Property Management
Property Document Management: The Complete Guide
How to store, tag and share every property document — from CP12s to tenancy agreements — in a way that survives audits and staff turnover.
The Landvale Team·Updated 1 July 2026·7 min read
Key takeaways
Consistent tagging is more important than clever folder structures.
Every document needs property, type, date and status.
Retention rules vary — build them into the platform, not into your memory.
Access should be role-based, not password-shared.
Audit logs are not optional at 5+ properties.
Tags beat folders
Folders lock you into one hierarchy. Tags let you find the same document by property, by type, by date, by tenant, by contractor — in seconds.
Retention rules
•Certificates — indefinitely.
•Tenancy agreements — length of tenancy + 6 years.
•Tenant references — length of tenancy + 1 year (GDPR).
•Tax records — 6 years from end of tax year.
•Deposit protection — length of tenancy + 6 years.
The Landvale document model
Every upload is auto-tagged by AI, cross-referenced against the compliance calendar, and stored with a tamper-evident audit log. Sharing is role-based; retention is enforced automatically.
Frequently asked questions
A DMS understands document types, retention and access; cloud storage is just files in folders.
