Online document storage

Started by JimB37 • 8 replies • 737 views

💬 Join us to post & get advice from 50,000 HOA & Condo leaders.

⚡ Takes 30 seconds

Already a member? Log in

JimB37 (Florida)
Posts: 76

Posted:

I'm slowly but surely getting us towards a hosted HOA system. Until then, however, I've convinced the directors that we should be scanning documents and storing them in the cloud as another protection measure. Some would rather just scan to a hard drive, but would feel better if they were in the cloud in such places as Drop Box for example. Was curious if any of you are doing or have done something similar.

MelissaP1 (Alabama)
Posts: 13,836

Posted:

Not everyone is "tech savvy". Plus no one understands "The cloud". (Tech joke). With so many hands in the "cloud" keeping up the password or account can be tricky. If it were me, I'd agree to put it on disk/hard drive. That disk keep locked up in a lock box only accessible by board or MC.

Records are to be accessible and open to members. Think keeping them in the cloud doesn't keep a tight enough control. You have renters who may get the information from their landlord. Former owners still having access. Plus the numerous request to view the records will keep someone busy.

Former HOA President

TimB4 (Tennessee)
Posts: 21,062

Posted:

We scan them to flash drives and place them on our website for members to view.
We also keep 7 years of paper copies.

I did most of the scanning. It takes time to initially do this.
Much easier to keep up after that (if it's done).

MarkW18
Posts: 1,290

Posted:

I have everything scanned and stored on OneDrive. Access is available 24/7/365 anywhere in the world that has a internet connection.

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

Quote:

Posted By MelissaP1 on 06/20/2019 6:58 PM
Not everyone is "tech savvy". Plus no one understands "The cloud". (Tech joke). With so many hands in the "cloud" keeping up the password or account can be tricky. If it were me, I'd agree to put it on disk/hard drive. That disk keep locked up in a lock box only accessible by board or MC.

Records are to be accessible and open to members. Think keeping them in the cloud doesn't keep a tight enough control. You have renters who may get the information from their landlord. Former owners still having access. Plus the numerous request to view the records will keep someone busy.

Tight control? Who cares? Its a tiny little HOA in a huge state, in a huge country. No one cares but you and your neighbors. When you start thinking of your HOA as a town or city and follow the transparency they have, you will be better off. Make everything transparent and accessible. Tight controls over information leads to abuse, problems and lawsuits. This could all be avoided.

We use Google Drive. Onedrive or Dropbox is also a great option.

As for hard drives and thumb drives only..... they go bad all the time and you could loose everything.

The answer is to use everything. Hard drive, thumb drive, cloud. That way if one fails, you have another copy somewhere.

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

Scanning is time consuming, but you only have to do it once. I bought a scanner for $5 at a yard sale and I would scan with my laptop while watching tv. Easy enough to do.

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

FYI: If you set the scanner to text (black white) and 300 dpi, an average full page PDF is only 38k. Super small. I usually to set it to greyscale 150dpi if the paper is colored otherwise the scan wont show the text.

GenoS (Florida)
Posts: 4,276

Posted:

Quote:

Posted By JimB37 on 06/20/2019 5:47 PM
I'm slowly but surely getting us towards a hosted HOA system. Until then, however, I've convinced the directors that we should be scanning documents and storing them in the cloud as another protection measure. Some would rather just scan to a hard drive, but would feel better if they were in the cloud in such places as Drop Box for example. Was curious if any of you are doing or have done something similar.

We have. Two years ago we started scanning everything an keeping it in electronic form. We were making progress until last year. In January 2018 we had a new secretary and a new treasurer who don't do electronic documents very well. They print everything, even if they receive it in electronic form, and keep the paper in boxes. Awaiting someone else who will undoubtedly scan it again some day in the future. That person won't be me.

We considered Drop Box but I believe they're overrated. They also just changed all of their software so anyone who received training in procedures about how to use it will need to be re-trained once you figure it out. There's another cloud storage provider I prefer but I won't mention their name here. Look around and you'll find something. Also be aware that cloud storage is NOT backup.

The city of Riviera Beach, FL, just got hit by a ransomeware infection on all of their computers. The city council voted to pay the $600,000 ransom to get their files back. If I lived there I'd be leading the charge to fire the lot of them for negligence. There's NO EXCUSE for not having backups.

JimB37 (Florida)
Posts: 76

Posted:

Thanks to everyone who has responded. You've brought up several points I will propose:

We keep the documents both in the cloud (with a hosted HOA system that has their own backups) as well as a paper copy. If secretary wants an additional copy on hard drive, they are more than welcome to do so. I will discourage flash thumb drives as they are too easily lost. (yes, I know hard drives are so small these days they are only marginally better)

I think I will consider proposing a new rule that henceforth, the HOA MUST use a hosted system as well as keep a paper copy. This will provide at least a measure of deterrence against a secretary/treasurer who "doesn't do tech"

Once again, thanks to all.

🎯 You've read this entire discussion

Join the conversation with 50,000 HOA & Condo Leaders:

✓ Ask follow-up questions
✓ Share your experience
✓ Get expert advice
✓ Access 350,000 discussions

Create Free Account →

⚡ Takes 30 seconds

Already a member? Log in here