Associations Must Now Maintain 30-50+ Records
RecordSteward makes it easy to manage all these documents.
Time-sensitive records requests come from
owners, lenders, insurers, inspectors, regulators, and courts.
How RecordSteward helps CAM Firms
- •A 20-association portfolio can require CAMs to manage 1,000+ active documents.
- •Miss the 10-business-day deadline and the association can owe the owner $50 a day, up to $500.
- •RecordSteward keeps your records current and request-ready. Document requests are met with a few quick clicks.
How RecordSteward helps Boards
- •Insurers require associations to produce milestone inspections, SIRS, and reserve studies, or face substantially higher premiums, or non-renewal.
- •Missing records can result in special assessments, Fannie/Freddie ineligibility, and litigation.
- •Directors can be personally liable for willful failure to produce records.
Penalties for missing 10-day deadlines include statutory damages of $50 per day, up to 10 days.
Association Managers' Document Request Burden
CAMs & Boards must provide at least 15 types of records to at least 7 requesting parties.
| Type of Record | Owners | Lenders | Insurers | Inspectors | Regulators | Courts | Title Companies |
|---|---|---|---|---|---|---|---|
| Declaration & bylaws | Required | Required | Required | Required | Required | Required | Required |
| Articles of incorporation | Required | Required | Required | Required | Required | Required | |
| Recorded amendments | Required | Required | Required | Required | Required | Required | Required |
| Annual budget | Required | Required | Required | Required | Required | Required | |
| Year-end financial statement | Required | Required | Required | Required | Required | ||
| Annual audit / review / compilation | Required | Required | Required | Required | |||
| Reserve schedule | Required | Required | Required | Required | Required | Required | Required |
| SIRS report1,2 | Required | Required | Required | Required | Required | Required | Required |
| Milestone inspection report2 | Required | Required | Required | Required | Required | Required | Required |
| Insurance certificate (master policy) | Required | Required | Required | Required | Required | Required | |
| Wind-mitigation certificate2 | Required | Required | Required | Required | Required | Required | |
| Board meeting minutes (past 12 months) | Required | Required | Required | Required | Required | Required | |
| Records-request log | Required | Required | Required | Required | |||
| Vendor contracts & competing bids | Required | Required | Required | Required | |||
| Owner roster / delinquency ledger | Required | Required | Required | Required | Required |
Swipe sideways to see all seven requesting parties →
| Type of Record | Owners | Lenders | Insurers | Inspectors | Regulators | Courts | Title Companies |
|---|---|---|---|---|---|---|---|
| Declaration & bylaws | Required | Required | Required | Required | Required | Required | Required |
| Articles of incorporation | Required | Required | Required | Required | Required | Required | |
| Recorded amendments | Required | Required | Required | Required | Required | Required | Required |
| Annual budget | Required | Required | Required | Required | Required | Required | |
| Year-end financial statement | Required | Required | Required | Required | Required | ||
| Annual audit / review / compilation | Required | Required | Required | Required | |||
| Reserve schedule | Required | Required | Required | Required | Required | Required | Required |
| SIRS report1,2 | Required | Required | Required | Required | Required | Required | Required |
| Milestone inspection report2 | Required | Required | Required | Required | Required | Required | Required |
| Insurance certificate (master policy) | Required | Required | Required | Required | Required | Required | |
| Wind-mitigation certificate2 | Required | Required | Required | Required | Required | Required | |
| Board meeting minutes (past 12 months) | Required | Required | Required | Required | Required | Required | |
| Records-request log | Required | Required | Required | Required | |||
| Vendor contracts & competing bids | Required | Required | Required | Required | |||
| Owner roster / delinquency ledger | Required | Required | Required | Required | Required |
The records listed cover governance, financial, and operational categories. These are required by community associations nation-wide, except for:
1SIRS (Structural Integrity Reserve Study) — unique to Florida.
2 Florida statutory framework.
Six Records Problems You Can Avoid
Statutory damages and attorney’s fees
Miss a records request deadline, and Florida’s presumed-willful-violation standard kicks in. Statutory damages run $50 per day. The requesting owner’s attorney’s fees often exceed the statutory figure itself. Your association pays both.
DBPR investigations and discipline
An owner complaint to the Florida Department of Business and Professional Regulation can take months to resolve. For CAMs, the result can be fines, probation, license suspension, or revocation. For boards, the result is extended investigation — and legal bills while the state examines your records.
Personal director liability
When a Board willfully fails to produce records, courts can strip the indemnity clauses that normally protect individual directors. Board members can be pursued personally. Directors and Officers liability insurance may not cover willful-noncompliance findings.
Fannie Mae and Freddie Mac ineligible list
Over 1,400 Florida condominium buildings are ineligible for secondary-market financing because their records failed lender requirements. When refinancing is impossible, condo sales collapse — and that hurts every unit owner in the building.
Special assessments from missed deadlines
When milestone inspections lapse, reserves go underfunded, or required postings are missed — the costs compound, resulting in special assessments for the owners. Owners blame their Board. Boards lose their mandate.
Insurance renewal breakdowns
Florida condominium insurance underwriters now require extensive documentation for renewal. Incomplete submissions lead to declined renewals or premium increases of 300% to 1,000% year over year. Buildings priced out of insurance are buildings priced out of sale.
Features that Save You Time and Trouble
Records indexed by statute
Every document in RecordSteward is tagged to the Florida statute or rule it supports. When a records request arrives, you know exactly what applies, what’s on file, and what’s missing.
Your 10-Day Clock
You have 10 days to meet a records request (working days for condo associations under FS 718.111(12)(c); business days for HOAs under FS 720.303(5)). RecordSteward flags what’s needed, builds the response packet, and tracks the deadline — so you meet it, stress-free.
Milestone Inspections and Reserve Studies
Two separate obligations. A Milestone Inspection is a structural inspection of the building, generally first required at 30 years — or 25 where the local building department sets that — then every 10 years. A Structural Integrity Reserve Study is a funding study for the components an association must reserve for, repeated at least every 10 years. They are separate requirements, with separate timing rules and separate reports. RecordSteward tracks each one separately and flags what’s coming up before it becomes an emergency.
Jurisdiction-specific compliance
Counties and cities often have different posting, inspection, and disclosure rules. RecordSteward’s Jurisdiction Profiles show you what you need to know and do based on your association’s location.
Our Dashboard Provides Extensive Information and Tools
Manage your records — at the building, association, and portfolio level.
RecordSteward's dashboard tracks records across every building, every association, and every requirement.
Built for every state. Florida first.
RecordSteward was built on Florida's extensive records requirements.
See Florida-specific records requirements →
To provide records-ready and request-ready information to each association we work with, before going live we carefully review the records requirements in that association's state, county and city, and update RecordSteward as needed.