Decades of association records,
in one place, finally searchable
Governing documents, minutes, financials, insurance, and contracts pulled out of old drives and former board members’ inboxes. Organized, indexed, and handed back with a written list of what is missing.
- Fixed price agreed before any work starts
- Scanned documents read and made searchable, not just stored
- A gap report showing which years and records are missing
- First year of ReadFort included, so it stays organized
Get a fixed price
Five questions, one business day for a reply. No call required to get a number.
When boards usually call
Almost nobody wakes up wanting to organize records. Something forces it, and by then it is urgent.
You changed management companies
The outgoing company sent a drive, a few ZIP files, or nothing at all. Nobody has confirmed what is actually in it or what is missing.
The board turned over
Years of records live in a former treasurer's email and a secretary's personal Dropbox. When they left the board, the records went with them.
You are in litigation or facing an audit
Counsel asked for a complete file. Assembling it by hand from four places is how associations discover the gaps at the worst possible moment.
A homeowner made a records request
The clock is running and nobody can say with confidence where the 2016 amendment or the expired policy ended up.
How a project runs
Intake
A short call about what you have and how many separate places it lives in. You get a fixed price before any work starts. No hourly billing.
Handoff
You send a ZIP, a shared drive, or a mailbox export. If a former manager holds the records, we will tell you exactly what to ask them for.
Organize
Everything is read, including scans, then sorted into governing documents, minutes, financials, insurance, contracts, and architectural records. Retention periods are assigned per document type.
Gap report
A written list of what is missing. No insurance certificate after 2019. Minutes absent between 2003 and 2007. This is usually the part boards find most useful.
Handover
A walkthrough with the board. From there your records are searchable by anyone you give access to, and they stay that way when the board turns over again.
What it costs
Priced on how many places the records are scattered across and what condition they are in, not on page count. You get the number before anything starts.
Starter archive
$750
Up to 500 documents
One source, already digital. Typical for a small association that has been with one management company.
Standard archive
$1,500
Up to 2,000 documents
Two or three sources with some scanned material. The most common project.
Full history
From $2,500
2,000+ documents or 25+ years
Multiple management transitions and decades of minutes. Priced after intake.
Every project includes the first year of ReadFort. Litigation and audit deadlines add 50 percent because they move ahead of other work.
Scans are read, not just filed
Most of what an association has from before about 2010 is a scan, which means the text is a picture and no search will ever find it. Every scanned page is transcribed so that asking when the board approved the landscaping contract returns the minutes, not a folder to dig through.
Questions boards ask
What if our records are still on paper?
We do not scan paper, and we would rather say so up front than take the project and disappoint you. If your records are already digital but scattered across drives, inboxes, and ZIP files, that is exactly what this is for. If you have boxes, we can point you to a local scanning service and take it from there.
How long does it take?
A Starter archive is usually one week from handoff. A full history runs two to three weeks depending on how many sources are involved. If you have a litigation or audit deadline, say so in the form and we will tell you honestly whether it is achievable.
What happens after the project ends?
The first year of ReadFort is included in the project price. Your records stay searchable, versioned, and access-logged, and the association keeps them when the board changes. After year one it is a normal subscription you can cancel.
Who can see the records?
Only the people you grant access to. Every view and download is logged, which matters when a homeowner asks who saw what. You can share a single document or a board packet by link with controls on each one.
Can you do this for a portfolio?
Yes. If you manage multiple associations and inherit records every time you onboard one, that is a recurring version of the same job and it is priced per association. Mention your portfolio size in the form.
Is this legal advice?
No. We assign retention categories based on published state guidance and common practice, and the gap report tells you what is missing. What your association is legally required to keep is a question for your attorney.
Start with the number
Tell us roughly what you have and you will get a fixed price within one business day. If it turns out the project is not worth doing, we will say that too.
Request a fixed price