Solutions / Housing files
Housing associations and councils
Every tenancy, property and repair in one place
Give housing officers a single view of each tenancy and home, and prove property compliance in seconds.
Tenancy record
T-10482 · 14 Elm Road, Flat 3
Tenant: [Tenant name] · Property: P-2201 · 14 Elm Road · Tenancy type: Assured · Start date: 06/03/2023
| Document | Type | Sensitivity |
|---|---|---|
| Tenancy agreement.pdf | Sign-up | Confidential: Tenant |
| Right to rent check.pdf | Sign-up | Highly confidential |
| Rent statement Sep 2026.xlsx | Rent | Confidential: Tenant |
| Home visit notes.docx | Tenancy management | Confidential: Tenant |
The tenancy record
Each tenancy is a record context linked to its property, rent account and repairs, kept in step with your housing management system.
| Field | Example |
|---|---|
| Tenancy reference | T-10482 |
| Tenant | [Tenant name] |
| Property | P-2201 · 14 Elm Road |
| Tenancy type | Assured |
| Start date | 06/03/2023 |
| Housing officer | Jordan Morgan |
A ready-made file plan for housing files
Each classification holds its own document types, mapped to Microsoft Purview retention and sensitivity labels.
| Classification | Example document types | Retention label | Sensitivity label |
|---|---|---|---|
| 01 Sign-up and tenancy | Tenancy agreement, sign-up checklist, right to rent | Housing: 6 years after tenancy ends | Confidential: Tenant |
| 02 Rent and income | Rent statements, direct debit mandates, arrears letters | Housing: 6 years after tenancy ends | Confidential: Tenant |
| 03 Property safety | Gas safety, electrical condition reports, fire risk assessments | Property: life of the property | Internal |
| 04 Repairs and maintenance | Job tickets, quotes, completion photos | Repairs: 6 years after completion | Internal |
| 05 Tenancy management | Home visits, ASB case notes, support plans | Housing: 6 years after tenancy ends | Highly confidential: Tenant |
| 06 Ending the tenancy | Notice, end-of-tenancy inspection, final account | Housing: 6 years after tenancy ends | Confidential: Tenant |
Retention periods and labels are examples. Confirm them against your own retention schedule and Purview configuration.
Linked records
Tenancies link to the home, its repairs and any cases, so compliance and history follow the property.
Property
P-2201 · 14 Elm Road
Safety certificates and full repair history
Repair job
R-55810 · Boiler replacement
Quote, job ticket and completion photos
ASB case
ASB-1043
Restricted to the tenancy enforcement team
Purview policies for housing files
Retention
Tenancy files are kept for 6 years after the tenancy ends. Safety certificates stay with the property for its lifetime.
Sensitivity
Tenant documents are Confidential: Tenant. ASB, support and identity documents are Highly confidential.
DLP
Blocks sharing direct debit mandates and other documents containing bank details outside your organisation.
What your teams get
Compliance in seconds
See the safety certificates for any home without searching.
A single view of each tenancy
Officers see every document and linked record in one place.
Retention that follows the tenancy
Retention starts automatically when a tenancy ends.
More solutions
HR files · Case files · Council files · Legal matter files · Patient and care records · Student records · Project and asset files
Try the housing files template free
30 days, every feature, in your own Microsoft 365 tenant.