Google Drive - CAM Follow

Google Drive is the W360 cloud server. Within google drive, you see My Drive and Shared Drive.

My drive is your personal working space, similar to a local hard drive. You can organize this space any way you'd like. The items saved here aren't shared with anyone else, however, they will still be kept in the cloud so that you can access them from anywhere.

The Shared Drive is a co-working space between all W360 employees. There is a drive for each association we manage, and within each drive is another folder with the same name. The folder within each drive is because Google Drive will not allow users to save the drive as a favorite. Google Drive will only allow folders to be saved as a favorite. It's recommended to save all of your properties Shared Drive folders as a favorite (starred). To do this, right-click the folder and then click add to Starred.

Starred files can be found by clicking "starred" in the left-hand menu. You can also star documents from my drive or specific files, not just folders.

Each Shared Drive property folder contains many standard subfolders, including:

Annual NFP Reports - Each year, the association is responsible for filing an Annual Report with the Secretary of State. The Transitions Department will handle this filing unless told otherwise by the manager. For more information, see the article Annual Report and Registered Agent. 

Archived Bills - This contains any bills from a previous payment system or management company.

Audits - This contains copies of annual financial audits and tax audits.

Bank statements - Each month, all bank statements are downloaded here.

Budgets - Annual draft and approved budgets are saved here.

Building plans - Plans are saved here if they are available.

Estimates - Use this folder to organize and archive estimates for future reference.

Governing documents - All governing documents, including Declaration and Bylaws, Rules and Regulations, Articles of Incorporation, special rules, amendments, etc. It's essential to keep this folder updated so the sales team can provide the correct information to buyers.

Inspections and reports - Save your walkthrough inspections in this folder for future reference.

Insurance - This contains all renewal paperwork, insurance declarations, policies, and audits.

Leases - This is where the leasing team will save copies of tenant leases as part of the tenant approval process. For more information, check out our article Leasing - CAM.

Legal - Save any attorney options or litigation paperwork here.

Loans - Save any loan paperwork and payment tracking here.

Maintenance contracts - This contains executed contracts for board-approved work.

Management - The W360 management agreement is stored here.

Meetings - Save all meeting material, including agendas, meeting books, upcoming meeting schedules, etc., here.

Memos - Use this folder to archive building-specific templates for notices posted at the building. If similar work is done in the future, use the old memo as a starting point.

Miscellaneous - This is for anything miscellaneous that doesn't fit into another folder.

Monthly statements - This is where accounting will save the monthly financial packet, which includes reconciled bank accounts and financial statements.

Photos - Save any property photos here for future reference.

Projects - Capex planning or documentation regarding more extensive projects is saved in this folder.

Property tax appeals - These appeals take several years to complete, so documents should be saved here for easy use.

Sales - The sales team will use this folder when completing the 22.1 and PAL. For more information, see the article Sales - CAM.

Special assessment - Spreadsheets regarding special assessments and the approved board resolution should be saved here. This is very important for the sales team to provide correct information to potential buyers.

Tax return - This space is for the annual tax return.

Transition documents - If there are turnover files from previous management, they are kept here.

Unit files - This is for any specific files for a unit, such as violations.

You can also create a file with the "new" button in the top left.

There are several other pre-set views found in the left-hand menu.

Shared with me is any file someone else has shared with you in the previous months.

Recent is any file that you have opened recently.

Trash is any file you deleted within the past 30 days.

Priority is Google's suggestions based on recent work.

Important
Change your layout from grid view to list view to see files in a more traditional format.

The search bar is important for finding items in the drive. You need to use the option "search within drive" to narrow the folder you want to search within. To do this, click the arrow on the right side of the folder name, and select the option to "Search within folder."