How should I document the unit access records of my self-storage facility?

Start with how the system records access today. Whether you use gate codes, keys or a log book, find out what is saved, for how long and who can change it. Gaps in the record are worth fixing before you list, so ask a staff member to test whether a recent entry can be found quickly.

Next, link access to the unit file. Each file should show the rental agreement, payment history, notices sent and any times staff opened the unit or cut a lock. Write down why. A note that is clear and dated is easier to defend later than a memory.

Think about who can see the data. Access records contain personal information about tenants, so decide who keeps it, how it is shared with a buyer and when. Ask your lawyer how to handle that during the sale, and whether tenants need to be told about the change. Finally, record the exceptions: lost codes, shared access, disputes and overdue units. A buyer who sees that you tracked the awkward cases will trust the easy ones. Back the records up somewhere separate, and note who holds the passwords.

Key takeaways

• Keep a dated file for each unit with agreement, payments, notices and access notes.
• Record every lock cut or staff entry with the reason, who did it and when.
• Ask your lawyer how to share tenant records with a buyer during the sale.