HOA DIGITIZED ARCHIVES
Service since September 2017
The Green Valley Council has completed the archival digitization of the Articles of Incorporation, Bylaws, and the (CC&Rs) for all member HOAs and POAs. Written copies of these documents are retained on file at the Green Valley Council Office and have been used by members for reference over the past years. The electronic digitization of these records have increased their accessibility and usability. Members are free to search these records for free in the Green Valley Council Office. Online access to these records is available for an annual fee of $25.00 to each HOA.
The Green Valley Council now has the capability of digitizing, indexing, and storing archival records for individual member HOAs and POAs. The Council uses PDF-A software1, which is the current archival standard, to scan HOA records, that is, paper, photographs, and film. The digitization also includes indexing for easier search and retrieval, though records can be still be searched by word or phrase. The service covers long-term preservation and maintenance, including upgrades, of the digital records for an annual fee of $25.00.
Individual HOA/POA archival records are secure and protected through a password system. Interested members may request a meeting with the staff to determine the cost and completion time for the service. Services will be provided on a first come basis.
Typical types of records and their associated digitization costs are listed below.
|TYPE (the following costs are per each page, print, slide, or film strip)2||
|GVC MEMBER COST in dollars3|
|Printed B/W letter-size, loose leaf||300||0.08/0.06|
|Printed B/W letter-size, bound4||0.10/0.09|
|Printed Color letter-size, loose leaf||300||0.10/0.09|
|Printed Color letter-size, bound||0.12/0.10|
|Printed B/W legal-size, loose leaf||300||0.08/0.06|
|Printed B/W legal-size, bound||0.12/0.10|
|Printed Color legal-size, loose leaf||300||0.10/0.09|
|Printed Color legal-size, bound||0.12/0.10|
|Photographs less than 8” x 10”, loose leaf||600||0.50/0.40|
|Photographs less than 8” x 10”, bound||0.75/0.64|
|Photographs more than 8” x 10”, loose leaf||600||0.75/0.64|
|Photographs more than 8” x 10”, bound||1.00/0.85|
|35 mm Color Slides||20 mega-pixels||0.50/0.40|
|Negative Film Strips, unmounted||1.00/0.85|
- On September 28, 2005 the International Standards Organization formulated a new Standard governing archiving of electronic documents – the official formulation is: ISO-19005 or PDF-A.
- Other types of records, such as microfilm, odd size papers, newspaper clippings, etc., will be priced on a case-by-case basis.
- If a volunteer from the organization assists in digitizing the records, the cost is reduced by 15%, as shown in italics.
- Bound records are any records compiled in a ring notebook, clamped with fasteners in folders, thermally or coiled-bound, etc. Paper-clipped pages are not counted as a bound record.