Gestão de documentos para síndicos

Mensalmente, documentos (contratos, boletos e cartas) são encaminhados ao síndico do condomínio. Além dos pagamentos dos boletos, arquivamento de contratos e cartas, também é necessário realizar o registro de cada ação tomada no condomínio e fazer o envio de cartas de cobranças aos moradores que estão em situação de inadimplência.

Em outras palavras, o síndico possui muitos afazeres. Só na questão de documentação, tanto um condomínio residencial, quanto comercial pode vir a acumular aproximadamente mil documentos por ano. A partir desta informação, vem a seguinte questão: onde armazenar todos estes papéis?

Existe uma série de documentos que devem ser arquivados, para que sejam examinados futuramente. Por outro lado, também há alguns papéis que podem ser armazenados por um período de tempo menor. É por essa razão que é importante que o síndico saiba como fazer a gestão de documentos do condomínio.

Por que a gestão de documentos é tão importante?

A administração e organização dos documentos do condomínio se faz necessária para diversas ocasiões. Um exemplo é quando um órgão solicita uma documentação. Geralmente, o seu prazo de entrega é de no máximo três dias. Se o síndico não tiver uma gestão competente, a localização de tal documento será algo bem complicado, podendo correr o risco de perder o prazo.

Também é comum que ações judiciais solicitem provas documentais, em papel. Ou seja, a gestão de documentos é importante para que o síndico não tenha dificuldades posteriores com a Justiça. Além do mais, a má gestão dos documentos pode resultar em processos por parte dos próprios condôminos.

Como organizar os documentos?

A maioria dos síndicos opta pelo armazenamento de parte dos documentos na própria administradora do condomínio. No entanto, antes de fazer isso, é necessário conferir com antecedência se a companhia disponibiliza esse serviço e se há alguma cobrança por ele.

Também é fundamental verificar se a administradora do condomínio consegue fazer a liberação dos documentos em no máximo dois dias.

Fazendo uso desse serviço, os documentos dos funcionários são mantidos no condomínio, enquanto as demais documentações ficam na empresa.

Qual a melhor forma de armazenar os documentos com o síndico?

É comum que os síndicos prefiram ter a documentação do prédio em seu poder, seja pelo fato do serviço de armazenamento de documentos ter alto custo na administradora ou até mesmo por pura questão de segurança. Neste tipo de situação, é necessário que o síndico seja organizado e tenha responsabilidade. Dessa forma, a melhor alternativa é armazenar os documentos em um ambiente de acesso restrito.

Como armazenar os papéis?

O armazenamento de documentos requer alguns cuidados. São eles:

1. A escolha de um ambiente seco e arejado, livre de umidade.

2. A escolha de uma sala que possa ser trancada e que seja de acesso restrito, permitindo a entrada apenas do zelador. Os moradores devem pedir a chave.

3. A categorização dos documentos, de modo a facilitar consultas posteriores.

4. O agendamento de horários para a apresentação de documentos ao condômino. Embora os moradores tenham direito ao acesso das documentações, isso não significa que eles podem levar qualquer papel para casa.

Gostou dessas dicas? Então aproveite e se inscreva no nosso curso online: Condomínio bem administrado – Visão prática para síndicos e conselheiros iniciantes.

Veja também os ebooks:

http://materiais.us.com.br/como-contratar-uma-administradora-de-condominios

http://materiais.us.com.br/guia-do-sindico

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