Purpose
This procedure contains the instructions for the placing of documents in an orderly manner to ensure that all staff are able to locate them if necessary.

Procedure
Prospective New  Management - Follow Up Folder
•	Hard copy documentation relating to prospective management properties is to be placed:
o	In a ring binder folder 
o	Folder divided into 3 sections: New Listings to Follow Up, Authorities Sent Out and Authorities Signed
o	Details to be entered in the system under Contacts 'Rental Appraisal Follow Up'

Unprocessed or Incomplete Work - Trays/Shelves
To ensure unprocessed work is easily located, when the following  documents are returned/completed they are to be placed in the appropriate tray/shelf for processing at the allocated time.

•	Property Management:
o	Repairs requests
o	General correspondence
o	Prospective Tenancy Applications
o	Bond Claims/Final Inspections
o	Prospective Tenant Inquiry forms
o	Documentation ready for approval &/or signature
o	Invoices to be approved
o	Leases to be signed.
•	Front Office Manager:
o	Registered mail
o	Regular mail
o	Items for collection
o	Letters/documentation to be prepared
o	Database entry
o	Filing.
•	Accounts Manager:
o	Invoices to pay
o	Leases to process
o	Funds transfer forms/Cheque requests.