Practice at Berlus #

Prexfo is neither a whitepaper nor a drawing-board design. The standard emerges where it has to prove itself: in the running operation of the Berlus property management. What works here goes into the standard — what does not gets discarded.

The data mirror #

The entire document stock lives in the PropertyExchangeFolder — from the operating-cost statement through inspection reports and contracts to correspondence. Every document is opened up by OCR and full-text searchable; every unit carries its structured master data as prexfo.xml.

From paper mail to a structured file #

An incoming document runs through an automatic pipeline until it lies in its place in the folder structure:

graph LR A["Intake: scan, mail, import"] --> B["OCR: open up text"] B --> C["Classification: document type"] C --> D["Assignment: property, building, unit"] D --> E["Filing: PropertyExchangeFolder"] E --> F["Index: full-text searchable"]

The assignment follows the anchor principle: a document moves as high as necessary, as precise as possible — the heating-cost statement to the unit, the maintenance contract to the building, the land-register extract to the property.

What this means day-to-day #

• Case research in seconds — instead of leafing through folders, a full-text search finds every matter concerning a unit or property.
• Federated tickets — the correspondence and documents of a matter are brought together: the full course of a damage or job is visible in one place.
• Solid answers — tenant and owner enquiries can be answered on the basis of the documented history, not from memory.

AI that gives nothing away #

Analysis follows the Prexfo principle of AI as a tool: language models generate analysis and search tools that run on the controlled data stock. The documents themselves never leave the owner’s environment — data sovereignty is preserved even when modern AI is put to work.

Staying honest. These figures are a snapshot of the Berlus stock and grow continuously. They show that the standard holds — not that it is finished. The path to public standardization still lies ahead.