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We have established a standardized folder/file structure for the management of various CDD documents. Your individual organization folders may vary slightly. It's easy to add and remove folders as needed. The key is to establish the structure early on so that those managing your CDD site can be trained how to properly name and add documents to the website. As they do, the public-facing web pages can be set up to automatically update! That's right, simply giving your documents a meaningful name, and uploading them to the proper folder in your website, you will not have to edit any pages for the most part!
Let's look at an example CDD folder/file structure below.
Amenities
-
Property
-
Clubhouse
Financial
-
Budget Documents
-
Financial Statements
-
Annual Audits
Board Documents
- Agendas
- 2018-2019
- 2019-2020
- Minutes (if applicable, not required by law)
- 2018-2019
- 2019-2020
Newsletters
PDF documents should be named using this standard for proper sorting, listing and more importantly, usability. We want site visitors to be able to easily identify a document based on its name. The format is: Year-Month-Day Document Name.pdf
Naming Board Meeting Documents
Example, the documents for the CDD Meeting on June 9th, 2019 would be named:
- 2019-06-09 Board Meeting.pdf
- 2019-06-09 Board Meeting Packet.pdf
Likewise, the minutes that follow the meeting would be named:
- 2019-06-09 Meeting Minutes.pdf
Naming Newsletter Documents
Example, we just created the Fall issue of our quarterly newsletter. Once we have the PDF, we'll name it:
- 2019-Fall Newsletter.pdf, or even better,
- 2019-09-15 Fall Newsletter.pdf (adding the full date makes it more sortable in the public view)
Naming Other Documents
Here are some examples of other common CDD documents:
- FY 2019-2020 Annual Audit.pdf
- FY 2018-2019 CDD Assessment Table.pdf
- 2019-12-31 Financial Statement.pdf
- 2019-08-09 Irrigation Petition.pdf
- 2019-05-24 Variance.pdf
Now that we understand structure of folders and proper naming conventions, all we have to do is upload them to the proper place on our website. Simply login, and go to either the file manager, or the PDF manager and upload documents directly to the proper folder(s).