This is standard procedure in commercial leasing.

A larger company such as Ryan homes will have a procedure that they follow.

A rough outline for a standard operating procedure can be found here.For more complex tasks, I've found screen casts to be very helpful.

This is part of our standard procedure for tenant move in.

-OSHA safety logs-Asbestos training for each worker-Safety Policy Manual-Documented Safety meetings-Tyvek suits-Special procedures for asbestos removal and disposal-Air monitor testingThe list goes on and on but hopefully you get the point.

I would get in touch with community management and see if they have rules or standard procedures about that.  

If it was me I'd probably start by considering holding the property in an LLC and outlining everyone's ownership interests/contributions in supporting documents and including procedures for disagreements, buyouts, etc.  

That's pretty random - I wouldn't be too hard on yourself, but yeah, good to develop a procedure so it doesn't happen again :)

For maintenance reminders I have created a checklist in excel and attached it to my reminders fot easy reference. 3) Communications; I've built email/letter templates from simple lease renewal reminders to a welcome letter for new residents reminding them of policies, procedures, and provides helpful info.

Although probates are public information, procedures on how to look up probates vary from state to state.