Society document repository app
Every society document in one place with folder-level permissions, versions that do not overwrite each other, and reminders before the insurance lapses.
A society document repository holds every document in one permissioned vault with folder-level access control, version history on each file, automatic expiry reminders for insurance and licences, full-text search, and self-service access for residents to bye-laws and circulars.
Every document findable in ten seconds
Society documents live in three places at once: a steel cupboard in the office, a folder on the outgoing secretary’s laptop, and various WhatsApp threads. The registration certificate, the bye-laws, the conveyance deed, insurance policies, AMC contracts, audited accounts going back years, AGM minutes, NOCs — each exists somewhere, and finding a specific one takes anywhere from ten minutes to never.
The failure has a predictable shape. Documents are duplicated with unclear versions, so nobody is sure which bye-laws are current. Documents with expiry dates lapse unnoticed. And documents residents are entitled to see are only available by asking a committee member, which turns a routine request into a favour.
A repository is not just cloud storage. Storage without permissions means either everything is public or everything requires a request; storage without version history means the amended bye-laws sit next to the superseded ones with no indication which is which; storage without expiry tracking is where insurance policies go to lapse quietly.
- Versions proliferate. Three files named bye-laws-final, and nobody knows which governs.
- Expiries pass unnoticed. An insurance policy that lapsed in March is discovered in September.
- Access depends on a person. A resident entitled to see the accounts has to ask someone for them.
Key capabilities
A vault, controlled access, honest versioning, and reminders for the dates that matter.
Central vault for all society documents
One place for constitutional documents, financial records, contracts, compliance certificates, meeting records and unit documents, organised in a folder structure that starts from what a society actually holds rather than as an empty drive.
Unit-specific documents attach to the unit as well as living in the vault, so a flat’s sale deed and agreements are reachable both from the document tree and from the flat.
Folder-level permissions
Access is set per folder by role. Members can see bye-laws, circulars and audited accounts; the committee sees contracts and correspondence; the treasurer role sees financial working papers; unit documents are visible to the owner of that unit and to nobody else.
Getting unit documents right is the part that matters most for privacy. A sale deed contains personal and financial information, and a repository where any committee member can browse every flat’s deeds is one that will eventually cause a complaint.
Version history on every file
Uploading a new version supersedes the previous one without deleting it. The current version is unambiguous, earlier versions remain retrievable, and each version records who uploaded it and when.
For bye-laws and rules this is essential rather than convenient. When a dispute concerns conduct in 2024, the question is what the rules said in 2024, and only a versioned document can answer it.
Expiry reminders for insurance and licences
Documents with expiry dates — building insurance, lift licences, fire NOC, agency licences, AMC contracts — carry those dates and warn in advance, with the lead time set by the committee.
The ninety-day view across every expiring document is the single most valuable screen in this module. Building insurance that has lapsed is not an administrative oversight; it is an exposure that only becomes visible at the worst moment.
Resident self-service access
Members can find the bye-laws, house rules, circulars, audited accounts and AGM minutes themselves. That is both a service and a reduction in committee workload, since a large share of committee correspondence is people asking for documents.
It also improves governance quietly. Members who can read the accounts and the minutes without asking tend to ask better questions at the AGM.
Full-text search
Search runs across document contents, not just filenames, including scanned documents processed with text recognition. Finding the clause about terrace rights across eleven years of minutes is a query rather than an afternoon.
This is what makes an archive worth keeping. An archive that can only be browsed is one that in practice nobody consults.
How it works
The expiry view is the part that prevents a real loss rather than an inconvenience.
Who it helps
A document vault is judged entirely on whether the right file can be found under pressure.
Works with the rest of KeyMatrix
Documents are not a separate filing system; they attach to the records they belong to. A unit’s sale deed and agreements are on the unit, an AMC contract is on the vendor and the assets it covers, an inspection report is on the inspection, and AGM minutes are on the meeting.
Expiry tracking is shared rather than duplicated. The same reminder engine that warns about an expiring AMC warns about lapsing building insurance and an agency licence about to run out, so the ninety-day view covers everything with a date regardless of which module owns it.
- Unit management. Deeds, agreements and NOCs attach to the flat.
- Vendor management. Contracts, licences and insurance attach to the vendor.
- AGM and governance. Notices, minutes and registers file themselves against the meeting.
- Committee management. Handover packs assemble from documents already in place.