RecordCheck
The association’s document vault, organized around Florida’s official-records requirements: one library per association, a checklist of the records the statute names, a mandatory human redaction step before anything becomes owner-visible, and a working-day clock on records requests.
Available Every tier
What RecordCheck does
One vault per association
Every building document in one library — statutory or not — with versioning: the current budget stays current until replaced, and the outgoing version moves to a searchable, reversible archive.
A statutory checklist with a completeness meter
The records the statute names, tracked item by item with citations, rolled into an informational completeness indicator — what is on file, what is posted, what is missing.
The redaction gate
Nothing becomes owner-visible until a person affirms each protected-information category — reviewed and not present, or found and removed. Auto-filed reports land in review; no auto-publish path exists.
Real redaction, in the app
Managers draw boxes on the rendered pages and apply them as a raster flatten — the covered text is burned out of the pixels, not hidden under a box a copy-paste can defeat. The unredacted original stays admin-only.
Search inside documents
Content search finds words inside app-redacted documents — with scanned pages read by OCR from the flattened output, so redacted content is never indexed. Everything else stays findable by name, period and record type.
The records-request clock
Each owner records request runs on a 10-working-day clock with its response evidence attached, and the queue feeds the compliance calendar.
How it works
- Upload and tag a document — the checklist shows where it fits and what is still missing.
- If it needs redaction, draw the boxes in the app and apply; the result lands in review, never straight to posted.
- A person affirms the redaction checklist — the one gate to the owner portal — and posting archives the version it replaces.
- Owners self-serve posted documents with search and a prior-versions disclosure; records requests run on the working-day clock.
Connects to the rest of HelmHOA
HelmHOA modules share one data spine — nothing below is an export or a re-key. With RecordCheck enabled:
- MilestoneCheck — milestone reports auto-file into the library, landing in redaction review.
- ReserveCheck — reserve-study posting duties auto-file the same way.
- DateCheck — posting and request clocks overlay the compliance calendar.
What Florida law says
RecordCheck is organized around Fla. Stat. § 718.111(12) — the condominium official-records provisions, including the posting requirements added by the “Website Law.” The checklist ships with per-item citations, and each association reviews what applies to it.
Statutory references last reviewed 2026-07-10. Educational guides with full citations live in the Florida Law Hub.
Educational information only — not legal advice. This summarizes Florida law as of the date shown and may be out of date. It is not legal advice and does not create an attorney–client relationship. For advice about your association, consult a licensed Florida attorney or a licensed Community Association Manager.
Pricing
RecordCheck is included in every HelmHOA tier. One flat price per association covers it — nothing is sold separately, and there are no per-seat fees.
Every free 30-day trial is full-package — you can try RecordCheck with your own building’s data before any decision.
Good to know
- HelmHOA does not host an association’s public statutory notices — each association posts notices to its own website.
- The completeness meter is an informational indicator of the records tracked in HelmHOA — not a legal determination that any requirement is met.
- The redaction flatten exists because a black box drawn over PDF text in most tools leaves the text in the file. Here the posted file is rebuilt from the pixels — larger, and safe.