RecordSteward — Records-Ready. Review-Ready.
Association records and statute documents on a professional desk

Associations Must Now Maintain 30-50+ Records

Plans & Pricing

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.
  • •A missed deadline can trigger fines, attorney's fees, and a DBPR investigation.
  • •RecordSteward keeps your records current and request-ready. Document requests are met with a few quick clicks.

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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.

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Penalties for missing 10-day deadlines can reach $50/document/day.

Association Managers' Document Request Burden

CAMs & Boards must provide at least 15 types of records to at least 7 requesting parties.

  • Declaration & bylaws

    • Owners
    • Lenders
    • Insurers
    • Inspectors
    • Regulators
    • Courts
    • Title Companies

  • Articles of incorporation

    • Owners
    • Lenders
    • Insurers
    • Regulators
    • Courts
    • Title Companies

  • Recorded amendments

    • Owners
    • Lenders
    • Insurers
    • Inspectors
    • Regulators
    • Courts
    • Title Companies

  • Annual budget

    • Owners
    • Lenders
    • Insurers
    • Regulators
    • Courts
    • Title Companies

  • Year-end financial statement

    • Owners
    • Lenders
    • Regulators
    • Courts
    • Title Companies

  • Annual audit / review / compilation

    • Owners
    • Lenders
    • Regulators
    • Courts

  • Reserve schedule

    • Owners
    • Lenders
    • Insurers
    • Inspectors
    • Regulators
    • Courts
    • Title Companies

  • SIRS report1,2

    • Owners
    • Lenders
    • Insurers
    • Inspectors
    • Regulators
    • Courts
    • Title Companies

  • Milestone inspection report2

    • Owners
    • Lenders
    • Insurers
    • Inspectors
    • Regulators
    • Courts
    • Title Companies

  • Insurance certificate (master policy)

    • Owners
    • Lenders
    • Insurers
    • Regulators
    • Courts
    • Title Companies

  • Wind-mitigation certificate2

    • Owners
    • Lenders
    • Insurers
    • Regulators
    • Courts
    • Title Companies

  • Board meeting minutes (past 12 months)

    • Owners
    • Lenders
    • Insurers
    • Inspectors
    • Regulators
    • Courts

  • Records-request log

    • Owners
    • Lenders
    • Regulators
    • Courts

  • Vendor contracts & competing bids

    • Owners
    • Inspectors
    • Regulators
    • Courts

  • Owner roster / delinquency ledger

    • Owners
    • Lenders
    • Regulators
    • Courts
    • Title Companies

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.

Inspection and SIRS Milestones

Florida requires condominium buildings three stories or taller to complete structural milestone inspections every 10 years, and to fund a Structural Integrity Reserve Study on the same cycle. RecordSteward tracks every deadline, every report, every filing — 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 association dashboard showing buildings, records checklist, and status pills (On File, In Review, Missing) for an example Florida condo association.

RecordSteward's dashboard tracks records across every building, every association, and every requirement.

Built for Florida's high standards.
Customized to manage all U.S. States.

RecordSteward supports each state's unique regulatory requirements.

Contact us about your state's requirements →

Washington

RCW 64.34 / RCW 64.90 (WUCIOA)

  • •Reserve study required — updated at least every 3 years under WUCIOA
  • •Resale certificate must be provided within 10 days of request
  • •Post-2018 associations governed by stricter WUCIOA standards

New Jersey

NJ P.L.2023, c.92

  • •2023 Safety Act: structural inspections required at 25-year milestone
  • •Reserve studies now required and tied to inspection findings
  • •Annual DCA registration required for all community associations

New York

NYC Local Law 11 / NY RPL

  • •NYC Local Law 11: facade inspections every 5 years for 6+ story buildings
  • •Martin Act governs offering plan and resale disclosure obligations
  • •Local Law 97 emissions reporting for larger buildings

See Florida-specific records requirements →

See How Your Association Can Be
Records-Ready, Review-Ready.

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