File fields
| Field | What to record | Attach |
|---|---|---|
| Unit and building | Number, floor, building, adjacent units | Floor plan reference |
| Report | Date, who reported, how they described it | Resident message or work order |
| Inspection | Date, who inspected, smell character and strength | Photographs |
| Suspected source | Material or system believed responsible | Evidence photos |
| Action | What was done, by whom and when | Receipts or work orders |
| Recheck | Date, hour and result | Notes and photographs |
Photographs worth taking
- The room as found, before anything is moved.
- Stains or discoloration, with something for scale.
- The air handler filter and condensate pan.
- Lifted carpet corners showing backing and cushion.
- Drain traps and floor drains, with and without water.
- The same view after the work, taken in similar light.
Keeping the file current
Open it at the first report
Create the file when the first complaint arrives, even if the cause seems obvious.
Add entries the same day
Short dated notes written promptly are more useful than summaries written later.
Link related units
Note neighboring and stacked units, since a source may affect several.
Close with a recheck
Record the date and hour of the recheck and who confirmed the result.
Why a file helps beyond one unit
A file for one unit is useful, but files across a community are more useful still. Looking across them can show that complaints cluster in a certain building, on a certain floor, or in the weeks after a heavy rain. Those patterns point to building-level causes such as a shared chase or a roof leak, which no single-unit fix would solve.
Files also help when staff change. Someone new to the property can read what happened last time, avoid repeating a treatment that did not work and move straight to the next likely cause. Keeping the language factual and the photographs dated makes the file readable by people who were not there.
Resident privacy matters. Record conditions and actions rather than personal details, and store the files where only the people who need them can see them.
Treat the file as a conversation across time between people who may never meet. A well-kept entry from last year can save a day of searching this year, and a missing one can send a team down the same path again.
Common questions
How long should a file be kept?
Many communities keep it at least for the period their records policy requires, and longer for units with a repeat history. Check the policy that applies to your community.
Can the file be digital?
Yes. A shared folder or the work-order system works, provided photographs are dated and entries can be found by unit.
General information for Centennial, not a quote or professional advice. In an emergency, call 911.