Organising commercial property compliance evidence

Organise evidence around the property

A shared drive can hold documents but rarely explains their relationship to the property, requirement, review date or responsible team. Connect each item to the enduring property record and retain its source.

Use honest evidence states

The system should distinguish current evidence from evidence that is missing, expired, superseded, conflicting or unable to be determined.

• Current: the organisation has a dated record it treats as current.
• Requires review: a person must assess the evidence or date.
• Missing: expected evidence has not been supplied.
• Superseded: a newer record exists but history is retained.
• Unable to determine: the available information is insufficient.

Keep responsibility visible

Software can organise records and highlight attention. It should not claim that a property is legally compliant simply because a folder appears complete. Professional and legal review remain with the responsible people.