Services
Built for Compliance. Designed for Control.
system Assessment
We assess how your board uses data, identify where it’s at risk, and show you how to fix it. Using structured email, secure cloud systems, and website tools, we help keep everything organized, accessible, and under your control.
Data at Risk
HOA data is not automatically saved or protected. It often lives in personal emails, local files, and board packets with no structure. When board members change, information is lost or hard to recover. Without intentional control, the association does not truly own its records.
Legal Requirements
HOA boards are legally responsible for maintaining association records. While state law does not specify how those records must be stored, they must be available when requested. If they are not, the board is held accountable.
Board Email Control
Personal email puts HOA data at risk. Sensitive information is stored in unsecured inboxes, and when board members leave, that data leaves with them, outside of the association’s control.
Secure Access & Board Control
HOA data should be stored in a secure cloud system under board control, with access at all times. When management companies change, data can be lost or difficult to retrieve if the board does not control it. Management companies are not responsible for retaining records, the board is.
Organized & Accessible Records
Records only have value if you can find them. Without organization, documents become difficult to locate and use. A structured system ensures everything is easy to access when the board needs it.
Website & Homeowner Access
HOA websites should be built for the community. Generic portals often change or disappear during transitions. A custom website provides a stable, familiar place for homeowners to access information. Designed for your community and controlled by the board.
What We Do During the System Assessment
Meet with the Board to Understand Concerns and Current Practices
We start with a working session to understand how your board currently operates—how you communicate, store records, and what challenges you’re facing. This gives us real context before we evaluate your systems.
Review Board Email Usage and Data Flow
We assess how email is being used for association business, including what type of information is being sent, where it is stored, and whether personal accounts are being used. This helps identify exposure around sensitive homeowner and financial data.
Evaluate Data Storage, Backup, and Ownership
We determine where your data is actually stored—cloud systems, local devices, or management platforms—and who controls it. We also verify whether backups exist, how reliable they are, and whether the board has direct access.
Assess Document Organization and Record Retention
We review how your documents are organized, labeled, and maintained. This includes checking whether records are complete, easy to locate, and retained in a way that supports long-term access and legal needs.
Identify Gaps, Risks, and Transition Vulnerabilities
We analyze where your systems break down—especially during board or management changes. This includes identifying points where data could be lost, access could be restricted, or control could shift away from the board.
Where HOA Data Is at Risk
Data Stored in Personal Email Accounts
We evaluate how your board communicates and identify ways to secure and manage that communication under board control. To protect sensitive information, keep records organized, and ensure everything remains accessible over time.
Centralized System for Data Storage
We create a centralized system for storing and managing your association’s data. By bringing information into one structured environment, your board gains clear organization, consistent access, and full control over its records.
Loss of Data During Board or Management Changes
When board members rotate off or management companies change, data is often lost or incomplete. Files may remain in personal accounts or systems that the board no longer has access to, creating gaps in records and history.
Lack of Backup and Verification
Many associations assume their data is being backed up—but have never verified it. In some cases, backups don’t exist, are incomplete, or are controlled by a third party. Without confirmed backups, data can be permanently lost.
Uncontrolled Access to Sensitive Information
Without defined access controls, sensitive data can be shared too broadly or stored in unsecured locations. This increases the risk of unauthorized access, data exposure, and potential liability for the association.
How We Support Legal & Recordkeeping
Review Current Recordkeeping Practices
We evaluate how your association currently maintains records, including where they are stored, how they are organized, and how they are accessed. This identifies gaps between your current setup and what is required.
Align Records with State Requirements
We map your documents and records against state requirements to ensure they can be produced when requested. This focuses on availability, accessibility, and completeness—not just storage.
Establish Structured Record Organization
We implement a clear structure for how records are categorized, labeled, and stored. This ensures documents such as financials, contracts, meeting minutes, and correspondence can be quickly located when needed.
Define Retention and Access Structure
We help establish how long records should be retained and who should have access to them. This ensures important documents are not deleted prematurely and are available to the board when required.
Prepare for Requests, Audits, and Legal Needs
We organize your records so they can be confidently produced for homeowner requests, audits, or legal matters. This reduces delays, confusion, and risk when documentation is required.
*NOTE: We provide organizational and system support for record management. For legal interpretation or advice, your association should consult legal counsel.
How We Set Up Board Email Control
Set Up Your Association’s Email Domain
We configure a dedicated email domain for your association (e.g., yourcommunity.org), owned and controlled by the board.
Create Role-Based Email Accounts
We create email accounts for each board position—such as President@, VP@, Secretary@, and Treasurer@—so communication is tied to the role, not the individual.
Litigation Protection & Email Retention
We implement email systems that retain and preserve all communication. Even if emails are deleted, they are not permanently lost. This protects the association by maintaining a complete and reliable history of communication for accountability, review, or legal situations.
Aliases for Clear Communication
We set up email aliases using names, positions, or recognizable titles so homeowners know exactly who they’re communicating with. This improves clarity, keeps communication professional, and still maintains the structure and control of role-based accounts.
Ensure Continuity During Board Changes
When board members change, access transfers with the position. All emails and data remain with the association, preserving history, accountability, and control.
How We Provide Secure Access & Board Control
Set Up a Secure Cloud-Based System
We establish a centralized cloud system where all association data is stored in one secure location, accessible to authorized board members at any time.
Control Access by Role
We set permissions based on board roles, ensuring the right people have access to the right information—while keeping sensitive data protected and controlled.
Protect Data with Secure Encryption
We implement systems that protect your data in transit and at rest, using secure encryption methods to prevent unauthorized access and keep information safe.
Ensure Reliable Backup and Recovery
We configure automatic backups so your data is consistently saved and protected, with the ability to recover information if anything is lost or compromised.
Organize and Structure Your Data
This gives your board full control, secure access, and confidence that your data is protected and always available.
How We Support Document Storage & Management
Secure Physical Document Storage
We oversee a safe, controlled location to store your association’s physical records, keeping important documents protected and out of personal homes or scattered locations.
Document Pickup and Transfer
We coordinate the collection and transfer of documents from board members, management companies, or storage locations to ensure everything is centralized and accounted for.
Organize and Structure Records
We sort and organize your documents into a clear, consistent system so records are easy to find, review, and manage when needed.
Review and Reduce Unnecessary Records
We help go through existing documents to identify outdated or unnecessary paperwork, reducing clutter and keeping your records clean and manageable.
Digitize and Scan Key Documents
We can scan and convert important records into digital format, giving your board easier access while creating a backup of critical information. (additional fees apply)
Your HOA, Fully Connected in One Place
Custom Domain Setup
We secure a domain name for your association and place it under board control, so your community always owns its online presence.
Custom Website Development
We build a website tailored to your HOA, organize communication, documents, and homeowner access in a simple, easy-to-use format.
Homeowner Access to Information
Give homeowners a central place to access documents, announcements, policies, and updates that stay with the association, even when management changes.
Online Payments & Requests
Enable homeowners to pay dues, submit requests, and stay engaged with the community through a streamlined, secure system.
Board Communication & Updates
Keep your community informed with real-time updates, board notices, and key decisions, all in one place that everyone can access.
Ready to hire a great team?
Talk with our consultants to identify where your board may be vulnerable, and take the first step toward control and compliance.