On April 22, 2002 the MRMLS Board of Directors approved a Data Integrity Policy for the benefit of all users of MRMLS' MLS system. Adherence to the Data Integrity Policy is mandatory for any agents/brokers uploading data into the MRMLS Matrix System. The MRMLS Data Integrity Policy covers the following areas of the listing data:
Assessor’s Parcel Number:
The Assessor's Parcel number is required to link to the tax database in order to locate tax assessment and sales information. The APN is also used to link listings within the PAR database. Every listing must have the correct APN as assigned by the County Assessor's office. The MRMLS Matrix system contains assessor files for four counties - Los Angeles, Orange, Riverside and San Bernardino - from which the APN can be derived. The APN, and the associated fields, can be auto-populated directly from these files. APNs from another property, partial APNs or fake APN's must not be entered.
MRMLS Action: MRMLS will change the APN to reflect the correct number, notify the responsible agent/broker and report the violation to the member’s board/association.
For each property type that is for sale in the MLS database there should only be ONE Active record. Members should not try to gain additional exposure by adding the listing into the system more than once. Duplicate listings are misleading, skew the MLS statistics and make CMAs cumbersome and often incorrect. Listings may not be listed twice or more to: (i) reflect different city codes, (ii) reflect a different number of Bedrooms, (iii) gain additional exposure as another "new" listing, or (iv) make it "pop up" on more searches.
MRMLS Action: MRMLS will remove all but the original listing from the system, notify the responsible agent/broker and report the violation to the member’s board/association.
The MRMLS Matrix system has several areas for text comments. One area is for "confidential" agent remarks which are used solely for agent-to-agent communications - that is, things members might communicate to one another but not to the general public. There is another area for the Property Description (DES) that should only be used to describe the property - physical and aesthetic characteristics that make the house buyable/sellable. All text comments must be entered in the English language ONLY.
Certain remarks may not appear in the Property Description field. They include: (i) Gate/Alarm codes, (ii) Lockbox combinations, (iii) the term "FSBO", (iii) the word "vacant" (There is a separate field for that), (iv) Open House information (There is a separate utility for that), (v) E-mail (There is a separate field for that), (vi) Internet website addresses, (vii) Phone numbers, or (viii) Agent, assistant, co-lister or owner name(s). In addition, property description remarks may not be removed when changing a listing from active to off market status.
Moreover, no language may be placed in the Property Description field that violates any Fair Housing/HUD guideline for improper or discriminatory language in Advertising. Any other information that does not describe the physical and aesthetic characteristics of the property may not appear in the Property Description. The Office Comments field may be used for other information that does not have a specific field or utility.
MRMLS Action: MRMLS will change, correct, delete or move data inputted to the Property Description field to conform to the field restrictions listed above, notify the responsible agent/broker and report the violation to the member's board/association.
Inappropriate Image and Virtual Tour Link:
Images & Virtual Tour Links ("VT Links"), regardless of how they are submitted and/or uploaded, must not contain inappropriate information or images. Images uploaded to the system are meant to be representative of the listing and its surroundings - that is, pictures of the property, floor plans, maps (not copyrighted maps), pictures of surrounding areas - parks, schools, etc. Images & VT Links may NOT include such things as: (i) agent/broker photos, (ii) agent/broker names, (iii) phone numbers, (iv) website addresses, (v) e-mail addresses or (vi) advertising other than about the property. No messages or solicitations of any kind are allowed. Images & VT Links may NOT include any offensive photographs or images. The definition of offensive shall be left to the discretion of MRMLS.
MRMLS Action: MRMLS will remove photo(s) and VT Links from the listing which do not conform to the field restrictions listed above, notify the responsible agent/broker, and report the violation to the member's board/association.
Structure Photo Required within 10 Days:
All Residential, Residential Income, Mobile Homes and Manufactured Housing listings must have a photo of the exterior of the structure within 10 days of the listing date.
MRMLS Action: On the 11th day of listing without a structure photo, a violation will be referred to the listing agent's Association office.
Conditional Offer of Compensation:
Listings that contain language that refers to conditional offers of compensation (other than those types of Listings covered by section 7.15 of the California Model Rules regarding Estate Sale, Probate, Bankruptcy or Lender Approved Listings) are in violation of CAR Model MLS Rules section 7.12 and are not allowed.
Some examples of offending language are:
“If I show the listing to your buyer first, the commission will be $XXXX.XX”;
“If my office shows it first, the commission will be $XXXX.XX”.
MRMLS Action: MRMLS will remove any language that refers to conditional offers of compensation (other than those allowed by section 7.15 of the California Model Rules) from the listing, notify the responsible agent/broker, and report the violation to the member’s board/association.
Canceling or Withdrawing and re-listing of the Same Property by the Listing Agent:
Listings in the MLS must reflect the property's true and accurate status at all times. Listing Agents shall not cancel or withdraw a listing and re-list the same listing in order for the listing to appear on the HotSheet as "New". Re-listed property not only causes confusion in the marketplace to other agents, it also skews the market statistical data for the area. Any behavior that causes confusion in the marketplace or skews the market statistical data for an area is prohibited. The Listing Agent/Broker must provide MRMLS staff, upon request, a copy of the signed Listing Agreement between the Broker and the Seller to establish a valid period for the listing.
MRMLS Action: MRMLS will examine the database to find all re-listings by the same agent to establish when the listing agent first uploaded the original listing into the MLS System and that the duplicate listing(s) violate the above prohibitions; thereafter, MRMLS will change the status from "K" or "W" to "A", make sure the LP in the original listing reflects the same LP of the re-listing in the MLS System, remove all subsequent listings from the system, notify the responsible agent/broker, and report the violation to the member's board/association.