Jon
This topic has been aired on this forum several times., I’m afraid. The latest posts can be seen at:
CRM Systems – Looking for Suggestions
With you having 4 units and, presumably, no more than 8 beneficiaries, an expensive software solution would seem to be overkill. I would be happy to discuss with you the efficient (computer aided) paper-based record system we use.
Using Google Drive/One Drive/Box Drive to share both working and final versions of important papers between trustees and staff seems very sensible. As it happens, we use a password protected folder on our website – but it’s the same idea.
What we do have is a standalone, MS Access personnel database, adapted by me from a standard Student Administration template. This records data on potential, current and former residents, trustees and staff. It’s not possible to operate it on a network, although there are ways that separate copies of the database ‘front end’ could be set up to use the same set of data tables. Even then, we prefer to operate just one standalone copy, so no-one inadvertently messes up the data.
We don’t have a similar database for our ‘accommodation units’ although I’m sure one could be put together. We simply use a divided up lever-arch file to record accommodation-related facts (eg for each address the number of bedrooms, heating type, energy supplier, MPAN etc) and an Excel spreadsheet to record maintenance work as it takes place.
I’d be happy to discuss any of this, if you like.
Nick Stiven
clerk@stjohnswilton.org.uk