electronic architectural request submissions

I am the Architectural Committee chair of my 156-unit Maryland townhouse HOA and a Board member. Our 1981 CCRs state that architectural requests must be "submitted" to a committee, but it doesn't say by what method. It sets forth a 30-day response period for the requests. Around 1990, the Board distributed Architectural Guidelines (reincorporated into Rules & Regulations in 2002) requiring that requests be mailed to the HOA on a specific form, with the postmark determining the start of the 30-day response period.

Now some Board members are thinking about allowing "electronic" submissions -- allowing homeowners to email the official architectural request form to the HOA.

Does anyone have experience/comments about submitting such forms to the HOA by email? How do you determine the submission date/start of 30-day response period? Any problems with homeowners or the Board claiming later that the form was altered or is not what was emailed (vs. having the one hard copy that was mailed)?

I don't have an opinion either way, I'm just interested in hearing about others' views and experiences on this, to help us in our discussion later this month. Thanks!

I agree with Daniel's points. We have allowed faxes for years. Email is no different in our eyes.

FYI, we allow submission multiple different ways:

1). The paper form can be mailed or faxed in.
2). The paper form is available on our website as a Word document that can be downloaded, completed, and attached to an email.
3). By far the most efficient is a Web form submitted directly from our website. This form automatically captures the submitter's name, address, telephone numbers and email address and includes it on the form. The form also date stamps with the date submitted. A file attachment capability allows the submitter to send along plans, photos, etc. Finally, once the "submit" button is pressed, an email copy of the form (with attachment if applicable) is automatically routed to the ARC members as well as the Board and the property manager. In addition the submitter receives a copy of the email back in his inbox as well.

While it takes a little "hand holding" to get some of our residents to use method #3, it is far and away the most time, cost & productivity efficient method we have available.