Document Imaging and Going Paperless

In an ever-changing world filled with technological advances that give us access to information and resources at our fingertips, it has become increasingly important to keep up with the demands of becoming a more paperless society. To meet these demands, Leland Management has developed a document management system which allows us to scan and import association documents digitally to our main database. This not only keeps association records more secure, it also makes them quickly available when needed including the ability to access the records remotely.

How it Works

Our documents imaging department receives various documents from Accounting, Assessments & Billing and Mailroom on a daily basis. These documents are fed though two high-speed bulk scanners set to capture double-sided images.

The scanned documents are then saved in pdf format and stored in folders where they are electronically fed through a dedicated program which relies on optical character recognition, a process of electronic conversion of scanned text into machine-encoded/searchable text, to separate the pages into individual files.

The individual electronic files are then validated and imported into our main database, Document Locator, based on file type.

The original hard copies are then filed away and placed into storage securely.

How it Impacts your Community

Community Association Managers have immediate access to relevant files, such as vendor invoices and payments, lease agreements, deeds, gate access forms, mailing notices, homeowner info updates/ correspondence, and much more, via the use of their mobile devices. A repository of useful information at the touch of a keypad.

Our Accounting Managers, who provide accounting services, also benefit from the same immediate access allowing them to instantly track transactions made with check or online payments and overall community financial histories. Organized, reliable, and secure source for all of your community’s documents. Reduced costs associated with paper, ink and toner and overall improved customer service

An electronic record keeping system has proven to save community associations and their managers time, money and storage space.  In addition to these resource benefits comes the additional benefit of being environmentally friendly.

To learn more about the benefits of a paperless system please contact Diane Braswell at dbraswell@lelandmanagement.com

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Meet the Team: Chad Peck

Chad Peck was born in Gloversville, New York in 1980. The baby of the family, Chad has Chad Peck Headshot Photo MOTY Contestcropan older brother and sister. After moving to Florida, Chad attended middle school and high school in Tavares where he dual enrolled; earning his Associates Degree and High School Diploma simultaneously. In 2002, he graduated from UCF with a Bachelor of Arts degree in Elementary Education. Prior to joining the Leland Team in 2007, Chad held positions as an elementary school teacher, a consultant for the YMCA , and an Activities Director. He holds multiple certifications including CPR, First Aid, Lifeguard Instructor, Pool Operator, Swimming Instructor and more.

In 2006, he became an Activities Director for a retirement community close to his home town in Lake County. In 2007, he received his Community Association Manger license and was promoted to Association Manager of his own community within a few months. In 2011, he took on his current role at Stonecrest POA. For the last two years his work at Stonecrest has earned the community a finalist spot in the Florida Communities of Excellence awards in several categories including Water Conservation, Trendsetter, and Communications and Community. Chad has also been recognized personally as a top ten finalist for the Manager of the Year Award in the nation for the last two years and a top three finalist this year. In addition, he is one of five people receiving the 2015 Manager of Excellence Award.

Chad has remained committed to his education, earning his MBA in 2013 and is currently working on a dual degree in Human Resources Management and Management Leadership and is looking forward to graduating in December 2015. In addition to his role as a manager, Chad remains heavily involved in the community. He continues to work at the YMCA part time teaching instructors and lifeguards. He also volunteers several hours a month for different non-profits in the area by fundraising and helping with events coordinated by the Leesburg Partnership. When not working, volunteering or at school Chad carves out time from his busy schedule to care for his 4 pets Carson, Logan, Sookie, and Rocky.

We are proud to have Chad as a member of the Leland Team and hope you enjoyed getting to know him better in this installment of our Meet the Team series.