Admin · Staff Portal · Records Requests

Official Records Requests

Statutory response clock. Logs every request, fulfillment, and partial response. Failure to respond timely exposes the association to fines and damages — system enforces deadlines.

5Open requests

2Due in 24h

1Overdue · escalated

31Fulfilled YTD

Statutory clocks · know the rule

COA · §718.111(12)

Condominium · 5 working days

Notice: 5 working days from receipt to make records available. Records inspection at the association's principal office unless otherwise specified. Per-page copy fees may apply per statute.

Failure → up to $50/calendar day per Section 718.111(12)(c)2 (capped, but adds up).

HOA · §720.303(5)

Homeowners' Association · 10 business days

Notice: 10 business days from receipt to make records available for inspection. Member must give 10 business days' written notice to inspect.

Failure → equivalent statutory damages and attorney's fees.

Compliance protection

What this tool does

Logs request timestamp + statute clock · auto-emails the assigned manager + supervisor at T-2d / T-1d / overdue · CC's legal counsel on overdue · auto-attaches the full audit trail (every email, every doc shared) for litigation defense.

Active requests

Submitted	Owner	Property	Type	Items requested	Statutory due	Status
Apr 23 5 days ago	Sandra Wu · #311	Plaza Tower COA	Email	Prior 3 years of meeting minutes; 2024 + 2025 financial audits.	Apr 30 (T-2d) 5 working days	⏱ 2d remaining	Open →
Apr 22 6 days ago	B5 owner	Camellia Oaks COA	Email	2024 reserve study; current insurance certificate; window-tinting policy.	Apr 29 (T-1d) 5 working days	⚠ Due tomorrow	Open →
Apr 17 11 days ago	Kennedy	The Lakes (LUHOA) HOA	Certified mail	Full association governing documents (Articles, Bylaws, Declaration, Rules, Policies, all amendments).	Apr 30 (8 business days elapsed) 10 business days	⏱ 2 days left	Open →
Apr 14 14 days ago	Pat Williamson · #309	Plaza Tower COA	Email	Concierge logs from 4/01 – 4/14; security camera footage requests for unit access.	Apr 21 (overdue 7d) Records partially supplied; remaining items disputed	⚠ Overdue · escalated	Open →
Apr 26 2 days ago	L17 owner	Centerville HOA	Email	Prior 12 months of violation log; current rules & regulations.	May 10 (10 business days) 8 days remaining	✓ Fresh · 8d	Open →

Recently fulfilled

Closed	Owner	Property	Items	Days to fulfill	Outcome
Apr 22	Marcus Chen	Plaza Tower	2024 financials + Q1 2025	2	✓ Email · 6 docs
Apr 18	Linda Adekoya	Plaza Tower	BOD meeting minutes 2025	3	✓ Drive share · 12 docs
Apr 11	Withheld	Centerville	Vendor contracts list	4	✓ Email · 8 docs

Auto-fulfillment workflow

What's automated when a request comes in:

Email parser ingests the request (or manager logs it manually) and starts the statutory clock
System matches each requested item against indexed Drive folders (governing docs, financials, audits, taxes, budgets, certifications, packets, minutes, recordings, etc.)
Auto-generates a "fulfillment kit" — Drive share link with the matching items + suggested cover-letter text
Manager reviews + approves the kit · system emails the owner via AppFolio · audit log entry written
If statute clock approaches (T-2d, T-1d, overdue), notifications fire to manager + supervisor + counsel per notification settings
Audit log entry is permanent and exportable for litigation defense (every email, every doc, every timestamp)

Sensitive items. Statute exempts certain records from inspection: attorney-client privileged communications, employee personnel files, owner financial information beyond what's needed to validate dues, etc. The system flags any matching item for manager review before sending.