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Home COFSAB Forum Condo Owners Forum Q&A Secure Document Storage and Website for Owners

  • Secure Document Storage and Website for Owners

    Posted by Gates II Condos Corp # 2010879 on February 26, 2022 at 12:46 pm

    As Secretary on the newly formed Board for our new Condo Corporation, I have just finished creating an informational website for our condo owners. I used Google Sites to create it as it is completely free! Though the site is published, it is still a working draft and has yet to be made public. My concern is that it is attached to my own personal Google account. I am aware that the site ownership can be transferred when the time comes; however, I know that it is more appropriate to create a Google account under our Condo Corporation.

    Additionally, as Board Secretary (with no systems and protocols in place), I have been storing all condo documents using my personal OneDrive account. Again, I know that all documents should not be tied to my personal cloud storage and should be in the Condo Corporation’s cloud storage.

    I would like to set up a Condo Corporation Google account and have all aspects tied to that account using Google products. I like Google due to the fact that we can create a website for free which is important as we are a small 32-unit condo community. I am aware of many other options such as CondoGenie, WildApricot, HOA Express, etc. but am trying to come up with an effective yet free solution.

    I have two questions:

    1) Any Condo Boards have any experience using Google Sites to create a website intended for all condo owners to view? Pros/Cons?

    2) Any Condo Boards have experience with using a Google account to manage all aspects of Condo Corporation business. For example:

    Board access: individual email accounts, website editing, secure and accessible document storage, calendar scheduling, etc.

    Owner access: website viewing and access to some documents (but not all).

    FYI, we have hired a property management firm to assist with our daily operations.

    I would certainly appreciate any experience or expertise that COF members would be willing to share.

    Terry Gibson replied 1 year, 11 months ago 2 Members · 1 Reply
  • 1 Reply
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  • Terry Gibson

    March 5, 2022 at 8:18 am

    I have no experience with Google. I know that some condos use CondoGenie for their storage etc.

    Some condominium managers (the term property manager is not used often now), have portals that you can use for sharing documentation.

    Don’t forget communications with tenants. You cannot trust non-resident owners to share information with their tenants.

    Please bring your question to our Tuesday March 8 event and we will see if others can help.

    If you wish to contact me directly, please do.

    Please spread the word!

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