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What you should keep in mind about ensuring a smooth builder handover

Paromita Datta
August 12, 2022

Society Management: Checklist for a Smooth Builder Handover

A good beginning always sets the stage for an easier ride in the future. This is why it is important to ensure a smooth handover from the builder after a Management Committee (MC) or Resident Welfare Association (RWA) is formed. It ensures that the daily affairs of the community can be addressed by democratically elected representatives of property owners.

A smooth handover is also important to ensure that the MC or RWA is well organised prior to taking over the challenging task of managing a residential complex. It is critical in ensuring that they have access to all relevant information and documentation. The preparation for the process should ideally start well before the main event so that committee members are well versed about the necessary documentation.

Checklist for the Builder Handover

The management and maintenance of any apartment or residential complex and related amenities are initially handled by the builder. This arrangement continues till an apartment owners’ association or management committee is formed. The builder has to then hand over these responsibilities to this representative body. Other than important documents like Occupancy and NOC Certificate, this also includes leftover money from the corpus of funds to manage the premises. This has to be accompanied by audited accounts of the maintenance fund and interest earned.

Document handover

One of the critical aspects of the handover process is the handing over of key documents. These include:

Occupancy certificate: An occupancy certificate is a proof that the builder has completed the project as per the approved plan and observed all relevant government compliances. The inability to furnish the occupancy certificate should be taken as a red flag as it may mean that the builder is violating building laws.

NOC certificate: The builder has to submit a NOC or No Objection Certificate from pollution, fire safety, electricity, and water authorities to the MC or RWA.

Building and car parking record: This refers to the approved building plan with details of block-wise and floor-wise layout and specifications on fire protection, drainage, sewage, and power. Car parking records should include allocation details.

Other documents: These include original registration documents, audited accounts documents with all tax documents, conveyance of property, insurance papers, contracts with vendors, and all papers related to the handover of the corpus fund. The builder has to hand over invoices, warranties and Annual Maintenance Contracts on assets and equipment like transformers, generators, lifts, and gym equipment. The MC must also ensure that they have the clearance to operate elevators. In addition, get the list of amenities and services along with maintenance and staff schedule. Finally, get the architectural and structural drawings, such as wiring, and plumbing layout.

Transfer of Maintenance and Amenities

One of the contentious issues can be the transfer of maintenance and amenities from the builder to the committee. In many cases, maintenance charges are shrouded in mystery before the takeover as the quantum is disclosed only during the handover. The RWA can set its own schedule and rules for calculating maintenance charges. However, it’s always a good idea to know the builder’s terms for charging maintenance.

Amenities can be another contentious topic, especially where the builders do not follow through with their commitments. Some builders may delay the construction or may fall short in terms of the project quality. All the documentation on the delivery of these projects should be collected and agreed upon at the time of the handover.

Secure Records with ApnaComplex

Once the MC has these documents, their storage is equally important. Ready access to these documents is also critical in carrying out administrative tasks, formulating policies, and when settling disputes or disagreements. As a digital platform, ApnaComplex offers safe and easy access to these records and documents through its Community Wiki feature.

The MC or the RWA can upload all or some of these records on the app, ensuring that every resident can view them when required. This transparency is further supplemented by ApnaComplex’s strong security framework. With ISO/IEC 27001:2013 certification for Information Security Management system, the international standard validates that the platform uses acknowledged processes and best practices to manage the infrastructure that supports and delivers its services.

For more information on our data repository or security measures, get in touch with us at support@apnacomeplex.

ApnaComplex is Now ISO/IEC 27001:2013 Certified: What it Means & Why it Matters

There is little doubt that technology has revolutionised the management of residential communities. Cloud-based computing and automation have paved the way for improved operational efficiency while ensuring tight control on finances. However, these essential tools are not without their drawbacks. Digitally recorded information can be vulnerable to cyber-attacks and data breaches.

For Management Committees (MCs) and Resident Welfare Associations (RWAs) data security is a prime concern when digitising their functions. MCs and RWAs often have to work with sensitive personal information, such as contact numbers and bank details. Hence, their prime concern lies in safeguarding the sanctity of their residents’ data.

With a stellar record of zero data breaches, ApnaComplex has further enhanced its commitment in preserving data with ISO/IEC 27001:2013 Certification for Information Security Management systems. ApnaComplex has always stayed proactive in ensuring data security of its users. As partners in the digital transformation of gated communities, we are conscious of our responsibility to uphold the highest standards in information security to preserve users’ privacy, meet compliance requirements, and maintain control.

What is data privacy?

Data privacy refers to the protection and proper handling of sensitive data including personal and financial information to meet regulatory requirements, protect the confidentiality, and ensure its immutability. Data privacy not only includes protection from internal and external threats, it is also concerned with its access.

For an MC, it is critical that residents’ information is strongly protected against any breach or access from an unauthorised third party. Hence, ApnaComplex is hosted in a Top Tier Data Center that provides a secure server environment. To further protect the data from breaches, we use a 256-bit SSL certificate for every page. So, every piece of data is encrypted.

ApnaComplex NEVER sells or rents contact information, address, or any other personal information to any third party. Moreover, the platform supports role-based access. It means that only users with the appropriate role can see the information on a need-to-know basis.

What is ISO/IEC 27001:2013?

ISO/IEC 27001 is an international standard for managing information security by the International Organization for Standardization (ISO) and the International Electrotechnical Commission (IEC). It validates that the platform uses acknowledged processes and best practices to manage the infrastructure that supports and delivers its services. It recognises that we have implemented the guidelines and general principles for initiating, implementing, maintaining, and improving the management of information security.

What does it mean for ApnaComplex communities?

Managing a residential complex can involve dealing with sensitive personal and financial information. Despite this, RWAs are not covered by strict compliance guidelines that are applicable to businesses. Yet, with residents directly involved in these management bodies, there is an acute awareness of the sanctity of data.

A safe and secure platform is the first requirement when it comes to onboarding residents. It assures residents that their confidential information will remain private and protected from any breaches. This is likely to increase adoption and thus, improve the effectiveness of the app, further improving operational efficiency.

However, the biggest challenge for RWAs and MCs lies in assessing the security protocols of their digital partner. With a high bar for the certification process, ISO/IEC 27001:2013 assures them that ApnaComplex has met the requirements for intensive documentation, detailed risk assessment, audits, training, managerial review, and other key documentation.

What does it mean for ApnaComplex?

For ApnaComplex ISO/IEC 27001:2013 certification stands for an important milestone. It recognises our effort to follow best practices when handling and storing data. As a company that considers data protection as one of its core components, this international standard helps to position ourselves as an ideal digital partner with an organisation-wide dedication to security. It upholds our commitment to formulate, implement, and control trust in our data security protocols.

The consistent effort required in acquiring an ISO/IEC 27001:2013 certification also means that ApnaComplex has been successful in implementing best practices in ensuring cyber security with a well-established framework for continued training and audits for the long-term. It assures MCs and RWAs of the security of our platform.

Finally, adherence to international standards in security and safety is a key part of establishing a digital ecosystem. These recognitions are held at a high bar and establish the standard that all digital companies strive for. The process of certification encourages companies to keep building on their security framework, invest in training, and ensure consistent control. Thus, ApnaComplex is proud to be acknowledged as one of the most secure apartment management software providers in the world.
Click here to know more about ApnaComplex data security and privacy policies.

Why Centralised Communication is Key to Apartment Management Efficiency

Communication is the bedrock of every community. In a housing society where people from different professions, backgrounds, and cultures co-exist, it is essential in smoothing over differences in opinions and perspectives. It is also an essential part of the administration. Every key function, from sending resident notices to activating security policies, depends on effective communication.

One of the biggest strengths of ApnaComplex is its centralised communication module. Where Resident Welfare Associations (RWAs) and Management Committees (MCs) previously depended on flyers, text messages, and letters to disseminate important information, the digital platform consolidates every critical piece of data in one place, creating a central repository and distribution centre. This centralisation is not just important in sending out important notices, it also streamlines critical administrative tasks.

How does a centralised communication platform function?

Under a legacy system, data was stored in silos and distributed in an ad hoc manner through multiple channels that included both online and offline modes. This created challenges in circulating and storing critical data. In addition, it was mostly one-way with very few options for residents to leave feedback. This system rarely leveraged the power of communication to improve administration.

As an Enterprise Resource Planning solution, ApnaComplex consolidates all communication on one platform. This ensures that each resident can view every single document or message at one place. It redefines community management by facilitating planning, organisation, coordination, collaboration, and supervision.

Administrative Tool

Smooth functioning of a residential complex depends on the ability of the management body to liaise with different parties, including the residents, office personnel, security workforce, and the housekeeping staff. ApnaComplex brings them all together on one platform to streamline different functions.

Prioritising tasks: A centralised platform can be leveraged to schedule different tasks which is then informed to the staff on the ground. For instance, residents can register their complaints on the Online Society Helpdesk and mark it urgent. This allows the housekeeping and maintenance staff to prioritise their tasks.

Complaint tracking: ApnaComplex Online Society Helpdesk enables residents to register and track complaints. Once the complaint is registered, the centralised platform allows the resident, the housekeeping or maintenance staff, their supervisor, and manager to view its status. If unresolved, the complaint is bumped to the next level in the command chain, ensuring that corrective action is taken on time.

Streamlining tasks: As an online platform, ApnaComplex streamlines multiple tasks through simple and quick communication. For instance, move-in processes can be smoothened by uploading important documents like No Objection Certificates, No Dues Certificates, Address Proof Letters, and Move Out Letters on the online portal. Similarly, complaint tracking becomes effortless, reducing time and ensuring quick action.

Information repository: Efficient management depends on the easy access to critical data, such as contact information, audited statements, bye laws, contracts, forms, minutes of meetings, regulatory documents, and approved policies. This data can be critical for taking important decisions. ApnaComplex central data repository gives one instant access to this information, thus reducing the chances of errors.

Gathering feedback: Good administration also depends on a constant loop of feedback to address problems and issues before these blow up and create conflict. Legacy systems were largely one-way where residents had few options to communicate their opinions, requests, complaints, or dissatisfaction. With ApnaComplex, they have multiple avenues to leave feedback. The centralised platform also ensures that these messages can be gathered for actionable results. For instance, one can use it to carry out a poll or survey before implementing a policy. This minimises any chances for disagreements or conflict once the policy is rolled out.

Visibility: A central communication platform offers real-time visibility to all stakeholders, lessening chances of miscommunication or loss of information. Moreover, as a data repository, ApnaComplex also ensures that critical messages are transmitted to everyone without a hitch.

Managing crises: One of the biggest challenges for any MC or RWA is managing emergencies that can range from a fire to the outbreak of a global pandemic. Effective management relies on prompt transmission of messages on policies, corrective measures, and constant updation of information. ApnaComplex’s communication platform makes the process highly streamlined, swift, and efficient.

A centralised communication platform facilitates the planning and execution of various activities that are critical in running a residential complex. Through a common digital platform, we can significantly reduce the time and effort required in ensuring wide dissemination of information. At the same time, real-time communication also lowers the chances of delays or misunderstandings, further improving overall efficiency.

If you want to learn more about our Online Society Helpdesk or Communication module, get in touch with us at support@apnacomeplex. Our team will help you understand the various features you can use to improve overall efficiency!

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