Posted 12/5/2012 by Brian Bosscher
Condo owners frequently tell us that their property managers still send paper documents by mail. This is frustrating for owners because receiving paper is not as convenient, and it's frustrating for board members because all of that printing costs money. So why do managers still send paper documents?
There is one main reason: under the Ontario Condominium Act, there is no specific provision for electronic distribution, and property managers are leery of being accused of not following the rules.
So what can be done about it?
Today I am excited to announce our improved "paperless delivery" feature. We are specifically addressing the issues above to give you a legally-sound way to send documents electronically, even for mandatory documents like AGM notices, budgets, and more.
The following video shows how it works.
Here's a common scenario: a property manager needs to distribute the annual buddget.
We look forward to hearing your feedback on this improvement.
Is this legally sound?
We have consulted with our lawyers while designing this and they advised that it is solid for two reasons: first, the "Proof of Electronic Delivery" report provides exact details about who acknowledged the document (unit, recipient, date, time, email address, IP address). Second, the recipient has to acknowledge each individual document. This way there is no risk of a non-delivery. Even in the case where a recipient changes their email address or a notification is sent to the junk mail folder. In these cases, the recipient will receive a paper document since they never responded.
Why do the recipients need to confirm every document?
We designed it this way to ensure that property managers can be 100% confident their documents are being delivered. By doing it this way, it is virtually impossible for someone to miss receiving a document.
Is 24 to 48 hours enough time for recipients to respond?
Our research shows that on average, 70% of recipients who are going to respond will review a document within the first 24 hours after the notice is sent. You could potentially get more responses by waiting longer, but most people respond on the first day.
What about owners who do not have email?
They will not receive an email notice and will be included in the list to receive a printed copy.
How can we get more owners to make use of this feature?
Collect email addresses from owners at every opportunity, and ensure that you enter all of the emails you have into the system. Owners are not required to log in to receive their documents, nor do they even have to set up a password. As long as you load their email they will get the email notices and can opt out.
We recommend including reminders with every communication (newsletters, budgets, etc) to remind everyone to provide an email address if they haven’t already.
If you have any additional questions please post them in the comments section below and we will respond.