It's the systematic creation, organization, control, preservation, maintenance, use, transmission, and appropriate disposal of all records necessary for administration of the society and of the housing portfolio.
A record is any medium (e.g. paper, magnetic disk, electronic file, construction drawing, photograph, audio tape or videotape) that holds information.
It includes:
- The society's corporate records
- Legal records (e.g. operating agreement, mortgage, insurance, contracts)
- As-built construction drawings, warranties, and manuals
- Policy and procedures manual(s)
- Copies of statutes, regulations, guides
- Accounting and purchasing files
- Budget files
- Confidential applicant and tenant files
- Confidential personnel files
- Detailed maintenance files
- Surveillance camera videotapes.
Best practices in this category help you:
- Comply with statutory and contractual legal requirements for reporting and recording information
- Safeguard valuable records and dispose of records that are no longer needed
- Make efficient use of the information you have (or should have) for proper administration of your housing portfolio
- Ensure everyone (directors, staff, volunteers) has all the information they need to fulfill their responsibilities
- Apply best practices in every other category of housing portfolio management
- Stay calm and organized in an often-hectic property management environment.
You can…
- Test your society's best practices in Records.
- Check out the Best Practices and Resources for Records.