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Schedule of Documents (SODO)
One component of a package of 10 key oversight documents to assist with asset management.

The schedule of documents is a concise, itemized list of the key reference documents and historical documents, usually organized into thematical categories, such as financial, legal and technical.

For example: we have 12 architectural drawing and four mechanical drawings which are stored in a filing cabinet on the P1 level.

The schedule is somewhat like the table of contents at the front of a book and the index at the back of a book. The Board of Directors (Strata Council) does not need to be familiar with the content of every document but rather only needs to know to where to find a documents when they need it.

The SODO is generally a 1-2 page document that goes a long way to protecting the owners investment by ensuring good stewardship of the assets.


Content of SODO
The schedule of documents should include the following information on each document:
  • The name of the document (eg. warranty review report)
  • The date of the document (eg. March 2011)
  • The type/classification of the document (eg., legal, financial, technical).
  • Where the document is stored (eg. filing cabinet in property managers office).
  • The means in which it is archived (eg. paper or electronic)
  • The author of the document.
  • The number of pages in the document.
  • Any pertinent notes
  • The initials of the person who entered the record.
A spreadsheet template is provided here.


Importance of SODO
Listed below are some of the reasons why SOIP is essential for asset management.

    Stewardship
  • If we cannot manage our documents we cannot manage our physical assets.
  • Our documents are also an “asset” – they are an intellectual asset.
     Liability
  • Owners and managers need documents for responsible stewardship of buildings.
  • When something goes wrong, the first thing people look for are the documents.
  • The average building has 1,000+ pages of reference documents handed over after construction.
     Cost Effectiveness
  • It is very expensive to replace missing or damaged. documents. Unfortunately, some documents can never be replaced.
The SODO forms one of they reference documents for the Operations and Maintenance Support Information (OMSI).


Types of Documents in SODO

The various types of documents include the following: 

A. Technical Documents - Reference

Listed below are the reference documents that form part of the static data

B.  Technical Documents - Historical

Listed below are the historical documents that form part of the dynamic data:

  • Permits and Active Permits
C.   Financial Documents

Listed below are the key financial reference documents:

D.  Governance Documents

Listed below are the key governance documents:
E.  Legal and Regulatory Documents

Listed below are the key legal and regulator documents:
F.  Administrative Documents

Listed below are the key legal and regulator documents:

G.   Decision Support Tools

Listed below are the primary decision support tools to assist the owner in making informed decisions about the assets:
H.  Reporting and Disclosure

Listed below are the key reporting and disclosure documents:

Schedule of Documents SODO
Fig. SODO on the asset Management Pyramid with ten interconnected schedules.

technical documents
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I. Care is wondering about the database and software application that he needs to manage his facility
Fig. I. Care is wondering about the database and software application that he needs to effectively capture all pertinent documents and manage his facility.


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Fig. Sample excerpt from a schedule of documents.



See also:
See other Schedules:


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