Document management
Agreements on the tenancy, certificates on the property, ID on the person — expiry-aware, permission-scoped and retained (or erased) on GDPR schedules you control.
What changes
documents living only in someone’s inbox or a shared drive folder
of expiring documents (certs, ID, licences) on a tracked renewal cycle
retention and erasure schedules applied automatically, with an audit log
The property file: agreements, certificates and inventories — versioned and expiry-aware.
What’s inside
Documents attach to the entity they describe.
Storage is trivial; governance is the feature.
Document management shares the same record as every other module — no exports, no re-typing.
Questions
Each document category carries a retention schedule. When a tenancy ends, the clock starts; when it lapses, personal data is erased automatically and the erasure is logged — evidence for your ICO accountability duty.
Only what is shared to their portal, scoped per audience: a landlord sees certificates and statements for their properties; a tenant sees their agreement and their own documents. Nothing leaks across.
PDFs, images (photos of meters, inventories, completed works), and office documents — with size limits suited to full inventories and floor plans.
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