Your society's records should
outlive every committee change.

RWA document management software is a society-owned digital vault that stores every statutory and operational record an Indian housing society must keep — registration certificate, bylaws and amendments, annual audit reports, AMC contracts, insurance policies, fire safety certificates, NOCs, sale deeds, and tenant lease agreements. EstateDeck's Document Repository organises these in six pre-built categories with four-tier role-based access (Public / Committee / Treasurer / Unit-Owner), 30-day and 7-day expiry alerts, version control for bylaws, and an IT Act 2000 §65B-admissible audit log. Critically, the account belongs to the society entity — not the Honorary Secretary's personal Gmail — so records survive every committee change intact.

Different frameworks impose different retention periods. The Maharashtra Co-operative Societies Rules 1961 (Rule 65) require cooperative housing societies to maintain books and registers for 7 years. The Income Tax Act 1961 §44AA + Rule 6F mandate 6-year retention for income and expense records (extended via Income Tax Act 2025 transition rules effective April 1, 2026). The CGST Act 2017 §35(1) and §36 require 72 months (6 years) for input-tax-credit supporting documents. The Companies Act 2013 §128(5) requires 8-year retention for Section 8 apartment owners' associations' books. EstateDeck tracks the relevant retention clock per document category and flags records that can be safely archived past their statutory window.

Google Drive stores documents in a personal Gmail account — usually the Honorary Secretary's. When that person leaves the committee, access is at risk and renegotiating it can take weeks. Google Drive also lacks four-tier role-based access (Public / Committee / Treasurer / Unit-Owner), document-validity expiry alerts, an IT Act §65B-admissible audit log, and statutory retention tracking. EstateDeck's vault is owned by the society entity, with all of these built in. Committee handover transfers admin rights in one click via Committee Management — without password resets or file access negotiations.

EstateDeck's pre-built categories cover the full statutory footprint. Legal & Compliance: society registration certificate, share certificates, property deeds, NOCs from fire/municipal/water, bylaws and amendments. Financial Records: annual audit reports (Form N-2 under MCS Act 1960 §81), Income Tax filings, bank statements, expense invoices, TDS challans, GST filings. Vendor & Maintenance: lift AMC, security and housekeeping contracts, insurance policies, fire safety certificates. Governance Records: AGM and EGM minutes, committee meeting MOM, election results, resolutions passed. Unit-Level: sale deeds, rent agreements, police verification forms, renovation permission letters.

No. EstateDeck uses four access tiers. Public — bylaws, notices, community guidelines — visible to all residents. Full Committee — vendor contracts, legal disputes, audit reports — restricted to committee members. Treasurer-only — bank statements, tax challans, cash-flow statements — restricted further. Unit-Owner — sale deed, rent agreement, police verification, renovation permissions — visible only to the owner of that specific flat plus admins. A flat 203 owner can never see flat 204's sale deed. The role-based mapping flows from the office bearer register at Committee Management.

When uploading any document with an expiry date — insurance policy, fire safety certificate, AMC contract, municipal NOC, tenant lease, share certificate validity — you set the renewal date. EstateDeck fires alerts at 30 days and 7 days before expiry to the designated office bearer. The expiry tracker is distinct from Vendor Management's AMC calendar — vendor-management tracks the schedule of vendor visits under an active contract, while this page tracks the validity window of the contract document itself. Tenant lease expiry alerts go to both the flat owner and the admin so renewals are never missed.

Yes. Every document access event — view, download, edit, delete — is timestamped and attributed to a user, producing an electronic record admissible under Section 65B of the Information Technology Act 2000. For example: Treasurer downloaded Bank Statement FY 2023-24 on 12 Aug 2026 at 4:02 PM IST. Admins can also enable dynamic PDF watermarking on sensitive documents so forwarded copies automatically carry the downloader's name and timestamp — deterring unauthorised circulation.

Nothing is lost. EstateDeck is society-owned, not tied to any individual's account. When the committee changes — handled via the one-click handover at Committee Management — admin rights transfer to the incoming committee instantly. The outgoing committee cannot delete, alter, or bulk-export documents once handover begins. Every record from the society's founding registration certificate to last month's invoices remains immediately accessible to the new team. The audit log preserves the outgoing committee's actions permanently.

Aadhaar numbers appearing in any uploaded document — KYC for the office bearer register, share certificate, or sale deed — are auto-masked on display per UIDAI's Aadhaar masking circular, showing only the last four digits (XXXX-XXXX-1234). Under the DPDP Act 2023 (Phase I notified 13 November 2025; full compliance by 13 May 2027), residents' personal data is governed by purpose limitation — EstateDeck enforces channel-by-channel consent for processing and supports Section 11 right of access (residents can request their data anytime) and retention principles aligned to the statutory frameworks above.

The society always owns its data. If the subscription ends, EstateDeck provides a 30-day window for the Honorary Secretary or designated admin to bulk-download the entire document repository as a structured ZIP — with the original folder hierarchy and tagging preserved. No data is deleted without explicit confirmation from the society. The architecture is portable by design — your records are yours, not held hostage.