> ## Documentation Index
> Fetch the complete documentation index at: https://kb.manage.management/llms.txt
> Use this file to discover all available pages before exploring further.

# Document Management for Directors

> How to organise, upload, and manage building records

## The Document Repository

The Documents workspace is the central filing cabinet for your building. Keeping it up to date makes everything else easier — from AGMs to service charge queries.

## Document categories

| Category | What to store |
| - | - |
| **Legal** | Leases, deeds, notices, legal correspondence |
| **Financial** | Annual accounts, budgets, service charge schedules, invoices |
| **Insurance** | Policies, certificates, claims, renewal documents |
| **Maintenance** | Contracts, inspection reports, warranties, certificates |
| **Admin** | Meeting minutes, agendas, notices, governance records |

## What directors can do

<CardGroup cols={2}>
  <Card title="Upload files" icon="upload">
    Add PDFs, images, and common document formats to the right category
  </Card>

  <Card title="Create custom categories" icon="folder-plus">
    Add extra categories if the defaults do not suit your building
  </Card>

  <Card title="Search and filter" icon="search">
    Find any document by name, category, or tag
  </Card>

  <Card title="Preview and download" icon="eye">
    Open files in the browser or download copies
  </Card>

  <Card title="Rename and retag" icon="tags">
    Keep the repository tidy as records grow
  </Card>

  <Card title="Link to meetings and issues" icon="link">
    Attach documents to meetings, votes, and issues for context
  </Card>
</CardGroup>

## Essential documents to upload first

<Steps>
  <Step title="Leases">
    Upload a copy of each unit's lease or the building's head lease.
  </Step>

  <Step title="Insurance">
    Current building insurance policy and certificate.
  </Step>

  <Step title="Accounts">
    Last three years of annual accounts if available.
  </Step>

  <Step title="Meeting minutes">
    Minutes from the last AGM and any recent board meetings.
  </Step>

  <Step title="Contracts">
    Managing agent agreement, maintenance contracts, and service agreements.
  </Step>
</Steps>

## Upload tips

* Use clear file names: "Insurance\_Certificate\_2025.pdf" not "doc1.pdf"
* Choose the right category so residents can find it later
* Add tags for extra filtering, such as "AGM\_2025" or "Section\_20"
* Replace outdated versions rather than adding duplicates

## Resident access

Residents can view and download most documents but cannot upload, edit, or delete them. This keeps the repository clean and trustworthy.

## Tips

<CardGroup cols={2}>
  <Card title="Upload after every meeting" icon="calendar-check">
    Minutes and agendas are most useful when available within days, not months
  </Card>

  <Card title="Store insurance renewals" icon="shield-check">
    Replace the old certificate immediately after renewal to avoid confusion
  </Card>

  <Card title="Link to issues" icon="link">
    Attach inspection reports and contractor quotes to related maintenance issues
  </Card>

  <Card title="Back up critical files" icon="hard-drive">
    Keep offline copies of leases, deeds, and insurance for safety
  </Card>
</CardGroup>


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