When to use Document Vault
Use Document Vault for official society records that members or auditors may need to reference — not for day-to-day chat, ticket photos, or informal announcements (use notices or helpdesk for those).
After every AGM or committee meeting
Publish signed minutes (category: minutes) once the body approves them. Pair with a notice linking to Documents so members know the record is available.
When bye-laws or MOA are amended
Upload the registered byelaws text after a poll or AGM resolution passes. Residents should always find the current version, not an old WhatsApp PDF.
Annual audit and financial summaries
Treasurer uploads financials — audited statements, budget papers, or summary reports members are entitled to see. Keep draft working files admins_only until the committee approves release.
Resolutions and election outcomes
Store formal resolutions, election declarations, and related certificates beside your GBE records.
Vendor contracts and insurance
Contracts (AMC, lift, security) and insurance policies are often needed during disputes or claims. Admins_only until the committee decides members should have copies.
SOPs and office procedures
Gate passes, visitor rules, renovation guidelines — category sop — give residents a single reference instead of re-asking the manager.
Before handover to a new committee
Upload the complete set (minutes, financials, bye-laws, key contracts) so incoming office-bearers inherit continuity, not a blank drive.