Practical management points of property management personnel: collection and arrangement of files

(1) Collection and arrangement of archives during property inspection.

1. Characteristics of property management file collection during property acceptance inspection

(1) The collection period is relatively concentrated, generally concentrated in the stage of undertaking property inspection, which is carried out at the same time as the inspection;

(2) Archives collection has high technical requirements and covers a wide range, which is an important test for the technical strength of property service enterprises. Incomplete collection or omission will have a long-term impact on future property management.

2. The collection scope of property management files during the inspection.

The scope of file collection during property inspection is relatively clear, mainly including ownership data files, technical data files and acceptance documents files. The object of file collection is relatively single, mainly the construction unit.

During the property inspection, the contents of archives collection are mainly the ownership, technology and acceptance documents of the property and its ancillary facilities and equipment, which are generally called property basic data archives.

example

1. The objects of file collection during property inspection are relatively simple, mainly including: (b)

A, the construction unit b, the construction unit

C, supervision unit D, owner or property user

2. The files compiled during the property inspection are () files, which are relatively important and generally need to be preserved for a long time. (3)

A, property key information b, property service enterprise information c, basic property information d, customer information

(2) Collection and arrangement of archives during the use of the property.

1. Characteristics of property management file collection during property occupancy

During the period of occupancy, the collection of property management files focuses on property owners (or property users), that is, the main service objects in the future. The scope of archival data collection is the collection of owner files and related files.

(1) At this stage, files are collected from the clients of property management-owners and property users;

(2) At present, the scope of file collection is the ownership files and personal data of property owners and property users.

2. Methods and procedures for collecting property management files during the use of the property.

When receiving the owners and property users, we should also organize the necessary preparations for file collection:

(1) Set up a working group for file collection and arrangement, which is responsible for file collection and arrangement;

(2) The task force is divided into owner's ownership information and personal data files of owners and property users, and the collection scope, relevant forms and collection procedures of each file are determined.

Ownership information generally includes: real estate license, copy of purchase contract, etc. Personal data generally include: copies of ID card and household registration book, contact information, etc.

The above materials shall be checked with the original, and the copies after checking the original shall be kept as files. After the files are collected, they should be sorted and filed in time.

(3) The collection and arrangement of files during the daily property management.

1, collection range

The archives during daily property management mainly include: property operation records, property maintenance records, property service records, and administrative records of property service enterprises.

(1) The collection scope of property operation records includes: building operation records and facilities and equipment operation records.

(2) The collection scope of property maintenance records includes: building maintenance records and equipment and facilities maintenance records.

(3) The collection scope of property service records and files includes: residential area and facilities cleaning service records, residential area safety inspection records, residential area owner decoration management service records, residential area value-added service records, club service records, community activities records and service and complaint management records.

2. Collection time

Once the relevant documents are implemented, they should be collected in time. Generally, it can be collected and filed by relevant business departments and handed over to the archives room every month, every quarter or the first half of each year. The specific handover regulations can be decided by the enterprise according to its own situation, but generally it does not exceed 1 year, except that some documents need to be handled in the new year or on some special carriers. Completed documents cannot be kept by the undertaking department or individual, and must be handed over to the archives department.

3, after the collection of finishing work

The administrative department or business department continuously collects, centralizes and systematically accumulates documents that need to be filed in daily business processing. The documents accumulated under each clause have laid a preliminary foundation for filing. After a year's work, we must further systematically sort out and catalogue on the basis of usual filing. According to the different situation of the enterprise, the sorting work can be completed by the business department before the file is handed over, or by the archives room after the file is handed over.

Files that have been filed should be adjusted. Check whether the files in the volume are complete, whether the files are closely related, whether the importance and preservation value of the files are basically the same, and whether there are duplicate files. , and make necessary adjustments to the files in the volume.