A records manager at his desk viewing the Records Readiness Summary on his monitor — a readiness gauge and a grid of document categories for an example condo association — with labeled record binders on the desk and shelves behind him.

Association records.Ready when requested.

Boards and managers — are your association's records ready?

Records compliance is complex and time-consuming, but it's legally required. Associations must keep dozens of records current, post certain of these files online, and produce documents upon request.

RecordSteward saves you time, money, and trouble:

Records-Ready

Nothing missing, nothing out of date.

Review-Ready

Organized, indexed,
ready to review.

Request-Ready

Records Requests
serviced in minutes.

Demand for Association Records is Steep and Growing

25+ / 100+

Condominium units, or homeowners' association parcels, requiring a records website

30–50+

Documents required per association

10 Days

Statutory window to respond to records requests

1,000+

Documents to track for a 30-association portfolio

Board members

Maintaining association records
is the board's responsibility.

What you're legally required to know and do →

Homeowners

Your association is required to
make its records available to you.

See which records you can request →

Failure to produce required records can be costly — Owner Damages, the Owner's Attorney's Fees, State Civil Penalties of $500 to $5,000 per violation for condominiums, Lender Delays, or even Litigation.

Your Association Records Will Be Ready When Needed

Without RecordSteward

Records scattered across systems and people.

Missing or outdated documents found during a request.

Response packets rebuilt by hand every time.

Knowledge disappears during transitions.

With RecordSteward

One organized record library per association.

Gaps identified before they become emergencies.

Approved records organized into a shareable, response-ready packet.

Records and decisions stay with the association.

AI Reads, Sorts, and Checks Your Records — You Stay in Control

The Upload & Categorize details panel for an example condo association budget PDF: an AI Assist button, AI-suggested document type and requirement marked high confidence, date, organization and notes fields, and AI-suggested tags to accept.

AI Labels Your Documents
Saves You Time

Documents are automatically labeled:
AI selects its Type, Requirement it satisfies, and suggests searchable Tags. You review and approve.

Evidence table from the RecordSteward AI review screen: each requirement check quotes the exact document lines and page numbers behind the AI's conclusion — the report title, the engineer's sign-off, and the Phase 1 conclusion from an example condo association's milestone inspection report.

Analysis & Evidence

AI compares each document's text to the requirements, and shows you if each requirement is met.

The review screen's decision controls: a navy Confirm — On File button that counts the record toward the Records Readiness Score, a light-red-tinted Reject suggestion button, and an amber-tinted Needs review button, each with text describing what it does.

AI Suggests — Humans Decide

Agree with AI's findings? Click Confirm to update your Records Readiness Summary.

Records Readiness Summary

At a glance, see which records are on file, missing, or in review — for every association you manage.

Tested on real Florida condo documents with zero false passes.
Judgment calls are safe — and you review and approve.

Records-Ready Action Plan

AI creates your prioritized Task List. You'll know what to do, how to do it, and why it's important.

A RecordSteward Compliance Alert for Harbor Point Condominium about structural integrity reserve study reporting, showing who the rule applies to, the deadline, what changed, three required actions, the statute it comes from, and the consequence of not acting.

Compliance Alerts

RecordSteward researches the records laws that apply to your association. When rules change, our Compliance Alert shows you what changed, what you need to do, and why it's important.

The RecordSteward screen listing every Florida posting and filing requirement for condominiums, homeowners associations and cooperatives, split into the ones RecordSteward tracks and the ones it does not, with search and filter controls below.

Posting & Filing
Requirements

Associations must post certain records online, and file others with agencies. RecordSteward shows you what's required to meet your state and local requirements.

Why You Can Trust RecordSteward

Every records requirement we present includes the statute we used, so you and your attorney can quickly verify.
Every AI finding shows the evidence it found in the document.
Nothing counts as ready until a person confirms it.
Every confirmation is recorded, with the name of who confirmed it and the date.
Tested on real documents, with zero false passes.
Exports, confirmations, and posting updates are logged — who did it, and when.

Schedule a Demo

See how RecordSteward can help your associations.

Document Requests — Sent and Tracked

Be ready whenever lenders, auditors, attorneys, and homeowners request records.
Assemble and send complete, current, tracked document packets in minutes — not days.
Our premade Document Packets make requests - from homeowners, insurers, lenders, regulators, and others - quick and easy to fulfill and track.

The Packet Templates screen's Document Request Packets: Annual Review, Milestone Inspection, and SIRS packet cards, each showing who the packet is prepared for, whether it covers the entire association or one building, the records it includes, and an Assemble packet link.

The Pre-Export Review panel, marked AI reviewed, showing two Missing warning cards for an example packet: a SIRS Report card explaining that no Structural Integrity Reserve Study is included and how to obtain one, and a Previous Reserve Study card noting no prior reserve study is present — each with an Override with note link.

Every Packet Checked
Before It Goes Out

Every packet has a checklist of what it must contain. AI checks the packet against that list and tells you what's missing — before anyone else sees it.

Still reading every document by hand — and rebuilding packets every time someone asks?