Stream 03 — Records Flow · VG Flow Diagram

§AMaster Classification Flow

Every document enters the stream at the top and exits at "Filed & retrievable." Two decision gates determine whether pre-filing work is needed before the document moves to Dropbox. Exception path (dashed red) fires when document type is unknown — escalation owner is currently undefined.

Start / End trigger

Standard process

Decision gate

Stream 03 action

Terminal state

Exception / Gap path

§BSub-Flow Tracks

OPRA Requests

01Ritchie sends property address to Mark via WhatsApp
02Mark researches block & lot number for the property
03Mark identifies the correct county OPRA portal
04Mark submits OPRA request online
05Mark screenshots confirmation + saves confirmation email to Dropbox
06Mark monitors portal / inbox for response
07Response received from municipality
08Mark files all response documents to Dropbox property folder
09Mark informs Ritchie: violation found / no violation

Vendor Onboarding

01SOW / invoice arrives; Mark needs vendor ACH info
02Mark asks Ritchie for ACH details
03Ritchie checks A/P Inbox for existing ACH on file
04If not found: Ritchie asks Andrew to post ACH to A/P Inbox
05Andrew posts ACH form to A/P Inbox
06Mark screenshots WhatsApp exchange for record
07Mark files documents to Dropbox vendor sub-folder
08Mark enters ACH info in VPT Vendor / W-9 / COI Tracker; collects W-9 and COI

Permit Submission & Inspection

01Ritchie sends permit application form to Mark
02Mark reviews and sends back to Ritchie for verification
03Mark submits application online via county portal
04~1–2 hrs: county confirms inspection schedule
05Ritchie forwards inspection schedule to Andrew; Mark adds events to Project Admin Calendar
06Mark files all permit documents to Dropbox

Note: Some municipalities (e.g., Scotch Plains) require a separate Request Form before the standard application can be filed.

Insurance Lifecycle

01Initial setup — ACORD form + NJ Affidavit + $100 fee; Ritchie logs to TC Tracker Insurance (Active) tab
02Post-bind inspection — within 30 days of bind; property condition verified
03Mid-project upgrades — coverage adjusted as construction value increases
04Annual renewal — renewal predicted via Insurance (old) tab; Ritchie manages reminders
05At sale — policy cancelled; return premium collected and recorded

Tracking: TC Tracker Insurance (Active) for current policies; Insurance (old) tab for renewal prediction cadence.

Simple File

01Ritchie sends document to Mark via WhatsApp
02Mark identifies document type using naming convention
03Mark files to correct Dropbox sub-folder by type

Used for: buying docs · selling docs · insurance docs · appraisals · inspection reports · buyer offers. No tracker update required — filing is the complete task.

Open Gaps

[GAP] Architectural plans filing owner — Jao / Kim (IHA) deliver plans to Ritchie; Mark records in TC Tracker, but no documented owner for physically filing architectural drawings to Dropbox.

[GAP] TC Tracker → Project Admin Calendar cross-posting — unclear whether Ritchie sets calendar reminders for insurance renewals logged in TC Tracker, or whether this is a manual step each renewal cycle.

[GAP] Edmar's utility document workflow — Mark's note: "Edmar deals with utilities." Full process undocumented. It is unknown who files utility correspondence, activation confirmations, or final bills to Dropbox.

[GAP] Retention policy — most document types in Stream 03 have no explicit retention rule. No defined archival or deletion schedule for closed-deal documents, expired permits, or superseded insurance binders.

[GAP] Escalation owner when document type is unrecognized — the exception path in §A has no defined owner. No protocol exists for what Mark does if a document arrives and cannot be classified into a known sub-flow.

Stream 03 — Records Documents whose primary job is to exist somewhere findable.Some need action before filing.

Stream 03 — Records Documents whose primary job is to exist somewhere findable.
Some need action before filing.