How to file property management documents?

Various forms of documents and materials that reflect the property status, changes of owners and tenants, and the management, service and business activities of the property management department formed by the grass-roots property management office in their daily work are taken as the filing scope of property files. The documents being processed or temporarily not processed and the unfinished documents and materials of the project do not belong to the filing scope.

According to the collected and accumulated property documents, they are classified as follows:

(1) property inspection: A document that comprehensively reflects the natural conditions and ownership status of all property units. Including the number of buildings, households, area, structure, damage, ownership of property rights, nature of use and other documents;

(2) Property maintenance information is a series of documents and materials produced by various units in the property during the maintenance process. Including the maintenance application form, project budget and final accounts, bill of materials, construction drawings and acceptance certification materials within the scope of the company, and the maintenance and overhaul materials within the scope of the company are included in the capital construction files.

(3) property leasing data, the original vouchers and data formed when the property management department carried out the leasing business. Including lease approval form, lease contract, rent calculation form, rent payment form, identification materials of both parties to the lease, and property rights certification materials of the leased house;

(four) the information of the owners and tenants, and the documents and materials reflecting the specific conditions of the owners and tenants of each unit in the property. Including the house handover form, the house acceptance handover form, the household occupancy contract, the copy of the owner's ID card, the user registration card (form), the house decoration declaration form, and the certification registration form.

(5) Engineering technical files (including property rights): planning drawings, project approvals, land use approvals/building permits, investment permits, commencement permits/demolition and resettlement materials/completion site plans/geological survey reports, commencement reports, completion reports, reports on the blue prints.the design/engineering contracts, project budget and final accounts/engineering design change notices/completion drawings (single buildings, structures and concealed works completion drawings, fire protection) Certificate of completion acceptance of house fire protection and gas/quality guarantee of main materials, signing certificate of new materials and purchased parts/inspection certificate of water, electricity, fire protection and other equipment and technical data/pressure test report of mortar and concrete test block/greening project completion drawing; List of all kinds of houses/list of property rights or cost accounting of houses for sale/list of public facilities, equipment and public places; Completion date/property right information/other engineering and technical information of public facilities and equipment in unfinished houses and public places.

(6) Service files: Service files can generally be subdivided into commercial service files, decoration files, maintenance files, public security traffic management files, equipment and facilities management files, greening and cleaning management files, community culture files and other materials.

(7) Owner's and household's service files: the statistical results of the opinion survey of business households; Business reception records; Records of complaints and handling of business households; Return visit record/decoration file: application form for secondary decoration, decoration responsibility book; Construction enterprise qualification certificate and decoration personnel registration form; Interior decoration design scheme; Decoration completion drawing/maintenance file: maintenance application record and check-out record; Maintenance scheduling table; Inspection records of public facilities/public security traffic management files: inspection records, handover records, duty records and patrol routes; Daily sampling records, post inspection records, CCTV monitoring system video; Entry and exit records and emergency handling records; Vehicle management records, vehicle details, etc. /Equipment and facilities management file: public equipment and facilities maintenance plan; Maintenance records of public facilities; Mechanical and electrical equipment operation and inspection records; Equipment subcontractor information; Public equipment and facilities ledger and update records/greening and cleaning management files, cleaning class inspection records and weekly inspection records; Greening work records and inspection records; Disinfection, pest control records, greening pest inspection records, etc. ; Community cultural archives: record the concept of community cultural creation, organization activity plan and implementation/pictures of community cultural activities, etc. Media reports; Cultural activity places, facilities ledger and use records, etc. (The documents and materials initially formed above are not included in the archives if they are determined to have no reference value or use value. )

(8) Other management files: some official, administrative and instructive management documents formed in the daily work of property management. ① Administrative documents: financial documents; Personnel management records and documents; Documents of government departments; Internal management rules and regulations, notices, reports and other documents; ② Management guidance document: quality manual; Program documents (quality); Environmental handbook; Program documents (environment); Operation files, etc. ; (3) Relevant information of the industry committee: the preparation and establishment documents of the industry committee of the subordinate management office and the operation documents after the establishment of the industry committee.