Digitizing Records and Keeping Permanent Files

Hi Donna,

You may digitize HOA records by keeping digital versions or scanned copies of files on the homeowners association’s hard drive. It may be helpful to also use the HOA website, an HOA software that can store documents, or a cloud storage solution to make the records easily accessible online. Here are some ways you can make the transition:

• Assign a Person or Committee. Appoint one of the staff or board members to be in charge of digitizing the HOA’s records.
• Find a Platform. Find a secure platform that can store all of the association’s documentation, including records containing sensitive information.
• Create a Naming Convention. Establish a naming convention for files, folders, and subfolders so HOA board members, residents, and staff can easily find each record. You may organize the records by category, date created/recorded, or a different characteristic.
• Scan the Records. Digitize each document with a scanner. Organize them into files and store them in the right folders.
• Inform the Community. After digitizing the files, you may inform the residents how to access non-confidential files online or by making a record inspection request.

As for permanent records, homeowners associations usually need to keep the HOA’s governing documents on file. However, the governing documents may also outline which records need to be kept perpetually. Kindly review them for further guidance or consult a lawyer.