Property document management
Property documents, kept with the property they belong to.
Certificates, warranties, manuals, invoices and plans tend to end up in inboxes, shared folders and phones. MyPropertyRecord keeps them against the property, and against the room, item or piece of work they relate to.
One property, one set of documents
- Filed against the property
- Linked to rooms, items and work
- Categorised, with a clear title
Private by default
- Private storage, not public links
- Access follows property permissions
- Mark a document private if it should not pass on
The basics
What is property document management?
It is keeping the paperwork that belongs to a building in one organised place, so you can find the right document when a service comes round, a repair goes wrong, a tenant or contractor asks, or the property changes hands. For most owners that means a handful of document types, over many years.
Certificates and reports
Electrical, gas, fire and energy certificates, and inspection or survey reports.
Warranties and manuals
Warranty paperwork and operating instructions, next to the equipment they belong to.
Invoices and receipts
What was paid for, by whom and when, filed with the work it relates to.
Plans and drawings
Floor plans, drawings and installation records for the building and its systems.
Planning and building control
Paperwork for alterations and extensions.
Insurance and photos
Policy documents, and photos of the property or of work before and after.
Compared with cloud storage
Why not just use a shared folder?
A folder holds files. A property record holds files in context. Cloud storage is a good general-purpose tool; the difference here is that every document sits inside the structure of the property.
Filed against the property
Each document belongs to a property, so a landlord or manager with several properties does not mix their paperwork.
Linked to what it concerns
Link a document to a room, an item of equipment or a piece of work, so it appears where you would look for it.
Categorised and searchable
Choose a category such as gas, fire, warranty or invoice, and search by title, file name or category across the properties you can access.
Part of the history
Documents sit beside the work history and recurring maintenance, so the evidence is one step from the entry.
What you can do
Upload, organise and find property documents
Upload
Add PDF, JPEG, PNG or WebP files of up to 10 MB each, stored privately.
Organise
Give each document a clear title and category, and link it to a room, an item or work.
Search
Find a document by title, file name or category without opening each property.
Keep private what should stay private
Mark a document private so it is not passed on to a new owner if the property is transferred.
Attach evidence
On Commercial and mixed-use properties, link stored documents as evidence on a compliance requirement record or a renewal.
Let contractors add paperwork
On paid plans, a contractor you invite with write access can upload documents in the rooms and items you give them.
Storage capacity is part of each plan and can be added to as your records grow. See pricing for the plans.
Who it is for
Document records for homes, rentals and commercial property
Homeowners
Keep warranties, manuals, certificates and receipts for your home in one place. MyPropertyRecord for homeowners.
Landlords
Keep each rental property’s certificates, invoices and reports separate and findable. Landlords and investors.
Commercial property
Hold equipment documents, service reports and compliance evidence against the site and its assets. Commercial property.
Several properties
Across a portfolio
Each property keeps its own record, with its own documents, and every property has its own Residential or Commercial plan. If you manage several, the Property Management Hub adds an optional organisation view across linked property records, and its Company Record holds the organisation’s own documents. The Hub is billed separately from property plans, and does not include them.
For what to keep and how, the guides on commercial building documents and the property compliance register go into more detail. For a simple method that works at any size, see how to organise property documents and records.
Product boundary
What it is, and what it is not
MyPropertyRecord is a record of a property and the work done to it, and documents are part of that record. It is not a general file store or an enterprise document-management system. It holds the files you upload; it does not read, verify or interpret them, and it does not say which documents a property needs. Keeping a document in the record does not determine whether a property meets any legal requirement. See all features.
Questions
Property document management: common questions
What file types can I upload?
PDF, JPEG, PNG and WebP files, up to 10 MB each.
Are my documents private?
Files are kept in private storage, not in a publicly accessible location. People see a property’s documents only if they have been given access to that property.
What happens to documents if I sell or transfer a property?
The non-private documents stay with the property record. Documents you marked private and uploaded before the transfer are not passed on to the new owner.
Can I link a document to a particular room or item?
Yes. A document can be linked to a room, an item of equipment or a piece of work, as well as to the property.
Ready to get started?
Start with one property’s documents.
Add a property, upload what you have and build the record over time.