Case study·Build-to-rent

Compliance evidence pack

From folder archaeology — to a reviewed, source-linked compliance evidence pack

61
Missing evidence items foundOpen risk actions without linked source evidence at baseline
“It turned compliance from folder archaeology into an evidence trail.”
Risk Lead · BTR multifamily operator
UK BTR / multifamily operator·2,200 units across 5 pilot assets·8-week pilot·United Kingdom
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01Pilot envelope
Pilot length8 weeks
First signal12 days
First ROI45 days
Team alongside5 seats · 2 colleagues

8-week risk pilot. The Co-ordinator connected compliance actions, contractor status, training records and access logs across Vantify, Meridian, SafeContractor, the work-order system, Skillshub and PeopleSafe, ran read-only against the historical risk register, then quarantined every output in a SharePoint review folder for the risk team to sign off before owners saw it.

02What it owns
Reports toRisk Lead, dotted line to investor reporting on the assurance pack narrative.
Owns
  • Risk register evidence trail — every open action linked to the most recent contractor, training, access or work-order evidence
  • Contractor compliance dossier — RAMS, insurance and certifications cross-checked between SafeContractor, Meridian and the work-order system
  • Training-and-access cross-check — Skillshub training records reconciled with PeopleSafe lone-worker and access logs against the active site rota
  • Quarantined assurance pack — every quarterly section drafted into a SharePoint review folder for the risk team to approve before owners see it
  • High-risk action queue — every high-risk action carries a named owner and an SLA
Does not do
  • Closing risk actions — surfaces the evidence; the risk owner closes
  • Sending external assurance correspondence — drafts only, the risk lead sends
  • Reclassifying risk severity — escalates to the compliance manager
Done looks like

The risk team opens the quarterly review with an evidence trail, not a folder hunt. Every high-risk action has a named owner, and the assurance pack reaches owners reviewer-approved on the first pass.

03The team
AI teammates2
HannaReads Vantify, Meridian, SafeContractor and the work-order system daily, joins each open risk action to its supporting evidence and surfaces the gaps for the risk team.
RafaelMaintains the quarantined quarterly assurance pack — links every claim to source, drafts variance commentary and pre-fills owner sections for the risk team to approve.
Human team5
  • Risk LeadRisk
  • Compliance managerRisk
  • 3 Site managersOperations
  • 2 Facilities coordinatorsFacilities
  • 2 Investor reporting analystsReporting
04Connected stack
VantifyMeridianSafeContractorWork-order systemSkillshubPeopleSafeSharePoint
05What it returned
61Missing evidence items foundOpen risk actions without linked source evidence at baseline
64%Pack preparation time downVersus the prior quarterly assurance cycle
100%High-risk actions owner-assignedUp from team-level attribution at baseline
  • Day 0
    Co-ordinator sessionRisk lead, compliance manager and a site manager align on action taxonomy, evidence types and the first three answerable questions.
  • Day 12
    First signalHanna completes a read-only pass over Vantify, SafeContractor and Meridian; the first 61 actions without linked evidence are surfaced for review.
  • Day 25
    Read-only quarantine liveDaily exception list lands in the risk team's SharePoint quarantine folder; site managers correct two evidence-type mappings and a contractor identity match.
  • Day 35
    Approval-gated pack draftsRafael drafts the quarterly pack into the quarantine folder; the risk lead approves variance commentary section by section.
  • Day 45
    ROI reviewSponsor signs off the three baseline metrics; expansion to the next two assets approved.
  • Day 56
    Quarterly pack landedThe first owner-facing assurance pack ships reviewer-approved on the first pass; investor reporting reuses the source-linked variance notes.
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