After a lengthy discussion at the Feb. 5 Regular Session Board Meeting, the board voted 4-1 to approve funding in an amount not to exceed $95,000 plus a 10 percent contingency from the Capital Improvement Fund for the services to scan and archive all documents in the 4,800-member files.
The opposing director was Dale Welty who said he was “not comfortable with the document storage system.”
The files will be scanned off-site. The project is expected to be completed in 30 to 60 days.
The POA maintains 4,800 tract and lot member files which contain various documents for each property. File documents include grant deeds, membership forms, registration forms, member notices, property improvement applications, as well as house plans.
Now that the community is fifty years old, many of the files contain a significant amount of paper documents. Currently, most of the documents are not saved in a secondary form as a backup for member record retention.
Additionally, as the community has built out over the years, so has the quantity of documents in these files.
The POA does have a Record Retention Policy to remove certain outdated documents; however, space for storing these files has become limited.
Due to factors with storing physical files and limited space, an alternative method for storing these documents was researched.
The POA has contacted several document scanning companies to request a proposal to scan and archive each of the member files, which would allow the POA to retain a permanent electronic copy of the documents in the files.
The bids the POA received for the document scanning project ranged from $79,000 to $150,000. The proposals are based on an estimated 1,100,000 documents to be scanned and archived.
Since this is an estimated number of documents, staff requested a contingency of 10 percent to allocate for any additional costs for the total scanning project.