Building records, compliance, insurance and assets

The Building area separates everyday work from longer-lived records. Use the record that best matches the thing being managed so dates, evidence and responsibility remain useful over several committee handovers.

Choose a record

A repair to progress: use Works.
A larger project with stages and decisions: use Major Works.
An inspection or recurring check: use Compliance.
A policy, renewal or claim: use Insurance.
A shared item with a service or replacement history: use Assets.
Instructions residents need to refer to: use Handbook.

For example, keep a lift in Assets, its inspection evidence in Compliance and a repair job in Works. Use the same clear names and link supporting records where the app offers that option.

Major Works

Use Major Works for larger planned projects and, where applicable, the consultation record. It can hold affected units, estimates, observation deadlines, nominated contractors, decisions, documents and the current stage.

Keep early estimates labelled as estimates. Record the final decision and supporting evidence rather than replacing earlier information, so the history shows how the project developed.

Compliance

Use Compliance for recurring safety or inspection duties. Record the type, responsible person, recurrence basis, last completion, next due date, contractor, risk, certificate status and evidence.

The recurrence and next-action fields exist because a certificate proves the last check, while the due date shows what the association must do next. Upload the evidence to the same record after completion.

Insurance

Use Insurance for durable cover records. Record policy periods, renewal dates, insurer or broker, premium, insured values, excesses, claims procedure, claims notes and a resident-readable summary where useful.

Keep expired cover as history and create or update the current period carefully. A renewal task without the final policy document is not complete evidence.

Assets

Use Assets for shared physical items such as lifts, doors, pumps, alarms or building fabric. Record condition, service provider, maintenance interval, inspection requirements, warranty, expected replacement date and cost.

Asset replacement estimates support long-term fund planning. They are planning figures, not bank balances or committed expenditure.

Handbook

Use the Handbook for stable building guidance residents and future committee members need to find, such as access arrangements, routine procedures and building-specific responsibilities. Attach supporting documents to the relevant section.

A consistent evidence cycle

Record the duty, cover, asset or project.
Assign responsibility and the next date or action.
Attach the document that supports the current status.
Update the record when the work is completed or renewed.
Keep the earlier history available for review.

Our Stairwell organises records and reminders but does not decide the association's legal, safety or insurance duties. Obtain professional advice when the correct requirement or deadline is unclear.