Oct. '07 NRDS Work Group Report
Association Executives Committee
NRDS Policies Work Group
October 2007
Identify and recommend for change or elimination all current policies which prevent the organization from achieving its primary goal: “To Know More about Its Members than Anyone Else in the World.”
Background
The real estate industry and the REALTOR® organization are facing many new challenges and opportunities that require accurate and detailed contact and demographic information about the REALTOR® member. Up-to-the minute data can ensure accurate and immediate communication regarding local, state, and federal legislative issues, industry news, and other priority member services. Technology changes have made information and data about the REALTOR® member more accessible, however, as a matter of policy the REALTOR® association has not modified any of the requirements to add to the required NRDS data fields or to enhance the quality of data entered into NRDS. AEC leadership and NAR staff agreed that the NRDS Policies Work Group should be asked to review the current NRDS models and consider possible changes to ensure that NRDS meets the need for immediate and accurate member data. The NRDS Policies Work Group met during the 2007 Midyear Meetings and in Chicago on July 13, 2007, and October 4, 2007, to address this charge.
Executive Summary
The NRDS Policies Work Group reviewed and updated the "NRDS Criteria for Points of Entry Minimum Standards" and renamed the document the "NRDS Standards and Policies." This document ensures that REALTOR® associations maintain accurate, reliable, and updated information on all REALTOR® and Institute Affiliate members. The NRDS Standards and Policies allow for the "best source" of membership data to be entered for select information to NRDS. In addition to a number of housekeeping updates, the document was revised to incorporate privacy and security guidelines and to grant MLSs, secondary associations, and DRs/brokers the authority to update a members' personal data. The work group also recommends that the core field be expanded to include Home Address, E-mail Address, and Preferred Phone and that the non-required fields be expanded to include Education Level. Recognizing that new member applications are a key source for obtaining data for new and renewing members, the work group recommends that NAR provide a new online standard membership application sample template that can be downloaded and synched directly to NRDS. And finally, the work group recommends that POEs, REALTOR® associations and MLSs set a goal to be Central Database compliant within two years from adoption of this report.
Discussion and Recommendations
The NRDS Policies Work Group discussion focused on the following areas:
NRDS standards and policies
Core and non-required NRDS fields
Technology requirements for data integration
Communication and education
I. NRDS Standards and Policies
The work group reviewed the current set of NRDS policies titled “National REALTOR® Database System - Criteria for Points of Entry Minimum Standards,” and noted that major elements were outdated and needed revision. The work group recommended the following:
“That the “NRDS Criteria for Points of Entry Minimum Standards” be renamed the ‘NRDS Standards and Policies,’ and approved as revised.” (Appendix A)
The work group discussed privacy policies and recommended the following:
“That all POEs should be encouraged to adopt a Privacy and Security Policy, using NAR’s Privacy Policy as a template, or their own, and make it visible and accessible to be sure members know their information is secure. POEs that have a specific or a more restrictive local policy may adopt their own.” (Appendix B)
Currently, the entities which have access to change NRDS data in some form are members, primary association POEs, state associations and Institutes Societies and Councils.
There are two levels of field security in the membership records in NRDS, level 1 and level 2. The fields with level 1 security in the Member record can only be accessed by the member’s primary POE. Security level 1 fields that need to remain exclusive to primary association POEs include
Currently, the fields with level 2 security are those fields that members themselves can update. State associations also currently have the ability to update a member’s personal data. The work group agreed that a more universal group needs to be given access to member records in order to provide the most reliable and updated membership records in NRDS. The work group recommended the following:
“That the security of NRDS be expanded to allow additional entities to update the member’s personal data. These entities include the member’s MLS, the member’s secondary associations and the broker/Designated REALTOR®in charge of the member’s firm.”
The work group discussed the need to develop an “Unacceptable POE Practices” policy statement in order to ensure compliance among all entities that will have access to update membership records. It was determined that while there are a number of unacceptable business practices among REALTOR associations stemming from issues related to policies such as bylaws, the DR dues formula, board of choice, mergers, and jurisdiction, NRDS is not the source of these unacceptable practices. Therefore, the work group determined that it was not necessary to create a separate policy, rather it was suggested that information on unacceptable practices be included in an education component.
II. Core and non-required NRDS fields
The work group reviewed the core membership data needed for entry into NRDS and recommended that the core fields be expanded. The work group proposed the following:
“That the currently non-required NRDS fields of home address, email address, and preferred phone be added to the current required NRDS core fields in a member record and that education level be added to the non-required NRDS fields.” ( Appendix C)
The work group discussed sources for obtaining membership data including new member applications, member change/update forms, MLS, real estate commissions, ARELLO, Institutes, Societies and Councils, local, state, and national associations, brokers/designated REALTORS®, and public records. Suggestions for better methods of collecting data for new/renewing members included push email, newsletters, signature line link, link on monthly/annual billing, online registration for events/classes, websites, and transfers from office to office. The work group recommended the following:
“That NAR provide an online standard membership application sample template that can be downloaded and synched directly to NRDS to streamline the process.”
A suite of online templates will be provided to allow local associations to add supplemental forms or customize as needed (Appendix D) .
III. Technology requirements for data integration
The work group discussed how data integration would be incorporated among all POEs and vendors; what hinders the process in collecting the data from system vendors; and how POEs may hold data in their own membership systems, but not in NRDS.
The work group recommended the following:
“That all POEs, REALTOR® associations and MLSs set a goal to be Central Database (CDB) compliant within two years of the date this policy is adopted.” (Appendix E)
POEs who currently update NRDS using the Batch Upload/Batch Download functions must within two years, strive to adopt the Central Database method of updating NRDS as the Batch Upload/Batch Download maintenance methods will no longer be available.
NAR will work with each membership system vendor so all associations can work toward their goal of being CDB within this two year period. NRDS will be RETS compatible.
Further, the work group recommended the following:
“That a NRDS Technical Standards Board be formed (similar to the RETS Board) comprised of representatives of membership system vendors, technical staff from state and local associations responsible for operating and maintaining membership systems, and NAR staff.”
The purpose of this group is to determine how to best implement technical changes and/or upgrades to the NRDS system and to evaluate how changes to the policies and business rules of NRDS can best be implemented. It is further recommended that progress reports be given at each NAR meeting to determine when CDB compliance should become mandatory.
IV. Communication and education
The work group identified numerous live presentations, electronic, and print venues to communicate and educate members, local and state associations, POEs, MLSs, Institutes, Societies, and Councils of the revised NRDS policies and two year timeframe in which they must become Central Database compliant. Some of the suggested opportunities include the following:
Webcast in November 2007, live presentations at the 2007 REALTORS® Conference and Expo AEC/Forum, and the 2008 AE Institute AE Forum;
On-line presence at Realtor.org through the AE Association Management page, Internal News Service report, and online public snapshot to track progress of CDB compliance;
“At-a-glance” piece containing rationale for changes, new/revised policies, expanded POE definitions, what is the CDB, and what does it mean to be CDB compliant; sample Privacy & Security Policy; sample online membership application, and financial commitment;
Printed pieces such as REALTOR® AE Magazine and meeting handouts;
Outreach PowerPoint presentation in both an AE-focused and member- focused version.
Next Steps
Work group report is presented to the AEC/Forum during the 2007 REALTORS® Conference and Expo
Pending approval of the report by the AEC, the Executive Committee and Board of Directors will be asked to approve the report, pending budget approval.
If the proposed report is approved and adopted, staff will follow-up with the work group’s recommendations for dissemination to ensure all parties involved with NRDS have the information and resources available to incorporate the policy changes and Central Database Compliance within the two-year timeframe.
2007 Work Group Members
Travis Kessler, RCE, CAE (Chair), San Antonio BOR® (TX)
Jim Link, CAE (Vice Chair), Southland Regional AOR® (CA)
Tammy Brookhouser, Nebraska REALTORS® Association
Cindy Butts, RCE, CAE, Maine AOR® Inc.
Art Carter, MRMLS, Inc. Pomona (CA)
Nancy Dunning, RCE, Greater New Bedford AOR® (MA)
Tricia Grace, RCE, Kansas City Regional AOR® (KS)
Keith Holm, RCE, St. Paul Area AOR® (MN)
Benny McMahan, Texas AOR®
Maggie Mueller-Tyler, Northern Virginia AOR® (VA)
Joel Singer, California AOR® (CA)
Christopher Spera, Burlington Camden County AOR® (NJ)
NAR Staff
Mryon Adams
Gar Anderson
Chris DeRosa
Laurie Oken
Pablo Maurelia
Cindy Sampalis
