Lease and Licence Key Data Extraction Service

Make timely decisions about your property portfolio with instant access to critical Lease and License information.

Having instant access to information about your property portfolio is something that Estates & Facilities teams have craved, and in the era of estates rationalisation this need has only heightened.  NHS Trusts, Universities and Larger Corporate Business are looking to reduce the cost of space they occupy and releasing higher cost properties will be a major cost saving opportunity.   In the NHS alone it is estimated that up to 30% of the buildings currently occupied will be disposed of in the near future.

The issue many of these people face however is not having the critical property information at their fingertips allowing them to make informed decisions.  Many still have their leases in hard format, filed away in secure storage or with Solicitors, which means additional time constraints and costs to view or retrieve them.  There is also the issue of finding the time to read through the files to extract the critical information which could then be misinterpreted.

Topscan's service provides you with instant access to the critical information from your leases & licenses as well as electronic access to the documents themselves allowing you to make timely and informed decisions about properties. Our services provide :-

• Extraction of critical information about the properties such as break clauses, rent review dates, maintenance obligations, etc to allow you to be pro active rather than re-active and more importantly to fulfil your contractual obligations;
• Provide this critical information in either an excel spreadsheet or upload it to your Property Register ensuring that dates are not inadvertently missed by setting up timely alerts and email notifications as timely reminders;
• Advise you where information is missing or out of date and purchase this on your behalf;
• Reduce the cost of storing the files.
• Ensure that the information is not lost to fire, flood, and accidental damage or even misplaced.

When using this service in conjunction with our building and occupancy surveys you will have information about your properties, occupancy and areas instantly available, meaning that you can make informed decisions during the rationalisation process.