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.

Are your records scattered across drives, emails, filing cabinets, and management software?

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Nothing missing, nothing out of date.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+ Units

Triggers website posting requirements

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

Failure to deliver required documentation can trigger
Lender Delays, Regulatory Penalties, DBPR Discipline, License Suspension, or 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Missing or outdated documents found during a request.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 Your Documents — So You Don't Have To

The Upload & Categorize details panel for an example condo association document: a Suggest Document Type and Requirement (AI Assist) button, AI-suggested Document type and Requirement fields marked high confidence, Add to Readiness Summary and Mark as In Review buttons, date, organization, and notes fields, and AI-suggested searchable tags with an Accept All Tags button.

Document Upload that Saves You Time

AI identifies the Document type and the 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.

See the Evidence

AI Reads your documents and shows its evidence for each requirement.

The review screen's decision controls: a navy Confirm — On File button that counts the record toward the 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 Readiness Summary.

Records Readiness Summary for Harbor Point Condominium, an example Florida condo association: a 19% ready gauge, significant gaps flagged, 10 of 52 required records on file and current, and 2 files in review not yet counted.

Your 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.

A records manager at his desk viewing the RecordSteward Records Action Plan on his monitor — a prioritized list of AI-suggested steps for an example condo association to become Records-Ready.

Your Records Action Plan

AI provides a prioritized, detailed task list for your association to become Records-Ready.

A RecordSteward compliance alert card for an example Florida condo association: a SIRS reporting alert showing who it applies to, the effective trigger, what changed, the required actions, the source, and potential consequences.

Your Compliance Alerts

When rule changes affect your associations, AI alerts you to the issue and the REQUIRED ACTIONS to address it.

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

AI reviews each packet against its template and tells you what's missing — before anyone else sees it.

Why You Can Trust Our AI Records Readiness Score

Every requirement is checked against statute-verified checklists built for Florida condo records. Every AI finding shows its evidence. Nothing counts until a person confirms it — and every confirmation is recorded, with a name and a date. Tested on real documents: zero false passes.

Schedule a Demo

See how RecordSteward can help your associations.

Document Requests — Sent and Tracked

Lenders, auditors, attorneys, and homeowners requesting records?
Not a problem. Assemble complete, tracked packets in minutes — not days.

The Packet Templates screen's Standard Templates: Annual Review, Milestone Inspection, and SIRS packet cards, each showing who the packet is prepared for and whether it covers the entire association or one building.

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

Schedule a Demo

In 20 minutes, see how RecordSteward:

reads and scores your documents
identifies what's missing or stale
assembles and tracks document packets
flags rule changes that affect your associations