Hotels, restaurant groups and venues
For controllers, HR managers, directors of catering and GMs. Event files, vendor invoices, incident reports and seasonal hiring paperwork, filed by property, found in a search and kept as long as the rules say.
Not a busy week. A normal one. Each day leaves a document that someone will need to find later.
Weekend deliveries leave a stack of produce, linen, beer and wine invoices at the receiving desk.
Read, filed by property, on the way to approval.
The couple swaps an entree for Saturday. The BEO goes to version 4.
Kitchen and banquets on the same version.
Summer hires start. Section 2 of each Form I-9 is due within 3 business days.
Know whose I-9 is not finished.
A guest slips on the pool deck. The night manager writes it up by hand.
Kept private, kept for years.
Next spring’s conference contract comes back signed, with a room block.
Filed with the deposit and the block.
The wedding. The banquet check is signed at the end of the night.
The event file closes complete.
The owner asks when the franchise agreement’s renewal window opens.
An answer from a search, not a drawer.
Each one starts with a piece of paper that existed. It just was not where anyone could find it.
A worked example
The director of catering sets up the event file once: these seven documents belong to every event, and the event number ties them together. In Content Central this is a packet template.
From then on nobody builds the file. The signed contract, the deposit receipt from accounting, the band's certificate of insurance scanned at the front desk: each one joins EVT-0614 the moment it is filed with that number.
The BEO changes four times. Each change is a new version of the same document, so the kitchen, the banquet captain and the client all open version 4, and versions 1 to 3 are still there if anyone asks what changed.
On Thursday the file still shows the final guarantee as missing, so a reminder goes to the event manager. When the banquet check arrives Sunday morning, the file turns complete. That sends the final invoice to the controller and merges everything into one PDF for the client.
Content Central is the one place every property files to, with CapturePoint 6 doing the scanning in each back office.
Director of catering, event managers
Controller, purchasing, AP
HR manager, payroll
Director of security, risk manager
General manager, asset manager
US starting points for hotels and restaurants. Confirm the periods for your states with counsel, then set each one once as a retention schedule.
Section 2 within 3 business days of the first day of work. Keep each form 3 years after the hire date or 1 year after employment ends, whichever is later. A seasonal worker rehired within 3 years of the original form can be handled on Supplement B instead of a new form.
If you take a tip credit, your payroll records must show the tips each tipped employee reported. Keep payroll records at least 3 years.
Many state liquor authorities require licensees to keep alcohol purchase invoices for a set number of years, and some want them at the licensed premises. Check your state.
Some states and cities require lodging operators to keep guest registers for a set period. Your local ordinance sets how long.
Keep them at least until your state’s deadline for injury claims passes, and put a legal hold on the file the day a claim or demand letter arrives.
Renewal, transfer and notice windows are written into the agreement. Put those dates on file so a reminder can find them.
Yes. Content Central can limit access by a field such as property, so each property team sees its own documents while corporate accounting and HR see all of them. Permissions also work by document type, so only HR opens I-9 files and only risk opens incident reports.
No. Content Central runs in the cloud or on your own servers, your choice. In the cloud there is no server to run. Either way every property uses it in a web browser, and approvers can approve or reject from a phone.
Put CapturePoint 6 on a Windows PC wherever paper piles up: the back office of each hotel, or one office for a group of restaurants. Scanning is unlimited at each station. Properties with little paper can email PDFs to a mailbox Content Central watches.
Back-office scanning
Put CapturePoint 6 on the back-office PC and scan the mixed pile as it is. It splits it into documents and knows what each one is:
Each document is named from what it read and sent with its values to Content Central, ready for that property's approval route, or to a folder, SharePoint or OneDrive. The reading happens on that PC.
Ademero has made document software since 2002 for more than 1,000 organizations. Fortune 500 companies and government agencies review our security every year and keep renewing.
Free live demo
Book a free demo and we will show you around, answer your questions and run your real paperwork through it. No cost, no pressure.
