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:
📂 1 Governance and Minutes
Council decisions, meeting records, and official documents.
High Sensitivity (Strata-Council, Strata-Manager)
📂 2 Bylaws and Public Records
The core regulatory and public-facing documents.
Medium Sensitivity (Read-Only access for Strata-Owners)
📂 3 Financials and Budget
All accounting and financial records.
High Sensitivity (Strata-Council/Treasurer/Strata-Manager only)
📂 4 Contracts and Vendor Management
Records of agreements, tenders, and service providers.
High Sensitivity (Strata-Council/Strata-Manager only)
📂 5 Maintenance and Projects
Tracking repairs, capital plans, and maintenance history.
Medium Sensitivity (Strata-Council/Strata-Manager/Strata-Maintenance)
📂 6 Owner and Unit
Records specific to individual units/owners (e.g., alteration forms).
Critical/Secure Sensitivity (Strata-Manager/Secretary only)
The goal of the sub-folders is to enforce mandatory filing discipline and is comprised of 9 primary folders, each with 9 sub-folders and a further 9 sub-folders if required for a maximum of 729 folders within the structure:
📂 1 Governance and Minutes
📂 1-1 Council Minutes by Year
📂 1-2 AGM and SGM Minutes by Year
📂 1-3 Resolutions
📂 1-4 Council Correspondence
📂 2 Bylaws and Public Records
📂 2-1 Current Bylaws
📂 2-2 Rules and Regulations
📂 2-3 Forms and Templates
📂 2-4 Insurance Certificates
📂 3 Financials and Budget
📂 3-1 Financial Statements by Year
📂 3-2 Annual Budgets by Year
📂 3-3 Invoices Current Year
📂 3-4 Audit Reports
📂 4 Contracts and Vendor Management
📂 4-1 Contracts by Year
📂 4-2 Vendor Correspondence
📂 4-3 Estimates and Quotations
📂 5 Maintenance and Projects
📂 5-1 Capital Plan
📂 5-2 Major Projects
📂 5-3 Warranty and Service Records
📂 5-4 Reserve Fund Study
📂 6 Owner and Unit
📂 6-1 Alteration Requests
📂 6-2 Complaint Files
📂 6-3 Access
📂 6-4 Lease and Tenant Files
📂 6-4-1 Optional
📂 6-4-2 Optional
📂 6-4-3 Optional
📂 7 Future Use
📂 7-1 Future Use
📂 8 Future Use
📂 8-1 Future Use
📂 9 Future Use
📂 9-1 Future Use