Organizing File on computer under MCST

Organizing your file under a folder.  This is for records keeping and ease of access to all documents when needs arise.

A well structure filing system will make your daily routine easier.  Here is a sample of how an folder can be organized. 

Main Folder-Name of the Estate


Account
ACMV
Circular & Notice
Cleaning
Developer
Encroachment
Facilities
Fire Alarm
Form
Gymnasium
Insurance
Landscape
Letter of Award & Contract
License & Permit
Lifts
M & E
Main Contractor
Maintenance Schedules
MSDS
Painting
Parking
Pest Control
Pets
Roof
Security Agency
Security System
Signage
Subsidiary Proprietor
Swimming Pool & Water Features
Tennis Court
Vending Machine
Water Meter Reading

***Add in necessary holder and sub-folders according the needs of your site

**17 Jan. 2022

Today, records keeping on site should be one of the priority under any management firm.  


*** This document is copyright by Victor MZ Ling

Comments

Post a Comment

Popular posts from this blog

How to deal with car clamping under MCST

Image
How to work with car clamping The clamping of car is usually found under the bylaw in an estate.  It must be pass as bylaw before it can be enforced. Guideline: ·         Follow the Standard Operating Procedure (SOP)/ Key Performance Indicator (KPI) ·         Provide warning before and after clamping ·         Allows appeal for clamping ·         Clamping happy hurts SP relation ·         Only clamp when the car is park where it is causing inconvenience and affecting the whole estate. Example: park in the middle of the road.  Park double parking space.  Something too obvious and irresponsible parking. Additional Note: Clamping appeal should be done by a workgroup setup if it happen frequently and have them submit their recommendation so that it won’...
Read more

Tendering under MCST

Image
Tendering contract with service provider under MCST (another solution) Many estates carry on tendering out job to various vendors in affair of an annual ritual.  There are many reasons behind this episode that play out annually.  Every year, there are new council member and office bearer. Each year, this people feel the needs to outdo the last council and with believe that the new team can do better.  They believe the team will be able to save money, find a better vendor, hire harder working crew and better management.  The thought is noble and encouraging and that is why there will be tender almost every year and in most estates. Guideline: ·         Limit the tender to the minimum. ·         Provide clause to renew the contract ·         Existing vendor know your estate and know the area that need improvement Pro: ·  ...
Read more

What is encroachment under MCST

Image
Anything outside of your unit and not own by the owner is consider encroachment.  It doesn't matter what other neighbor is doing nearby.  Legally, owner is liable when things happened when it is outside and it is encroaching into the common area. Example:  Clothing, Shoes, Rack, Paper, Boxes & etc Fire safety is always a concern with the fire department. Management is responsible when things happen and when it is not properly managed. Management is to give proper warning before removing as courtesy to the residents.  However, once it is remove then it will be the lost of the owner.  There will be no claim available. A check with the floor plan and double confirm with the management will work to clarify. ***this article will be update regularly as it is still work in progress and I welcome comment from other professional.  Disclaimer: All of this articles are based on my personal experiences and...
Read more