Downloading documents from Strongroom

Started by JanineR • 7 replies • 451 views

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JanineR (Tennessee)
Posts: 259

Posted:

We are moving management companies.

Does anyone have experience if there is a way for the management company to dump download all of the invoice pdf's from strong room?

I'm not sure if that question violates forum rules.

The bigger issue is that the management company is custodian of our documents, and they are saying that if we move management company, we don't get our history. They have no physical documents. And won't transfer Strongroom files.

Does anyone have experience on transferring management companies that claim to not have files?

Management Company Contract below
------------------------------
"All books, records, accounts and correspondence concerning the Association shall be property of the Association at all times, including upon termination of this Agreement."

PatJ1 (North Carolina)
Posts: 568

Posted:

We were with an MC that used StrongRoom 5 years ago. I downloaded copies of all the invoices from the website. I do remember having to download it in batches because of StrongRoom's download limitations.

PatJ1 (North Carolina)
Posts: 568

Posted:

Quote:

Posted By PatJ1 on 02/21/2022 3:53 PM
We were with an MC that used StrongRoom 5 years ago. I downloaded copies of all the invoices from the website. I do remember having to download it in batches because of StrongRoom's download limitations.

Adding: I had my own StrongRoom login. The MC did not do this for us.

MelissaP1 (Alabama)
Posts: 13,836

Posted:

If it were me. I would send the squeaky wheel to the office demanding to see records. Have them make copies by picture of they must. Can not deny owner view of records.

Former HOA President

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

Hope you learned a lesson. You need to collect files while you have a good relationship with them, and let them know you will have to fire them if they dont provide files.

You dont fire them, and then ask them for files. you no longer have leverage. They could simply say they dont work for you anymore and sue us.

Always keep copies of your HOA files.

JanineR (Tennessee)
Posts: 259

Posted:

You're preaching to the choir here.
I've been reaching out for our records, and got resistance from one director.
He even called my request "ridiculous"

Now, with the upcoming firing, we will have no documents...

I've reached out to Strongroom to see if there is a way to do a bulk dump of the invoices.

HenryS7 (Pennsylvania)
Posts: 336

Posted:

For what it's worth, we changed management companies just before I joined the Board, and we did not get any documents from the previous management company. We have no records from that time. All are gone.

I'm really disappointed because looking at past meeting minutes, previous boards used to meet at fancy restuarants in town for "board meetings". I would be really curious if the Board members split the check amongst themselves, or if they got reimbursed by the HOA as a "business meeting". I have no records so I will never know.

MelissaP1 (Alabama)
Posts: 13,836

Posted:

Sounds like your board not doing their job. The secretary usually takes the notes of the HOA. A copy should be provided if the MC did take them. So Secretary is not doing their job. The Treasurer should have copy of the financials. The President can not act as the secretary but may have gotten copies of communication.

What did or are you hiring a MC for other than being a bit lazy on your HOA end?

Former HOA President

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