The Strata's official data should reside in a single Google Shared Drive (formerly Team Drive) to ensure ownership is tied to the corporation, not an individual's account.
The top level should be simple, intuitive, and map directly to key governance functions:
π 01 - GOVERNANCE & MINUTES
Council decisions, meeting records, and official documents.
High Sensitivity (Council/Manager only)
π 02 - BYLAWS & PUBLIC RECORDS
The core regulatory and public-facing documents.
Medium Sensitivity (Read-Only access for Owners)
π 03 - FINANCIALS & BUDGET
All accounting and financial records.
High Sensitivity (Council/Treasurer/Manager only)
π 04 - CONTRACTS & VENDOR MANAGEMENT
Records of agreements, tenders, and service providers.
High Sensitivity (Council/Manager only)
π 05 - MAINTENANCE & PROJECTS
Tracking repairs, capital plans, and maintenance history.
Medium Sensitivity (Council/Manager/Maintenance)
π 06 - OWNER & UNIT FILES
Records specific to individual units/owners (e.g., alteration forms).
Critical/Secure Sensitivity (Manager/Secretary only)
The goal of the sub-folders is to enforce mandatory filing discipline:
π 01 - GOVERNANCE & MINUTES
π 01.1 - Council Minutes (by Year)
π 01.2 - AGM & SGM Minutes (by Year)
π 01.3 - Resolutions
π 01.4 - Council Correspondence
π 02 - BYLAWS & PUBLIC RECORDS
π 02.1 - Current Bylaws
π 02.2 - Rules & Regulations
π 02.3 - Forms & Templates
π 02.4 - Insurance Certificates
π 03 - FINANCIALS & BUDGET
π 03.1 - Financial Statements (by Year)
π 03.2 - Annual Budgets (by Year)
π 03.3 - Invoices (Current Year)
π 03.4 - Audit Reports
π 05 - MAINTENANCE & PROJECTS
π 05.1 - Capital Plan
π 05.2 - Major Project Files
π 05.3 - Warranty & Service Records
π 05.4 - Reserve Fund Study
π 06 - OWNER & UNIT FILES
π 06.1 - Alteration Requests
π 06.2 - Complaint Files
π 06.3 - Key/Fob Records
π 06.4 - Lease/Tenant Files