Filing System Brochure v3

RECORDING & ACCESSING INFORMATION BACKBONE FOR BMAUS BUILDING MANAGERS

PRESENTED BY:

Filing System 2015

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Simplifying IT

WALL CHARTYour wall chart is your quick reference guide. Glance at this to look at folders and categories quickly

PERSONAL INDEXYour personal index is your database of file locations.

T h i s f i l i n g s y s t e m i s d e s i g n e d t o m a k e B u i l d i n g M a n a g e m e n t e a s i e r

f o r y o u .

You’re BMAUS Management team have designed a filing system.

This filing system is easy to use and will be a universal filing system across all buildings.

HOW DOES IT WORK?

Simply, the filing system is a backbone of folders and destinations for files.

Every building has different needs, this system is here only to help you choose where the

A lso i nc l uded

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1000

Bylaws

AFSS Procedures

After Hours Procedure

Monthly Report

Contractor Induction procedure

Contractor list and rates

Handover procedure

Maintenance schedule (Living Doc)

Strata Plan

Works required and completed

Agendas and minutes

Additional reports for EC

LET’S GET STARTEDTHE MOST IMPORTANT THING TO REMEMBER

THE MOST IMPORTANT THING TO REMEMBER

YOUR FILING SYSTEM IS BROKEN DOWN INTO TWO PARTS OFFICE 365 AND ONEDRIVE

CATEGORY 1000 - 365 SHAREPOINT All of category 1000 is your office-365 team site folder. To

access these files you will need to log onto your 365 login and go to team sites.

1000 -365 Share point is the most important part of you filing system as this is the area you and your management utilize the most. The files stored in 365 share point are not stored

on your office computer, instead they are stored on a cloud, and allow access to any of the management team to access

these files at any time.

In the case of an emergency, your management can look up any of the files in this area and deal with most emergencies quickly. Please keep all your Office 365 folders up to date.

Editing documents in 365To open and edit a MS Word or Excel document in 365 you need to

enable “Edit Document”.

You will be asked to choose one of the following MS Word Online

Open in MS Word (this is the offline version)

If you chose the “Open in MS Word” version, you will have all the usual functions of MS Word. To save this document back onto

365, Just use options File/Save from the top left drop down.

If you choose “MS Word Online” you do not have to save the document but your editing tools are limited.

LETS GET STARTED

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2000

Archive

2100 staff reporting

2110 Daily Logs

2120 Monthly Reports

2130 Incident Reports

2140 Tender Presentations

2150 Building inspection report

2160 Additional reports created by BM

2270 Maintenance log

2800 Works Required

LET’S GET STARTEDTHE MOST IMPORTANT THING TO REMEMBER

2000 –- ONEDRIVE

Category 2000

Archive

The archive folder located on your OneDrive is for all older documents that were once stored on Office 365.

Once you have finished with a monthly report and your manager have sent the pdf version to the EC, remove your Microsoft word version to your achieve folder to increase BMAUS shareholder storage. This allows the office 365 to be populated with PDF files and not word or excel files that take a lot more file space.

ARCHIVE

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3000

Head Office

3100 – Training Notes

10011 – Who is responsible?

10012 – BM Handbook

10020 – Staff resources

10022 – BMA Contact list

10025 – Expense Reimbursement form

10026 – Holiday Leave form

T3000 –- ONEDRIVECategory 3000

Head Office

The Head office is for the Building Manager. This is where you as a Manager get to store your company based files for you.

The BMAUS Contact List The holiday leave form Expenses Reimbursements Training notes Monthly Meeting Notes

If there is a company training or correspondence document that you wish to store, this is the place do store it.

HEAD OFFICE

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4000

Contractors Documents

4100 – Contractor details

4110 – Contractors Insurance

4120 - SWIMS

4130 – Certificate of currency

4140 – Contractor licence

4150 – inductions completed

4200 – Contracts and agreements

4300 – Contractor Quotes

4400 – Work Orders

4410 – Work orders created

4420 – Work order Template

4000 –- ONEDRIVECategory 4000

Contractors Documents

The “Contractors Documents” is one of the most important categories of the filing system.

4100 - Contractor Details

Before a contractor comes to work on your site, he must have certain document before he can perform his tasks. As Building Managers it is your role to ask for and save a copy of the documents for your building.

4300 - Contractor Quotes

4400 Work Orders

“Contractor Quotes” and “Work Orders” are another essential part of Building Management.

Save all your quotes from contractors and the work orders created into the 4000 category and you will find them every time.

CONTRACTORS DOCUMENTS

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5000

Certification and

Compliances

Anchor Point Cert

Annual Fire Cert

Backflow Value Cert

Building Insurance

Lift Registration

Occupation Certificate

Pool Certification

Retail Compliance Certifications

Site Risk Report

5200 - Risk Assessment


Certification & Compliance

All buildings require certifications.

Anchor points, Pool certification and many more.

In this area, you will be able to store and recall all certifications quickly

NOTE – During a risk Audit, half of the documentation that you will be asked to provide will be found in this category.

It is essential that Building Managers keep these folders up to date and well organized

CERTIFICATIONS AND COMPLAINCES

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6000

Service

Reports

6100 Fire Engineering

6200 – Mechanical Consultant

6300 – WHS Risk Audits

6400 – Elevators Consultant

6500 – Building Façade

6600 – Hazardous Materials

6700 – Air Conditioning

6800 – Security Consultant Reports

6900 – Pool Reports


Service Reports

Another important aspect of Building Management is recording and storing of all service documents. If you have Building Link, you will also be required to populate your Buildings Library with this same documentation.

The recording and filing of service records is just good business and is expected from the BMAUS Management.

As you can see, we have made the service records filing as simple as possible.

PLEASE NOTE – Every building is different. You may need to add folders for boilers, Lifts, Gates Etc.

Add as many folders as you need to do so for all the services your building receives. Just make sure you are filing the

service documentation into these folders.

SERVICES REPORTS

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7000

Financials

7100 – Invoices

7200 – Strata financial summaries

7300 – Building management budget

7400 – BMAUS Expenses

7500 – Petty Cash


Financials

Every Building Manager receives invoices.

7100 - Invoices

This is the folder where all invoices are stored.

Make folders for each contractor who sends invoices to you and store the invoice.

7400 - BMAUS Expenses

This is the folder that a Building Manager stores all the invoices they incur that are charged back to BMAUS.

7500 -Petty Cash

If you deal with Petty Cash, this is where you would save it.

FINANCIALS

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8000

Defects &

Rectification

8100 – Building Defects

9000

Images & Multimedia

9100 CCTV Footage

9200 Images

CCTV Footage

Incidents Evidence

Defects and Maintenance

9500 Brochures, Logos and documents

Category 8000

Defects and Rectifications

Not Every Building has defects but every building has work rectification from time to time.

In this category, you will store all reports, discussions, designs, orders, and drawings related to those rectifications.

Category 9000

Images

The images are a Building Managers evidence.

The problem with images is they take a lot of room.

If all your images are stored in the one location, this will save the need for multiple copies and reduce the space on your one drive.

DEFECTS AND RECTIFICATION

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10000

Site Documentation

10100 – Building Plans / Schematics

10200 – Forms

10300 – Manuals

10400 – Procedures Emergency

10500 – Procedures Equip

10600 – Templates

10700 – Schedules

10800 – Registers

10900 – Database


Site Documentation

The Most important of the categories.

Every Building Manager requires Forms, Notices, Registers and a Database.

All templates for notices are stored under 10600 Templates

10800 Registers

Registers contain all sorts of Building essentials from Security Fobs and Remotes Building Asset Register Physical Key Register + more

10900 Database

The Building Database contains a register of all the people that live within the building. Your aim as Building Manager is to try to keep as up to date as possible

SITE DOCUMENTATION

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100A

Correspondence

A100 Residents

A200 Retail

A500 Local Authorities

100A –- ONEDRIVECategory 100A

Correspondence

The correspondence area of the filing system is where you would file all interactions with residents, shop

keepers (if you have retail within your building) and local Authorities.

If you need to issue a notice to a resident, you would file it here.

If you receive an application, you would file it here.

CORRESPONDENCE

Filing System Brochure v3

Documents

Transcript of Filing System Brochure v3