Association Records
How to choose a website provider for your condo or HOA association
Choosing how your association publishes notices and owner records is a board decision, not only a technology purchase. These questions help a board compare any website or records-portal provider on the points that matter most.
Start with what your association needs
List what you plan to share and with whom: public notices and meeting information for anyone, and governing documents, budgets, minutes and other records for owners only. Florida condominium associations with 25 or more units, other than those with timeshare units, are required to post digital copies of specified official records on a website or make them available through a mobile application under §718.111(12)(g), Florida Statutes, effective January 1, 2026. Read our plain-language guide to the Florida condo website requirements and confirm the details with your association’s legal counsel.
Who controls the website and the records?
Ask whether the association keeps control of its content and records, and what happens to access if the association changes providers or property managers. Records should stay with the association rather than with any one manager. See also our article on financial continuity during a property management change.
How does owner access work?
Ask how owners request access, who approves each request, and whether the board can keep some records restricted. Protected records should be visible only to the people the association has approved.
Who manages updates?
Ask whether authorized board members or your manager can publish notices, post meeting information and upload records without hiring a web developer, and what kind of support is available when they need help.
What does it cost?
Ask for the monthly fee, any one-time setup fee, whether taxes are extra, and how cancellation works. Compare month-to-month terms with longer commitments, and get the answers in writing.
Questions to ask any provider
- Who owns the content and records, and can we export them?
- How do owners sign in, and who approves access?
- Can we restrict individual records?
- Who can publish and edit, and do they need technical skills?
- What are the monthly fee, setup fee, taxes and cancellation terms?
- What support is included, and how do we reach it?
- Does the provider say plainly what it does not do?
What a provider can and cannot do
Software can help an association organize records and provide access to them. It does not decide what an association must post, review the records, or guarantee compliance with any law. For condominium associations, §718.111(12)(g) expressly allows the required website, application, or web portal to be operated by a third-party provider. The association remains responsible for the records it posts. Compliance depends on your association’s own records and practices.
Where MyRecordSite fits
MyRecordSite is a separate software subscription, operated by SmartLedger Management, a DBA of Griffin Realty, Inc. It provides an association website with protected owner records, managed by the board or manager, and it does not guarantee compliance with any law. It is not part of SmartLedger’s bookkeeping and financial-management services.
See MyRecordSite’s Florida condo and HOA page →
This article provides general information, not legal advice. Associations should confirm current requirements with their own legal counsel.