Centralised Document Management & Storage — v1.0.42
Centralised Document Management & Storage
Introduced in: v1.0.42
Block management generates a significant volume of documents over the lifetime of a development — leases, compliance certificates, AGM minutes, contractor invoices, and more. Version 1.0.42 introduces a centralised document repository, purpose-built for Irish residential block management, giving every development and OMC a structured, access-controlled store for all critical records.
Overview
Each development and each Owners' Management Company (OMC) has its own dedicated document repository. Repositories are accessible from within the relevant development or OMC record in the platform. Documents are organised using a folder hierarchy, version-controlled, and can carry expiry dates to support ongoing compliance monitoring.
Supported Document Types
The following document types are supported:
| Category | Examples |
|---|---|
| Legal | Leases, title documents |
| Planning & Building | Planning permissions, building regulations compliance certificates |
| Safety & Insurance | Insurance certificates, fire safety certificates |
| Governance | AGM minutes, management plans |
| Financial | Budgets, contractor invoices |
| Communications | Correspondence |
Documents are not restricted to these categories — the folder hierarchy allows agents to create additional structures suited to their workflows.
Folder Hierarchy
Repositories support a nested folder structure. Agents can create folders and sub-folders to organise documents by type, year, contractor, or any other logical grouping. Folders are shared across all users who have access to the repository, with visibility governed by role-based access rules.
Version Control
When a document is uploaded to a location that already contains a file with the same name or record, the platform creates a new version rather than overwriting the existing file. All previous versions are retained and accessible via the document's version history.
This is particularly useful for documents that are renewed periodically, such as:
- Annual insurance certificates
- Fire safety certificates
- Management plan updates
- Yearly budgets
Expiry Date Tracking
Documents can have an expiry date recorded at the time of upload or at any point afterwards. The platform uses expiry dates to:
- Surface documents that are approaching expiry
- Flag documents that have already expired
- Support compliance reviews by agents and OMC directors
Expiry tracking is especially relevant for time-limited compliance documents such as insurance certificates, fire safety certificates, and building regulations compliance certificates.
Role-Based Access Control
Access to the document repository is determined by the user's role within the platform:
Agents
- Full read and write access across all documents in developments they manage.
- Can create folders, upload documents, add new versions, and set expiry dates.
- Can control which documents are visible to owners.
OMC Directors
- Read and write access to documents associated with their OMC.
- Can upload and manage documents relevant to OMC governance (e.g. AGM minutes, management plans).
Owners
- Read-only access to documents that have been shared with owners by the agent or OMC directors.
- Cannot upload, edit, or delete documents.
Compliance Relevance
The document repository is designed with Irish property legislation and block management compliance requirements in mind. Maintaining up-to-date records of fire safety certificates, building regulations compliance, insurance, and AGM minutes is a core obligation for OMCs under Irish law. Centralising these records within the platform, with expiry tracking and role-appropriate access, supports agents in meeting their compliance obligations on behalf of the OMCs they manage.
Getting Started
- Navigate to a Development or OMC record.
- Select the Documents tab.
- Create folders to organise your document types.
- Upload documents and optionally set an expiry date.
- Manage access by reviewing role assignments for agents, directors, and owners on the development.