presented by Marvin Tanner Technologist Silicon Networks Group LLC Office in the Cloud: The Paperless Office in Community Associations presented by Marvin Tanner Technologist Silicon Networks Group LLC

© Community Associations Institute Marvin Tanner, M.P.A Mr. Tanner has three decades of technology experience, a former speaker at the Comdex Computer Conference 1988-2000. He has twenty years of University Graduate Teaching Experience, and ten years of Executive Board Experience with a Nevada Community Association as Secretary, Treasurer, and President. © Community Associations Institute

© Community Associations Institute Poll Questions © Community Associations Institute

Types of Document Storage Homeowner Associations have a Sea of Documents Storage Requirements Mandated by State Statue Issues with Document Storage Include: -Physical Storage -Ease of Access -Labor to Maintain System -Record Keeping or Document Inventory © Community Associations Institute

© Community Associations Institute File Retention Policy How Long To Store Documents Agendas and Minutes Budget Documents Reserve Studies Accounting Records Homeowner Correspondence Annual Audit Reports © Community Associations Institute

President’s View of File Management In 2010, File Retention Policy At One HOA: Documents Less Than Five Years Old Stored in Office Other Documents Maintained In Storage Shed Executive Board Recycled Plat Maps and Blue Prints A Roof Leak Destroyed Most Documents in 2011 We Can Do Better © Community Associations Institute

Who Owns Association Documentation? Homeowners Own All Documentation Executive Board Represents the Members/Owners Community Manager Delegated Management Task Specific Documents are Protected © Community Associations Institute

Towards the Virtual Community Manager In 2000, I made my last Comdex Presentation on the Paperless Office as an IBM NetTEAM Member. Seventeen Years Later, I am making the same presentation for the Community Association Institute The difference is that this Is online, not at the Mirage. The Paperless Office is real. © Community Associations Institute

Needs of Community Associations Most Community Associations have the same document retention and retrieval needs: -Meeting Materials -Accounting and Budget Documents -Financial Documents -Correspondence with Owners © Community Associations Institute

© Community Associations Institute Questions? Using your chat feature, feel free to send in any questions you may have. © Community Associations Institute

Ten Steps Towards the Virtual Office Board Discussion Defining the Objectives of the Community Virtual Attendant. A motion authorizing a technology committee to study the and recommend policy to the board. © Community Associations Institute

© Community Associations Institute Solution Parameters Organizational Process Determine What Documents Will Be Scanned Determine Time Frame for Scanning How Will Documents Be Stored Will Documents Be Available Online © Community Associations Institute

© Community Associations Institute Retention Period Define How Long Documents will Retained Is there a reason to destroy documents? Storage is Cheap, Mistakes Costly © Community Associations Institute

© Community Associations Institute Storage Definitions Define How Documents will be Stored: Maximum Necessary Storage Space Number of Concurrent Users Number of Files Stored Directory Structure Access Permissions Availability Backup Methodology © Community Associations Institute

© Community Associations Institute Technology Platform Hardware and Software Requirements Storage Device Operating System Cloud Storage – Google Docs Smart Phone Access Backup Methodologies © Community Associations Institute

© Community Associations Institute Scanning Technology Most Reliable Scanners are USB Port Devices Ideally a 20 ppm duplex scanner is best suited Many Scanners Have Intelligent Software Example is the Scan Snap i500, about $500. © Community Associations Institute

© Community Associations Institute Filing System □ Accounting □ Agenda □ Communications □ Finance □ Minutes □ Todays’ Date □ Custom Date Key Words: Notes: File Name: © Community Associations Institute

© Community Associations Institute Search Technologies Scanning Solutions Must Be Searchable As A Document Retrieval System Indexing Must Be Designed At the Core of the Process, Not An Add On © Community Associations Institute

© Community Associations Institute Mobile Devices Currently Mobile Devices are about 26% of the access devices for Document Management Systems. This will increase to the majority in the next two years. © Community Associations Institute

Document Retrieval Systems All Document Management Systems Must Be Designed for the Mobile Market, as the desktop platform is being phased out. © Community Associations Institute

© Community Associations Institute Questions? Using your chat feature, feel free to send in any questions you may have. © Community Associations Institute

© Community Associations Institute Closing Thoughts Clearly Define Document Management Objectives Develop A Document Management Plan Develop A Five Year Technology Plan and Budget Use These Three Source Documents As Part of the RFP Process for the Scanning Solution Planning, Budgeting, and Evaluation © Community Associations Institute

Office in the Cloud: The Paperless Office in Community Associations presented by Marvin Tanner Technologist Silicon Networks Group LLC http://siliconnetworks.us/associations/