The
useful tips on managing policy documents
The techniques to manage policy documents
can be really challenging for the companies who have got several clients and
all are long term clients. The key is to thoroughly understand what the major
categories are and how you will effectively collect them in order to avoid any
problem. Further to the above, the purpose of the information is very crucial
as well.
In general, the concerned
manager should not merely manage or hold the investor information and the organizational
information. This should be very well maintained by the secretary of the entity
as well. This is effectively managed and properly discussed as part of the
investor communication. The company information and the investor information of
the policy holder must be readily available for the purpose of tax processing
and if the manager completes this, the information should be provided to
complete this overall activity. Related to this, the concerned manager should
have all the past completed taxes, the loan settlement documents, the purchase
and settlement documents, and the loan documents if the manager prepares the
tax sheet to be payable. If the designated manager turns over to the tax
preparation information to the principal for the tax preparation then, none
should be maintained by the property.
The resident
information should be properly considered to be confidential, kept in an absolutely
locked file cabinet and behind a locked door as well. The resident information
should be properly maintained as a separate folder per unit to avoid any
confusion. The folder should necessarily include all the initial applications,
the properly copies of all the late notices, copies of all the
various policy violation notices, copies of all the rate change notes, copies
of any of the messages received, and the necessary envelopes from all the mailed
correspondence that were received over the due course of time. This particular information
is the necessary information that you will probably need and should there be a
requirement for the legal action at any point in time in the future. A log of
the telephone conversations is also an added bonus and can be really valuable
as well.
The employee files
should include the I9s, W4s, exact position description, the performance
reviews, W2s, and the copies of the pay stubs. This necessary information
should be well kept under the locked file and behind a locked door as are the
resident files.
The vendor
information with today's reduced 1099 threshold should routinely include the
respective company name, the detailed contact information, the main contact,
and the tax identification number. The invoices can be properly maintained
separately in the various bills which are received and the bills paid folder
assuming the overall transaction ledger or the general ledger is very much
accurate and complete.
A completely separate
file should be preferably maintained of the active recurring or the ongoing
contracts and a separate file of the past contracts that are not in the effect
any more. Files should be maintained as current always at the close of each
operating week. Following the above guidelines may help a company manage the
policy documents in an effective manner.
