Like any corporation,
community associations generate a tremendous amount of paper records and
documents. Some larger and/or older
associations must dedicate entire rooms to storing nothing but filing cabinets
packed full of paperwork. Because inflow
of paperwork knows no ends, as long as the association continues to operate, the
records will continue to accumulate. Organization
of records is an enormous task that normally falls on the board members or the management
company. Fortunately, as technology
continues to evolve, the prospect of keeping digital records becomes easier and
more affordable. Aside from elimination of
the amount of space required to store digital records, digital records are also
more time efficient.
The process of “going digital” is two-fold. First, the board must approve a plan to
convert all of its existing, paper records to a digital format. Second, the board must purchase technology or
contract an outside firm to incorporate new paperwork into the digital records moving
forward. Conversion of existing records
may present more challenges due to high volume of paper records. As a result, the board may choose to hire a
third party company that specializes in scanning and organizing records.
Experts recommend that an association first devise a plan
as to what it wants to store digitally. Does the association intend to convert
all of its files, including dormant files, or only the active files? Typically, third party conversion companies recommend
converting everything to a digital format, ensuring everything is stored in the
same place. The board must then budget for
the costs and time needed to complete the project, including the cost to hire
the third party, if needed. Although
hiring an outside company may eliminate a large amount of time the board is
investing in the project, either a board member or the property manager must
work oversee the process to ensure accuracy.
Finally, if an association chooses to make all records
digital, a simple desktop scanner can be purchased for the association’s office
or the property manager to continue the paperless process. Each time a new document is received it can be
scanned and added to the digital records and the paper copy thrown away.
Choosing to become a paperless association is something
many boards are now debating, as the digital process will likely, in the long
run, save space and money and will help to ensure easy, long term access to all
association records.
