Filing System

2015

PRESENTED BY:

Simplifying IT

Also included

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

PERSONAL
INDEX
Your personal index is
your database of file

This filing system is designed to

make Building Management easier
for you.
Youre 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

1000
Bylaws
AFSS Procedures
After Hours
Procedure
Monthly Report
Contractor
Induction
procedure

LETS GET
LETS GET
STARTED
THE MOST IMPORTANT THING TO

REMEMBER

YOUR FILING SYSTEM IS BROKEN DOWN

INTO TWO PARTS OFFICE 365 AND
ONEDRIVE

CATEGORY 1000 - 365

SHAREPOINT

Contractor list
and rates
Handover
procedure
Maintenance
schedule (Living
Doc)
Strata Plan

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.

Works required
and completed
Agendas and
minutes
Additional
reports for EC

Editing documents in 365

To 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

2000
Archive
2100 staff
reporting

2000 - ONEDRIVE

LETS
GET
ARCHIVE
Category 2000
STARTED
Archive

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

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.

3000

HEAD OFFICE
T3000 - ONEDRIVE

Category 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

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.

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

CONTRACTORS
DOCUMENTS
4000 - ONEDRIVE
Category 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.

CERTIFICATIONS AND
COMPLAINCES

5000

5000 - ONEDRIVE

Certification
and

Category 5000

Compliances
Anchor Point
Cert

Certification & Compliance

All buildings require certifications.

Annual Fire Cert

Backflow Value
Cert
Building
Insurance
Lift Registration
Occupation
Certificate

Anchor points, Pool certification and many

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

Pool Certification
Retail
Compliance
Certifications
Site Risk Report
5200 - Risk
Assessment

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

SERVICES

6000
Service

6000 - ONEDRIVE

Reports

Category 6000

6100 Fire
Engineering
6200
Mechanical
Consultant
6300 WHS Risk
Audits
6400 Elevators
Consultant
6500 Building
Faade
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

7000

FINANCIALS
7000 - ONEDRIVE

Category 7000
Financials
7100 Invoices
7200 Strata
financial
summaries
7300 Building
management
budget
7400 BMAUS
Expenses

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

7500 Petty
Cash

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.

DEFECTS AND RECTIFICATION

8000
Defects &

Category 8000

Rectification
Defects and Rectifications
8100 Building
Defects

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.

9000

Category 9000

Images &
Multimedia

9100 CCTV Footage

Images

The images are a Building Managers evidence.

9200 Images
CCTV Footage

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

Incidents Evidence
Defects and
Maintenance

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.

9500 Brochures, Logos and documents

10000
Site
Documentation
10100
Building
Plans /
Schematics

SITE

10000 - ONEDRIVE

Category 10000
Site Documentation

The Most important of the categories.

10200 Forms
10300
Manuals
10400
Procedures
Emergency
10500
Procedures
Equip
10600
Templates
10700
Schedules
10800
Registers
10900
Database

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

CORRESPONDE

100A - ONEDRIVE
100A
Correspondenc
e
A100
Residents
A200 Retail
A500 Local
Authorities

Category 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.