1. 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

2. © Community Associations Institute
Marvin Tanner, M.P.A
Mr. Tanner has three decades of technology experience, a former speaker at the Comdex Computer Conference 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

3. © Community Associations Institute
Poll Questions
© Community Associations Institute

4. 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

5. © 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

6. 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

7. 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

8. 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

9. 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

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

11. 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

12. © 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

13. © 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

14. © 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

15. © 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

16. © 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

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

18. © 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

19. © 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

20. 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

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

22. © 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

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