Your HOA Records Stay Safe — Even When Boards & Management Change
AssocRecords keeps financials, reserve studies, contracts, and governing documents organized and searchable—so your association, not an individual volunteer or management company, owns the archive through every transition.
Protect your association during board turnover, management changes, and audits.
Your association owns its documents and records.
Self-managed HOA, HOA with management, or management company—we support who holds the AssocRecords account and billing (HOA or management firm). You choose at signup.
Protecting Your Association's Records
Sound Familiar?
Every HOA faces the same challenge when volunteers rotate off the board
Documents on Personal Devices
Bylaws on someone's laptop. Budgets in email. Contracts in the garage. When they move or rotate off, everything goes with them.
Management Company Changes
Switching management companies means hunting down historical records scattered across different systems—if they still exist at all.
No Central System
Google Drive, Dropbox, email attachments, filing cabinets. Everyone has a piece, but no one has the complete picture.
The Real Cost: Lost Documents = Lost Time, Money, and Peace of Mind
Audits delayed. Legal questions unanswered. New boards starting from scratch.
Many associations discover during an audit, a management transition, or a records request that bank statements, prior financials, or governing documents are missing or hard to obtain. AssocRecords is built so your association maintains a permanent, organized system—not a folder on one person's laptop or a prior manager's system.
Common Situations Where HOAs Use AssocRecords
When board members see themselves in this list, records continuity becomes urgent. That's what we're for.
HOAs typically start here when:
- Changing management companies
- Preparing for an audit
- A new treasurer or board takes over
- Updating the reserve study
- CPA or auditor needs prior financial records
- An insurance claim or legal matter needs old documents
- Self-managed HOA getting organized
- The HOA wants to own and control its own records—not rely on a manager's login
- Management wants one central, association-owned document location
One System. All Your Records. Forever.
A permanent home for your association's records—accessible to current leadership, protected for the next board and the next management transition.
Public Website for Owners
Homeowners access approved documents like bylaws, budgets, and meeting minutes—no login required.
Private Board & Manager Portal
The association invites board members and, if you choose, your management company, accountants, or attorneys—with controls for what each role can see.
Continuity Through Transitions
When board members or management companies change, documents and history stay with the HOA account—not with an individual or a vendor you’ve moved on from.
The Critical Difference
AssocRecords is designed so that the association—not individual board members or the management company—owns and controls its records. Invite managers, accountants, and attorneys; transfer access when the board turns over. Your history stays with the HOA.
What Makes AssocRecords Different
Everything You Need, Nothing You Don't
Simple, powerful features designed specifically for HOA document management
Pre-Organized Categories
Governing documents, financial reports, meeting minutes, vendor contracts—all organized by year and category automatically.
Access Control
Choose what's public, owner-visible, or board-only. Add or remove members as your board changes.
Instant Search
Find any document in seconds with powerful search and filtering. No more digging through email attachments.
Historical Archive
Documents organized by year for easy access to past budgets, minutes, and decisions. Perfect for audits.
Always Available
Cloud-based storage means 24/7 access from any device. No physical filing cabinets required.
Secure & Backed Up
Encrypted cloud storage, automatic daily backups, and reliable cloud infrastructure. Your documents are safe.
Most associations choose the Professional plan.
Simple, Transparent Pricing
Plans are based on the size of your association and include a set amount of secure document storage.
Need more space? Add storage anytime—or move up a plan as your archive grows. Cancel anytime. Save 20% with annual billing.
Starter
Best for: Small associations
Up to 25 units
Core governing documents and essential records for smaller communities.
Professional
Best for: Most associations
26–100 units
Active boards with more history, vendors, and year-over-year archives.
Storage add-ons (monthly)
Each plan has a maximum total storage (included + add-ons). If you need more than that, we'll help you move to the next plan tier.
| Plan | Included | Max with add-ons |
|---|---|---|
| Starter | 25 GB | 100 GB |
| Professional | 75 GB | 300 GB |
| Business | 200 GB | 800 GB |
| Enterprise | 500+ GB | Custom |
Storage space increases with plan size. Most associations never reach their limit—if you do, add-ons and plan upgrades keep you covered.
All Plans Include
Trusted by HOA Boards Nationwide
See how communities like yours solved their document management challenges
"When our treasurer moved out of state, we couldn't find the past three years of financial records. AssocRecords saved us during our audit. Everything is now in one place."
"As a self-managed HOA with all volunteers, we needed something simple. AssocRecords is so easy even our least tech-savvy board members can upload and find documents."
"We switched management companies and couldn't get our old records back. Now we use AssocRecords as our permanent system—no more worrying about transitions."
Built for Self-Managed and Professionally Managed HOAs
One platform—whether your board runs the portal, you work with a manager, or your firm serves many communities.
Self-Managed HOAs
- Board controls account
- Store governing docs
- Organize financials
- Easy board transitions
HOA with Management
- HOA can own account
- Invite management
- Records stay with HOA
- Shared access
Management Companies
- Manage multiple HOAs
- One login
- Organized by HOA
- Professional portal
Ownership policy
If the HOA owns the account: the HOA keeps access; the management company is invited; the HOA can remove the manager anytime.
If the management company owns the account: they control billing and the account; HOA access depends on your contract; the HOA can request transfer of records and account ownership. Transfers are not automatic—AssocRecords can assist and a service fee may apply.
Frequently Asked Questions
Everything you need to know about AssocRecords
Still have questions?
We're here to help. Reach out and we'll get back to you within 24 hours.
support@assocrecords.com