Document Lifecycle

1. Document Creation

• Description: The initial stage where the document is drafted based on requirements, standards, or project needs.
• Key Activities:
  • Define the purpose and scope of the document.
  • Assign document owner or author.
  • Draft content according to set guidelines and format.
• Responsible Parties: Document Author, Document administrator.
• Tools Used: Word Processor (e.g., Google Docs, Microsoft Word), Templates.

 

2. Review & Approval

• Description: After drafting, the document is reviewed for accuracy, completeness, and compliance with policies.
• Key Activities:
  • Review content for accuracy, consistency, and relevancy.
  • Ensure compliance with federal, state, and local laws (e.g., Fair Housing laws, landlord-tenant laws).
  • Gather feedback and implement necessary changes.
  • Obtain formal approval.
• Responsible Parties: Reviewers (State Lawyers, CMs, Doc Manager), Approvers (RPM, VP).
• Tools Used: Google Docs (comments and suggestions), Microsoft Word (track changes), Approval workflow systems.

 

3. Secure Storage and Metadata & Label Assignment

• Description: Storing documents in the appropriate folder(s) of the Document Management System with security measures and metadata for easy retrieval.
• Key Activities:
  • Store documents in a predefined folder structure (e.g., by project, department, or compliance type).
  • Label the document with relevant descriptions, keywords, and meta tags (e.g., document type, property name, compliance category).
  • Apply any document-specific identifiers (e.g., tax credit, HUD, project number) for accurate classification and searchability.
• Responsible Parties: Document Administrator, IT Support.
• Tools Used: Document Management Systems (Google Drive, SharePoint, Yardi, RealPage)

4. Document Distribution

• Description: Stored documents are distributed to relevant stakeholders or made accessible as required.
• Key Activities:
  • Assign appropriate role-based access controls and permissions (e.g., view, edit, admin access).
  • Notify relevant parties (teams, departments, etc.).
• Responsible Parties: Document Administrator, IT Support.
• Tools Used: Shared drives, Document/ Property Management Systems.

5. Document Use/Access

• Description: The document is used by authorized personnel for its intended purpose.
• Key Activities:
  • Monitor usage and maintain version control.
• Responsible Parties: Users (team members), Document Administrators.
• Tools Used: Document/ Property Management Systems (Google Drive, SharePoint, Yardi, RealPage).

6. Document Maintenance & Updates

• Description: Regularly updating the document to reflect new information, changes, or corrections.
• Key Activities:
  • Conduct periodic reviews.
  • Modify document content based on feedback, policy changes, or new requirements.
  • Track document versions and maintain a version history.
• Responsible Parties: Document Owner, Reviewers.
• Tools Used: Google Docs, Microsoft Word (track changes), and Version control tools.

7. Document Archiving

• Description: The document is no longer actively used but retained for record-keeping purposes.
• Key Activities:
  • Apply relevant retention policies (e.g., legal or compliance retention periods).
  • Transfer document to archive.
  • Remove access from non-administrative users.
• Responsible Parties: Document Administrator, Compliance team.
• Tools Used: Document Management Systems, Archive Solutions (e.g., Google Vault).

8. Document Disposal

• Description: After meeting the retention policy criteria, the document is safely disposed of.
• Key Activities:
  • Review retention policies to determine disposal eligibility.
  • Ensure secure deletion of digital or physical copies.
  • Maintain records of disposed documents (e.g., for audits or compliance).
• Responsible Parties: Compliance team, IT Support, Legal.

Additional Considerations:

• Version Control: Implement consistent version numbering for each phase of document updates.
• Security & Compliance: Ensure the document follows data security and regulatory compliance standards (e.g., GDPR, HIPAA).
• Ownership & Accountability: Clearly define roles and responsibilities at each stage to maintain accountability.