Electronic Files

Electronic Files

The business of community management involves a lot of paper, documents, forms, etc. A good management company should maintain a property file for each property located in the community. This property file should contain a paper copy of each settlement (buying and selling of the property), each application for exterior modification submitted by an owner (whether approved or denied), any legal documents and letters (such as foreclosures, liens and attorney collection letters), and all certified letters sent to owners by the management company.

Even though the paper copies of these documents are maintained in a paper file, there are those documents and many others that can be maintained electronically. The benefits of electronic filing are obvious; less paper and ink used to be environmentally conscious and also, less filing time of paper allowing the management company to focus on other issues.

ACM made a deliberate effort several years ago to establish a system for electronic filing by client of all accounting posting reports, correspondence to and from owners, property violation letters and photographs, and other routine items. This has made our staff more productive, assisted with telephone and email inquiries from owners and simplified annual audits. We will continue to look for ways to expand our electronic filing for efficiency and better record-keeping for our client communities.