The specification will cover implementing a method of holding attachments against a member's record. This can be used for everything from letters writen to emails sent.
So if you have this system, I would suggest that it's used by the association to hold all correspondence. If you write a letter to a member, then you upload it to g.o.d. instead of filing it locally. The single advantage is that the association's documents are all held in one place.
Seem sensible?
Cheers, Rob.