Transparency

At Petzerhiel, we see transparency as the possibility, for every authorised person, of understanding at any time the state of a file: the origin of an expense, the decision that was taken and what remains to be done. It implies information systems kept up to date, where each piece of data can be found, reconciled and explained, including long after the events.

It rests first of all on accounts that can be explained. We reconcile each movement with the corresponding call for funds, invoice, payment and decision, so that an expense is always linked to a resolution that has been voted and to its supporting document. Decisions are kept in a traceable way: we can find a resolution with its wording, the result of the vote, the majority applied, its effective date, the actions undertaken and the documents produced. This traceability makes it possible, later on, to establish on what basis a sum was committed.

We also follow up on requests: a reported incident or a question asked is recorded, assigned to a person in charge and followed up until it is closed or until the decision it calls for is taken. Access rights are suited to each contact: co-owners, occupants, service providers and members of the co-ownership board do not have the same information needs or the same access rights, and we exercise transparency in compliance with rights, confidentiality and data protection.

Finally, information must remain usable when the people change. The documentary organisation — the filing, the naming and the preservation of documents — matters as much as day-to-day communication, because it ensures the continuity of the management beyond the contacts in place.