What to Upload to Your Arcsite Portal
& Why It Matters

Imagine Arcsite as the brain of your building: a unified, living archive that records anything from structural history to maintenance schedules. But just like any intelligent system, it can only be as smart as what it contains. In order to use Arcsite to its fullest potential and prevent costly oversights, it’s essential to upload the correct records and keep them up to date.

Here is an at-a-glance reminder of what should be on your portal, and why:

Building Plans and Original Documentation

• Approved building plans
• Structural and engineering certificates
• Occupancy certificates
• Builders’/developers’ handover manuals

These original documents make clear what has been constructed, what has been occupied, and who was to perform the major works. They’re essential when troubleshooting construction issues, quoting for insurance, or handling renovations or disputes.

Compliance and Certification Reports

• Fire safety certificates
• Electrical safety checks
• Pool barrier compliance reports
• Asbestos registers
• Lift servicing compliance
• Building condition and pest inspection reports

Arcsite’s auto-reminders are based on these documents to keep you compliant. Loading them makes your committee never miss an expiry date or legislated requirement, and avoids the threat of fines or liability.

Maintenance Schedules and Records

• Service records for lifts, HVAC, plumbing, and fire systems
• Maintenance plans on a yearly basis
• Builder’s defect registers and rectification schedules
• Quotes, work orders, and work summaries done

Clutter-free maintenance records help committees with advance planning, avoiding the twofold spend, and making smart decisions. It also creates transparency for future purchasers, tenants, and insurers.

Warranty Information and Product Specifications

• Warranties for products like lifts, boilers and intercoms
• Appliance manuals
• Paint, tile, and hardware specifications

Faster access to warranties can save thousands on repairs or replacements. Specifications are crucial for parity repairs and upgrades, especially when the original suppliers fall out of stock.

Meeting Minutes and OC Documentation

• AGM and committee meeting minutes
• Motions passed
• Building rules and bylaws
• Insurance policies and Certificates of Currency

These documents serve as a paper trail that can inform decision-making and create due process.

Diligence. Having them readily available in Arcsite makes it easy to refer to them in a dispute or a committee membership change.

Historical and Incident Records

• Defect or repair photos
• Resident complaints (if any)
• Insurance claims
• Inspection photos (dated and labelled)

Historical records determine trends and enable the tracking of when and how issues arise. They can be extremely useful in insurance claims or contractor disputes, and they mean nobody has to start from scratch each time there is a change in staff.

Updating and filing documents on Arcsite is more than admin work; it’s risk management and future-proofing. A well-kept portal empowers executive committees to make decisions, provide the evidence to support them and the vision to steer clear of unnecessary expenses. It also makes working within teams more efficient, compliance stays current, and audits are less daunting. By having all the information together, organisations can move fast, cut down on miscommunication, and inform all stakeholders. Getting documents under control results in fewer issues down the line and better results overall.