The team has come up with a structure for file-naming standards that we feel Centerspace will benefit from. The expectation is that over the course of the next year, you and your teams will conform the naming standards of all files in shared spaces using the following formats. The specifications are outlined in the article as well as an attached pdf that can be downloaded to your computer for closer review.
Below you will find a sample of the Folder Matrix that will help identify where to find and place specific files. If additional folders are required, please submit a request using the following Service Request:
Sharepoint - File Management Requests
| LEVEL 1 | LEVEL 2 | LEVEL 3 | DESCRIPTION AND EXPLANATION OF FILES |
| Accounting | |||
| Monthly Financial Reports | Monthly Financial Reports | ||
| Asset Management | |||
| AM Site Visits | Site Visit documentation | ||
| AM Plans | AM Plans | ||
| Contracts | |||
| Alarm Monitoring | |||
| Common Area Cleaning | |||
| Elevator | |||
| Grounds | |||
| Laundry | |||
| Maintenance | |||
| Other | |||
| Pest Control | |||
| Snow | |||
| Telecom, Cable, Data | |||
| Trash Removal | |||
| Turn Services | |||
| Facilities | |||
| CapEx | |||
| Contract & Change Orders | CapEx - Contract and Change Orders-Warranties | ||
| Correspondence | CapEx - Correspondence | ||
| Engineers, Architects, Designs | CapEx - Deisgns and Vendor information | ||
| Scope, RFP & Bidding | CapEx - Scope, RFP, Bids, and Tracking | ||
| Maintenance | Maintenance Logs, Emergency Procedures, MSDS Sheets (Material Safety Data Sheets) | ||
| Finance | |||
| Loan | Loan Documents | Actual loan documents such as loan agreements, mortgages, promissory notes, etc | |
| Loan Due Diligence Materials | Documents prepared or provided to Lender during loan processing | ||
| Loan Compliance Materials | Copies of information provided Lender to fulfill loan obligations. Generally this will be done quarterly or annually depending on the loan | ||
| IT | |||
| Assets | Assets identified at each property, including networking, computers, routers, and other IT equipment | ||
| Passwords | Passwords stored for each site - to prevent issues when there is turnover | ||
| Vendors | IT Vendor contact information | ||
| Marketing | |||
| Market Surveys | Monthly Marketing Surveys | ||
| Marketing Materials | Marketing Materials designed specifically for the site | ||
| Plans and Specs | Building/Construction Plans | ||
| Real Estate Reports | |||
| Acquisition Data | Acquisition due diligence files | ||
| Appraisals-PPAs | Appraisals and other property valuation data | ||
| Environmental | Environmental reports and any property specific environmental items that require regular reports, for example tank tightness testing, watershed maintenance, etc | ||
| O&M Plans | |||
| Phase 1 Report | |||
| PCA Reports | |||
| Real Estate Taxes | |||
| Title and Surveys | Title Policy | Title policy as issued by Title Company when property is acquired or possible updated for financing. | |
| Title Documents (Deeds, Easements, Etc.) | Title documents recorded against the property | ||
| Survey | Property survey | ||
| Site/Redevelopment Plans | Any available planning documents as issued or approved by the City or County related to the development of the property site. | ||
| Zoning Information | Zoning reports as prepared by an outside vendor or letters from government jurisdiction with zoning rights. | ||
| Organizational Documents | |||
| Tax | Tax Statements | Property Tax Statements | |
| Tax Appeals | Information related to property tax petitions and any settlement or refunds | ||
| Licenses and Notices | Annual Rental Licenses | Annual rental license renewals should be save here. | |
| Misc Licenses (Pool, Boiler, Etc) | All miscellaneous licenses. For example some properties may require annual pool or boiler inspections and license renewals | ||
| Property Inspections | Copies of any and all inspections performed by government entities | ||
| Notices | Government notices | ||
| Site Team Documents | Documents and Spreadsheets used by the site teams for day-to-day activities | ||
| Talent & Culture | |||
| OSHA | OSHA reports |