Documents
Keep the paperwork next to the dates it creates, so the document behind a deadline is one click away rather than somewhere on a shared drive.
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What belongs in here
The executed lease
The document everything else refers back to
Amendments and extensions
Each one moves dates the original set
Certificates of insurance
The thing you must produce on demand
Estoppels and SNDAs
Usually needed at speed, during a sale or refinance
Commencement letters
What fixes a contingent start date in writing
Notices you have sent
Proof you exercised a right in time
Why keep them here rather than a drive
A shared drive holds the file. It does not know that Section 34 of that file is the reason you have a deadline in eleven weeks. Filing a document against its lease means the person chasing the notice can open the clause without asking anyone where it lives — which matters most when the person who signed the lease has left.