Chapter 1 Section 5
PROPERTY OFFICE FILING SYSTEM
Documentation, documentation, documentation - is one of the larger responsibilities we as professionals in the housing community have. If it is not documented (in writing) it did not happen!
The information contained in the documents is management’s major tool. Many times it is through this information that we can more effectively manage our communities. Managing information in a uniform way can make a difference. If we have the information and do not have the ability to access the information, it is as if the information does not exist.
In order to maintain a uniform filing system throughout our communities, the following guidelines are to be followed.
The exterior of each file drawer will be labeled.
Hanging File Folders to be used are legal hanging file folders 1/3 cut. Tabs for the hanging folders should be in each box.
Manila Folders to be used are legal size manila folders 1/3 cut.
Bankers Boxes normal size banker boxes.
COMMUNITY FILES
· ADA/FAIR HOUSING/SECTION 504 (Hanging Folder Tab)
ADA/Fair Housing/Section 504 (Folder Label)
Ø 504 Self Evaluation and Transition Plan, and any Fair Housing training articles
· ADVERTISEMENT (Hanging Folder Tab)
Advertisements (Folder Label)
Ø Copies of all ads/advertisements/newspaper article
Ø Brochures/Guides
Ø Flyers (noted with dates and places they were distributed), websites, etc.
· AS BUILT SURVEY (Hanging Folder Tab)
As Built Survey (Folder Label)
Ø Copy of engineer certified as-built survey
Ø Copy of all utility cut off locations
· BUDGET INFORMATION (Hanging Folder Tab)
Current Budget (Folder Label)
Ø LEFT SIDE Correspondence with Vendors
Ø RIGHT SIDE Current Budget
Previous Budget (Folder Label)
Ø LEFT SIDE Correspondence with Vendors
Ø RIGHT SIDE Previous Years Budgets
· BIDS AND PROPOSALS (Hanging Folder Tab)
Make folders as needed – for example if you ask Company x for a grounds maintenance bid. You would make a file with that company name and the nature of their business and the date requested.
Example: Company X-Ground Maintenance - October 2005. If you never used the company, you would leave in Bids and Proposals, however if you choose this company then they would be moved to your CONTRACTS hanging file folder.
· CONTRACTS (Hanging Folder Tab)
Laundry (Folder Label)
Garbage Removal (Folder Label)
Grounds (Folder Label)
Exterminating (Folder Label)
Termite Bond (Folder Label)
One Time Contracts (Folder Label)
Contracts (each contract would have the contractor name as the Folder Label)
Ø LEFT SIDE Name
Address
Tax ID #
Service Provided
Contact Person and Phone Number
Ø RIGHT SIDE Current Year Contract
Copy of bid specs
Notes
Invoice Copies
Insurance Information
*One time contracts are contracts on services that are not used on a routine basis. Some examples of one time contracts are roofs and sidewalk repairs.
· CORRESPONDENCE (CURRENT AND PAST YEAR) (Hanging Folder Tab)
Correspondence (Folder Label)
Ø LEFT SIDE Incoming
Ø RIGHT SIDE Outgoing
· EIV (Hanging Folder Tab)
EIV (Folder Label)
Ø EIV forms for Taylor Davis, Director of Affordable Property Management, Regional Property Manager, Regulatory Compliance Coordinator, Community Manager, Auditor and any other staff that has access to your files.
· ENERGY AUDIT (Hanging Folder Tab)
Energy Audit (Folder Label)
Ø Energy audits
· EVACUATION AND EMERGENCY PLANS (Hanging Folder Tab)
Evacuation Plans (Folder Label)
Ø LEFT SIDE Map showing exits
Ø RIGHT SIDE Instructions for emergencies
· HAP/PRAC CONTRACT (Hanging Folder Tab)
HAP/PRAC Contract (Folder Label)
Ø HAP/PRAC Contracts
· KEY CONTROL LOG (Hanging Folder DO NOT LABEL)
Key Control Log (Folder DO NOT LABEL)
Ø Key logs for safe keeping purposes, keep the logs in a locked file cabinet
· INSPECTIONS FILE (Hanging Folder Tab)
HUD Inspections (Folder Label)
Ø HUD Inspections
o Management Reviews
o REAC Inspections
o Previous agency responses, reviews and related correspondence
January-March Inspections (Folder Label)
Ø Apartment Inspections
April-June Inspections (Folder Label)
Ø Apartment Inspections
July-September Inspections (Folder Label)
Ø Apartment Inspections
October-December Inspections (Folder Label)
Ø Apartment Inspections
*Elderly communities have quarterly site inspections; CMI’s have monthly site inspections.
· INSURANCE (Hanging Folder Tab)
Insurance (Folder Label)
Accident Reports (Folder Label)
Ø Copies of all accident reports
Property and Liability Insurance (Folder Label)
Ø LEFT SIDE Current year policy
Ø RIGHT SIDE Previous year policy
· INVENTORY CHECKLIST LIST (Hanging Folder Tab)
Inventory Checklist List (Folder Label)
Ø Checklists of supplies in inventory
· INVENTORY (Hanging Folder Tab)
Apartment Inventory (Folder Label)
Ø Excel spreadsheet listing inventory items
Maintenance Equipment (Folder Label)
Ø Excel spreadsheet listing inventory items
Office Inventory (Folder Label)
Ø Excel spreadsheet listing inventory items
· MANUALS (Hanging Folder Tab)
Computer System/Software (Folder Label)
Copier (Folder Label)
Telephone/Fax/Answering Machine (Folder Label)
Typewriter (Folder Label)
· MATERIAL SAFETY DATA SHEET (Hanging Folder Tab)
Material Safety Data Sheet (Folder Label)
· NEWSLETTERS (Hanging Folder Tab)
Newsletters (Folder Label)
Ø Newletters (Keep three years worth)
Ø POLICE REPORTS(Hanging Folder Tab)
Police Reports(Folder Label)
· REGULATORY AGREEMENT (Hanging Folder Tab)
Regulatory Agreement (Folder Label)
· RENT SCHEDULE/RENT INCREASE (Hanging Folder Tab)
Rent Schedules (Folder Label)
Ø Rent Schedules
Ø Rent Increase Documents
· REPLACEMENT RESERVE (Hanging Folder Tab)
Reserve for Replacement (Folder Label)
Ø Five Year Paint Cycle
Ø Carpet and Vinyl Replacement Schedule
Ø HVAC Replacement Schedule
Ø Refrigerator Replacement Schedule
Ø Hot Water Heater Replacement Schedule
· RESIDENT COUNCILS/ASSOCIATION MATERIALS (Hanging Folder Tab)
Resident Councils/Associations (Folder Label)
Ø Resident Council Representatives Names
Ø Resident Council Meeting Information
Ø Resident Council Request
· WAITING LIST (Hanging Folder Tab)
Waiting List (Folder Label)
Ø Waiting List (NEVER PURGE KEEP GOING)
· WARRANTIES INFORMATION (Hanging Folder Tab)
Hot Water Heaters (Folder Label)
HVAC (Folder Label)
Range (Folder Label)
Refrigerators (Folder Label)
Storm Doors (Folder Label)
Telephone/Fax/Answering Machine (Folder Label)
Windows (Folder Label)
MAINTENANCE FILES
· APARTMENT MAINTENANCE FILES (Hanging Folder Tab)
Apartment Numbers (Folder Labels)
*Each apartment will have a separate maintenance folder, also common areas and preventative maintenance have separate maintenance folders
Ø RIGHT SIDE Copies of completed work orders
Ø LEFT SIDE Will be empty except in preventative maintenance folder. In there you will put the maintenance schedule and checklist on the left side
RESIDENT FILES
When a resident moves in, create a legal manila file folder label as follows:
Apartment Number; Last Name, First Name Initial, Move In Date
For example: A-101 Ford, H. MI XX/XX/XX
The resident file kept on site or at main office must be stored in a fire proof filing cabinet and should contain copies of the forms listed on the properties designated file checklists for both the left and rights sides of resident’s file.
The resident’s original move in paper work goes on the left side of the resident file and is never purged.
The resident’s recertification’s are kept on the right side and the most current three years must be kept in the resident file. All others can be purged as instructed in Chapter 1, Section 6.
PAYABLE FILES
· PAYABLES (Hanging File Folder)
Payables (Folder Label)
January-March Payables (Folder Label)
April-June Payables (Folder Label)
July-September Payables (Folder Label)
October-December Payables (Folder Label)
Copies of all payables and a copy of the un-posted batch report should be filed on a weekly basis.
Each Months payables should be in batch date order starting with the oldest on the bottom and newest on top.
All payables by batch should be in order in the folder as listed on the batch report.
Each Months payables should be separated by a colored sheet of paper
*Payables should be kept for one full year then can be thrown away
RECEIVABLE FILES
· RECEIVABLES (Hanging File Folder)
Receivables (Folder Label)
January-March Receivables (Folder Label)
April-June Receivables (Folder Label)
July-September Receivables (Folder Label)
October-December Receivables (Folder Label)
Copies of all Receivables and a copy of the posted batch report should be filed on a weekly basis.
Each Months Receivables should be in batch date order starting with the oldest on the bottom and newest on top.
All Receivables by batch should be in deposit date order in the folder.
Each Months Receivables should be separated by a colored sheet of paper.
*Receivables should be kept for one full year then can be thrown away
NOTEBOOKS
CONSTRUCTION NOTEBOOK
This should either be a notebook from the contractor or a notebook that you create. It should show all information about the construction of the property. For each replacement item you need to have a make model number, supplier, contact person, address, phone number and a replacement cost.
COPIES OF CONSTRUCTION PLANS AND SPECIFICATIONS
EIV NOTEBOOK
This contains all required EIV reports from the HUD online secure website. This notebook must be stored in a locked fireproof cabinet.
HUD 4350.3 Rev.3
NHE, INC. PROCEDURES MANUAL
NHE, INC. YARDI MANUAL
WAITING LIST NOTEBOOK
This contains waiting list from opening of property going forward with most current applicants on the front page.
Chapter 1, Section 5 Property Office Filing System December 2013
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