Start with an amnesty, not a system: gather what exists, wherever it is — email attachments, paper files, the previous agent's portal — without judging its organisation. Most buildings discover they hold more than they feared and less than they need.
Then impose three pieces of structure. Give every document a date and an owner. Separate what is current from what is historical — the 2019 insurance schedule is history, not information. And record the small facts nobody writes down: how charges are apportioned, when the accounting year ends, who the regular contractors are, what was decided about that recurring leak.
Finally, make review a habit with a date attached, because a record that is never reviewed decays silently. This is precisely the shape of Peppercorn One's building record — items with dates, owners, sources and review status — but the discipline matters more than the tool. A building that knows itself can answer anyone, including its own future directors.
Peppercorn One provides administrative tools and guidance to assist with the preparation of management information. It does not provide legal advice. Users remain responsible for reviewing and approving all information before it is issued.