How to reduce the number of certs on file
for all tenants.
It is recommended that operators reduce the
number of certs held on file inside the computer for tenants about once per
year.
There is an automated process for this.
See procedure below.
Reducing the number of certs keeps the file
size smaller, makes the data easier to view, and saves some processing time.
Reducing the computer file size only affects
the computer, and not the paper records held in the paper filing cabinets.
Generally it is recommended the operator keep
about three years of certification history.
Three years of history allows the operator to
view the recent history for each tenant to see changing patterns.
Three years of history also allows fully
automated contract wide gross rent change to be implemented for a time
period up to three years into the past. Most retroactive gross rent
changes are only for about 1 year. This gives a 2 year safety margin.
If the operator can predict a gross rent
change going back for over three years, then the operator should retain
enough certs to accommodate the extended period.
Procedure:
Do a backup of your data files just for
safety. Many computer systems have regular backups made each day.
If yours is like this, this backup step can be skipped.
Select FILES: ACCESS: F - Delete older certs/
remove leading partials: Select the cutoff date. Certs effective
before this date will be removed.
