Absolutely. This is a key feature of HelpOurScheme.
The repository is a key component to assist in ensuring continuity in the Community Scheme given that in the normal course, there is turnover of Trustees/Directors, Office Bearers, key Estate Management, Accountants and changes in Managing Agents, and forms a key record of the Community Scheme.
The Repository member section can be used to upload and store documents in two specific ways.
- Community Specific – key documentation that should be retained, which will be prompted by the Tool are:
CSOS/CPIC registration documentation, budgets/levy related documentation, financial records, latest audited accounts, valuations and insurance records, fidelity cover, disciplinary issues and other key records of the specific Community Scheme, minutes of meetings/AGM’s/SGM’s, prevailing Conduct/House rules, minutes of meetings, key supporting documentation, details of owners/residents, 10 year maintenance plan, employee contracts and records, specific correspondence with owners (notices/warnings/levy advices/legal matters/complaints etc), collection issues, key contracts with service providers/contractors, warranties/guarantees, litigation documentation, legal correspondence, risk related documentation, background checks/disclosures by Trustees/Directors etc.
- General- here the Repository can be used for the storage/retention of current general documentation and templates/formats/forms used by the Community Scheme or where relevant, by Managing Agents themselves e.g. incident/fault/maintenance reporting templates, access control forms, visitor approval, pricing schedules, terms and conditions of service etc. The General Repository can also be used to store articles of specific general interest to Trustees/Directors and Estate Management e.g. regulatory changes and compliance requirements.
- Note – Sensitive documents around banking records, bank account details, access codes and signatories should not be stored so as to minimise the potential impact of hacking in these areas.
We will not only retain all your data submissions, such as all assessment results and outputs (for active members) but also the wide variety of documents uploaded to your repository.