Measures for the administration of property files and administrative files of property companies

A, property management company archives management regulations:

1. It is stipulated that the supervisor (including the acting supervisor) of the property management company is responsible for the supervision and custody of the company's property project files, and the clerk is responsible for the filing and annotation of full-time documents.

2. The property management company's acceptance files, floor plans, owner and tenant information, management system, contracts and accessories, equipment and facilities and maintenance system, financial reports, employee personnel information and other files require centralized archiving, and filing cabinets require locking. No one can use them without the permission of the supervisor.

3. The archives of the property management company must be filed according to the requirements of the company, so that drawings are put into bags, documents are put into folders, report documents are indexed, and archived documents have a list of archived documents and a numbered directory.

4. The property management company file directory and filing list shall be submitted to the company for filing every quarter.

5. The archives of the property management company shall be handed over to the company or its successor when the former supervisor is transferred or appointed, and can only leave after confirmation.

6. The files of the property management company that need to be used frequently should be copied and backed up, and the original files should not be used at will.

7. Borrowing and copying some files due to work needs must be confirmed by the supervisor in writing. If there is any violation, it will be treated as a leak.

8. The company will regularly check the implementation of the requirements mentioned in the above clauses, and will take appropriate sanctions against those responsible for custody who do not meet the requirements.

9. If the archives of the property management company are lost or leaked due to improper storage, which has a significant impact on the property management company and damages the interests of the property management company, the company will investigate the responsibilities of the parties according to the seriousness of the case and reserve the right to investigate their legal responsibilities.

Second, the property management company management confidentiality provisions:

1. The internal information of the company and the property management company, the personal information of the owner, the user and the staff of the property management office, as well as the mailing address, contact telephone number, purchase/lease contract and amount, special terms, the internal situation of the property management company and the company, and the personal information of the owner and user contained therein, all belong to the scope of work confidentiality.

2. The data of the owners, users and employees are stored in the filing cabinet of the office, and the person in charge is responsible for marking and filing, which is reviewed weekly by the person in charge of the property management company, and other staff members are prohibited from consulting without permission.

3. The spare key of the filing cabinet of the property management office of the property management company shall be kept by the supervisor. When the supervisor and the secretary need to ask for leave, the designated authorized person may perform the above affairs on their behalf.

4. The contact numbers, personal contact numbers and employee addresses of the owners and business households placed in the office, monitoring center and reception desk in the lobby should be hidden, and shall not be posted in conspicuous places or disclosed.

5. All kinds of rules, regulations and work instructions of the property management company formulated by the company are kept by the property management office, and can be borrowed by people above the senior administrator level (borrowing procedures must be handled) for one week at a time. The purpose of borrowing is to guide staff training, and any form of plagiarism and copying is strictly prohibited.

6. All kinds of notices issued should be limited in time and withdrawn after expiration.

7. Employees should have the legal awareness of protecting others' privacy rights, keep secrets for the company and the owners on their own initiative, resolutely refuse any abnormal snooping behavior, and report to the company.

8. If employees improperly implement the confidentiality provisions, resulting in adverse infringement of the interests of employees of the company, owners, business households or management, the company will severely punish them according to the relevant provisions of the Staff Code, and all legal responsibilities arising therefrom shall be borne by the parties concerned.

3. Property management company files:

1, property management company acceptance document:

1) civil engineering and equipment installation completion data (drawings and equipment data);

2) Acceptance documents of quality inspection, fire control, labor bureau, public security and audio-visual management departments of facilities and equipment;

3) Mechanical and electrical equipment maintenance contract;

4) Acceptance records of facilities and equipment in public * * * areas (management company);

5) Handover records of facilities and equipment in public areas (developers, contractors and management companies);

6) Acceptance and handover records of the unit (contractor, owner and management company);

2, the property management company secondary decoration documents:

1) The secondary decoration scheme and approval procedures of the user unit;

2) Supervision and inspection data during the second renovation of the management office;

3. Business information:

1) professional record;

2) Owner (tenant) registration (including name, unit number, contact person, building area, handover form, occupancy time or lease term, etc.). );

4, property management company management text preparation:

1) management contract, management convention, user manual, etc. Should be bound into a unified book;

2) Various management rules and regulations and decoration regulations of the property management company;

3) Management subcontract of property management company;

5, property management company equipment maintenance category:

1) Various facilities and equipment shall have special maintenance systems and emergency measures;

2) Various facilities and equipment have independent maintenance files and daily inspection and maintenance records;

3) Main parts such as power distribution room, monitoring center and elevator machine room. There should be work diaries, shift change records, patrol records and personnel entry and exit records;

4) The Property Management Office has the user's maintenance warranty, and there should be a return visit record after maintenance;

6, property management company facilities and equipment testing:

1) The power transformation and distribution room shall have records of regular electrical test reports from the power supply department;

2) The elevator shall have the certificate of the labor department and the annual inspection report;

3) The domestic water tank should be cleaned regularly and recorded. After cleaning, there should be a water quality test report from the health department, and the cleaning work should have a valid physical examination certificate;

4) The lightning protection system shall have regular inspection reports;

5) There should be regular settlement test reports;

6) Fire pumps and pipelines should have regular debugging and water change records, and smoke temperature probes should have regular detection records;

7) Inspection records of other facilities and equipment;

7, property management company property management operation class:

1) official documents shall be printed by computer, and the specified computer document number and filing directory shall be recorded;

2) Collection of management fees of property management companies

3) Financial report of management fee of property management company

4) The operation report of the property management office of the property management company;

Minutes of meetings of property management office of property management company (including internal meetings and meetings with developers or owners' committees)

* property management company property management office on duty record

* Safety duty record

* equipment on duty and inspection records

:: Managing workplans and reports

* Engineering equipment management plan and report

* Communication between property management offices of property management companies.

* user maintenance and complaint handling records

* Records of the contractor's repair or maintenance work.

……

See the property management network for details.

/gywygl