Phoenix HOA management firms keep three kinds of paper that can’t be thrown out: board meeting minutes (permanent under A.R.S. § 33-1805), financial records (7 years minimum), and CC&R amendments (permanent). Add ARC files, election archives, vendor contracts, and litigation file packets, and you’re looking at decades of stacked bankers boxes per community across your whole portfolio.

The 10-day rule is what makes it a real problem. A homeowner submits a written records request and the association has 10 business days to produce. If the documents are in a storage unit, with the prior management firm, or in someone’s garage, those 10 business days are spent panicking instead of running communities.

We pick the boxes up in locked transport totes, scan in our Phoenix shop, OCR to searchable PDF, and index the files to match the DMS your firm already uses — ProCon, AppFolio, HOA Manager, Caliber, FirstService internal, whatever. Original paper goes back to you or gets shredded with a certificate of destruction. AES-256 at rest and in transit. The Overland brand never shows up to the end community. This is white-label work, you keep the customer relationship.

Call 602-224-9971 to talk through your portfolio. A pilot project on one community is the easiest way to see if we’re the right fit.

What we scan

Standard scope for HOA management work:

• Board minutes (regular, executive, special, annual)
• ARC application files: forms, plans, color selections, approval and denial letters
• Financial records: monthly statements, audited financials, IRS 1120-H, reserve studies, vendor contracts, insurance policies
• Governing documents: CC&Rs, recorded amendments, articles of incorporation, bylaws, rules and regs
• Plat maps and condo declarations
• Election archives: ballots, tally sheets, candidate disclosures, recall petitions
• Lien filings, demand letters, payoff statements
• Litigation file packets and attorney correspondence

If a community generates a record, we scan it. Output is searchable PDF with OCR applied. File naming and folder taxonomy match whatever your firm uses, which we agree on during the scoping call.

Arizona retention rules

Worth knowing what the statute actually says. Full breakdown on our Arizona HOA records retention page. Short version:

• Meeting minutes: permanent (A.R.S. § 33-1805)
• CC&Rs and amendments: permanent
• Financial records: 7 years minimum, longer if litigation is pending
• ARC files: 7 years minimum after the structure is built, longer if a dispute is open
• Election records: 5 years minimum (some communities keep permanently)
• Member correspondence: 4 years (statute of limitations on most HOA claims)

The 10-business-day production rule for written records requests is in A.R.S. § 33-1805. Statutory penalties apply for failure to produce, and any subsequent dispute is harder to defend.

How the work runs

Pickup is locked transport totes, signed chain-of-custody, our staff loads the boxes. No homeowners watching documents leave the building.

Scanning runs in our Phoenix facility. 300 dpi color or grayscale, OCR applied, Bates numbering or per-document indexing if needed. Verification team reviews every page for legibility and indexing before delivery. Pages that need re-scanning — faded carbons, oversized blueprints, fragile originals — get flagged and handled separately rather than going out broken.

Delivery is whatever fits your IT: encrypted hard drive, SFTP push, direct upload to your DMS, or a hybrid. AES-256 in transit and at rest.

Original paper sits in our secure storage for 30 days after delivery in case anything needs re-scanning. After that we return it, shred with certificate of destruction, or hold longer — your call.

Nothing about Overland Printing is visible to the end community. From the homeowner’s perspective the records are simply there digitally.

Pricing

Three engagement models, depending on what works for your firm:

Per-box, for one-time digitization. $135-$185 per banker’s box depending on document mix and indexing depth. A community with 10-20 boxes typically comes in at $1,500-$3,500.

Per-community monthly retainer, for ongoing scanning as records accumulate. $295-$495 a month covers a steady stream of new records for one community. Volume discounts at 10+ communities under one agreement.

Project-based, for portfolio-wide migrations. When you win a new account and need to inherit the prior firm’s paper archive, we quote a flat rate that covers the inheritance dump in one engagement.

Easiest way to evaluate: pilot project on one community at standard per-box pricing. After we’ve worked through one full archive and dialed in the naming and indexing conventions specific to your firm, the per-community cost on subsequent communities tends to drop.

Call 602-224-9971 for a portfolio-specific quote.

Why us

We’ve been doing scanning in Phoenix since 1987. Started as Arizona Overland Blueprint serving the construction boom — blueprints, as-builts, closeout submittals. Same precision now applies to HOA records.

Two practices already run with formal chain-of-custody protocols in this facility: HIPAA-compliant medical records scanning and legal discovery scanning. HOA records aren’t HIPAA-regulated but they’re board-of-directors-sensitive, so we operate the higher standard.

Local pickup, local scanning, local management. No contractors, no offshore overflow. When you call 602-224-9971 you reach someone in our Phoenix office who knows your portfolio.

SDVOSB-pending, SAM.gov active, 21 federal contracts of past performance. The federal-compliance bar applies to commercial work too.

FAQ

Typical project turnaround?

10-20 boxes from one community: 2-4 weeks from pickup to final delivery. Portfolio-wide projects scale linearly. 10 communities is roughly 8-12 weeks with rolling delivery, so you don’t wait until the end to start using the archive.

Redaction for PII?

Yes. SSNs, bank account numbers, medical info, anything else your firm flags. Priced per page on top of base scanning.

Oversized documents — plat maps, construction drawings?

Wide-format scanners up to 44″ wide. Plat maps, as-built drawings, original site plans, large-format master plans, all in scope.

What happens to the paper afterward?

30 days in our secure storage by default. Then return, certified destruction with certificate of destruction, or longer-term hold — your call.

Active litigation?

Same chain-of-custody we use for legal discovery scanning. Bates numbering on request, full chain-of-custody documentation, original-preservation protocols.

DMS integration?

Common ones we deliver to: ProCon, AppFolio, HOA Manager, Caliber, FirstService internal, SharePoint, Box, Google Drive. If yours has a bulk-upload API we’ll use it.

Inheriting records from a previous management firm?

One of our most common project types. We coordinate the pickup directly with the prior firm under the association’s written authorization, scan, index, deliver. The inheritance gap closes in weeks instead of months.

In-house vs. outsource pricing?

Per-box we typically come in 30-50% below in-house cost once you include staff time, scanner depreciation, software licensing, and the productivity hit of having operations team scanning instead of managing communities. The bigger savings show up in QA — in-house scanning runs 5-10% rescan rate; our verification process catches errors before delivery.

Get a quote

Call 602-224-9971 for a 15-minute scoping conversation. Tell us your portfolio size, rough volume across the communities you manage, and we’ll talk through whether a pilot project on one community is the right first step.

Related services:

• Document scanning services — generalist scanning operations
• Arizona HOA records retention requirements — full retention schedule
• Legal document scanning — for communities in active litigation
• AEC scanning — for community master plans, plat maps, construction archives

Overland Printing, 3301 N 24th Street, Phoenix, AZ 85016. 602-224-9971.