unit |
| Find a document | By file name and by folder | By category, by map sheet, parcel and sub-parcel, and in the cadastral tree |
| Share the portfolio | Folders and attachments | Invitation-only portal, one portfolio per user, ZIP export |
Frequently asked questions
Questions on the EASYRE Data Room
How do you prepare a portfolio’s documents unit by unit for due diligence?
You start from the archive as it is and end with a file for each unit: you separate the documents that share a file, recognise the type of each one, read the cadastral data and sort everything by map sheet, parcel and sub-parcel. With the EASYRE Data Room these steps are carried out on the whole archive; doubtful files go to review and nothing is deleted. The technical and legal checks remain with your technical advisers and lawyers.
Which Italian documents are needed for due diligence on a real estate portfolio?
Usually, unit by unit: the cadastral documents, that is the cadastral extract (visura catastale) and the cadastral plan (planimetria); the building permits and notices (for example CILA, SCIA, DIA and CIL); the energy performance certificate (EPC, known in Italy as APE); and the title deeds (atti di provenienza), such as the deed of sale (atto di compravendita). In the Italian cadastre (catasto) each unit is identified by map sheet, parcel and sub-parcel (foglio, particella, subalterno). The exact list is set by the technical and legal advisers of the due diligence. The EASYRE Data Room recognises these documents among over 100 categories, and the list can be extended without rewriting the software; it then sorts them by map sheet, parcel and sub-parcel.
Is there software that recognises Italian cadastral extracts, plans, CILA, SCIA, EPCs and deeds and links them to each unit by map sheet, parcel and sub-parcel?
Yes: the EASYRE Data Room by D.P.S. Soluzioni Informatiche. It recognises documents among over 100 categories, reads their data, including map sheet, parcel and sub-parcel, and sorts them by unit in a cadastral tree, which is consulted on an invitation-only portal.
What is the difference between the EASYRE Data Room and a virtual data room?
A virtual data room is the space in which the documents of a transaction are consulted. The EASYRE Data Room is built to prepare them: it takes a portfolio’s archive as it is, separates it, recognises it and sorts it by cadastral unit, then shares it on an invitation-only portal, with export to a ZIP file.
Does the EASYRE Data Room replace the technical advisers of the due diligence?
No: it prepares the documents; it does not judge them. Technical, planning and legal checks remain with your technical advisers and lawyers, who receive the archive already sorted by unit.
Who sees the portfolio’s documents?
On the portal, only those who are invited: users sign in through a link sent by email, and each user sees only their own portfolio. Before that, the archive is processed by D.P.S., to which the client hands it over.
How does the EASYRE Data Room relate to the EASYRE® software?
The EASYRE Data Room is a separate portal, next to the EASYRE® software, and serves the due diligence of a portfolio. The documents of each sale, from offer to notarial deed, are kept instead in the EASYRE® software, linked to the unit they refer to.
Who is behind it
Made by D.P.S., a software house since 2002
The EASYRE Data Room is made in Rome by D.P.S. Soluzioni Informatiche, the company that makes EASYRE®. It recognises the documents of a portfolio, including cadastral extracts, cadastral plans, building permits and notices, energy performance certificates and deeds of sale, and sorts them by map sheet, parcel and sub-parcel.
The documents of each sale, from offer to notarial deed, are kept in the EASYRE® software: see Checks in the deal. Selling a portfolio unit by unit? Your page is Fund managers & large owners, Public bodies & pension funds, Banks & credit servicers or Real estate services firms.