Digitizing society records can feel overwhelming. The best place to start is the member register because it connects flats, ownership, share certificates, transfers and communication records.
Why this matters
Member records affect notices, voting, maintenance billing, redevelopment consent and resale support. If the register is inaccurate, every related process becomes slower.
What to organize
- Current member register with unit and share certificate references
- Share certificates, transfer forms and induction records
- Nominee, legal-heir and joint-holder details where applicable
- Contact information and communication preferences
- Identity documents required for verification or redevelopment
- Important member correspondence, undertakings and consents
A practical workflow
- Clean the member register before scanning attachments.
- Resolve duplicate names and unit mismatches early.
- Scan share certificates and transfer files next.
- Add identity and consent records based on current project needs.
- Restrict sensitive records to authorized committee roles.
How DigiProVault helps
DigiProVault's stakeholder records and document vault let societies digitize member files progressively. Start with the register, then attach documents to each member and unit as the archive is scanned.
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