Another thing to do, in the future, is to put a clause in your lease that the tenant must clean the unit on move out, or a fee will be assessed for the cleaning of the property.  

It is public information and can be assessed by anyone free of charge. 

There is another thing to keep in mind when filing an insurance claim, even if you call, file a claim and get the claim denied the carrier now has you on their radar and there is a good chance that they will be writing up a risk assessment on said property and don't be surprised that come renewal time you are either canceled or your rates increase.   

A point of pride for me, one of the towns that I have a half dozen rentals in did  a massive code violations sweep.

The problem now is I am dealing with dozens of properties and would like to find a simpler, more cost effective route if available, while still offering the protection needed.I am wondering if I can simply create one promissory note and record it .Note: I am in Cali, and LLC's are in Fl. and Illinois.Any help appreciated,Thanks,Joe

Here is a quick guide on what to do in those situations (using tools that most people have available):Assessment Records. 

@Darina PogodinaAnother website to find the owners, assessed value and book/pg info: http://www.vgsi.com/vision/applications/parceldata...I send a letter and hand write their address on the envelope.I make sure their is equity in their property.Another source of info auction websites auction.com

Did it myself with 1/2 dozen 20 ton jacks, took about 12 hrs.

You have to do a full assessment.

Nothing a landlord can or should do to remedy those type of problem sources, but I give the benefit of the doubt and pay for the first time and document the root cause to assess any future requests ...