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HOALibrary

The HOA-owned record of record: a full-text searchable digital archive built for homeowners associations.

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What it is

HOALibrary is a digital archive platform purpose-built for homeowners associations. It gives an HOA permanent, OCR-enabled document storage with full-text search, AI-powered question answering, and compliance-ready access controls. The association owns the archive and can export it at any time.

The point is to be the definitive document repository for your community. Every record, from decades-old paper to today's PDFs, lives in one place and stays searchable. Search runs inside documents, not just across filenames.

Because the HOA owns the archive permanently, the records stay with the association even when the management company changes. The data does not walk out the door with a vendor or a departing board member.

HOALibrary is web-based, with mobile scanning for paper records. It augments the systems you already use rather than replacing them.

Who it's for

  • HOA boards and management: a single permanent home for governing documents, contracts, and historical records.
  • Residents: searchable access to historical records, policies, and the information they have a right to inspect.
  • Associations under record-retention or publication mandates: tools to meet state requirements for publishing official records online.
  • Communities transitioning between management companies: records that stay with the HOA across the handoff.
  • New board members onboarding: searchable institutional memory instead of a stack of storage boxes.

How it works

You can be up and running in an afternoon. There is no migration project and no IT department required. The setup is four steps:

  1. Import documents by bulk-uploading files or folders, or by syncing from TownSq or Google Drive.
  2. Scan legacy paper with a phone camera in the app, which auto-converts to PDF and runs OCR.
  3. Invite the board.
  4. Search across everything, including the contents of every scanned and digital document.

Key features

  • Full-text search OCR-powered search across scanned and digital documents that finds literal mentions like "drainage easement," vendor names, and dates spanning decades.
  • Ask the Archive Natural-language questions answered exclusively from your association's own documents, with citation links. Documents are auto-summarized and fact-checked before storage, and the system is designed to prevent made-up answers.
  • Paper digitization Scan paper with a phone camera in the app, with automatic PDF conversion and OCR that turns legacy storage boxes into searchable records.
  • Ownership and permanence The HOA owns the archive permanently and can export it. Data stays with the association across management-company changes.
  • Access and sharing Configurable access gated to residents or public-facing, with permanent shareable document links.
  • Hosting and branding Host on your own domain or white-label the platform.
  • Resident portal extras Forms and polls, a content dashboard, and resident communication tools. It does not try to replace your existing suite's voting or dues.
  • Integrations Document sync from cloud storage such as Google Drive, import from existing HOA portals such as TownSq, API push, and an embeddable search box for an existing HOA website.

Use cases

  • Compliance: publish official records online to meet state requirements, such as Florida HB 1021, which since January 1, 2026 requires condos of 25 or more units to publish official records online.
  • Historical research: find references across years of documents in seconds.
  • Institutional memory: preserve context and decisions as boards rotate.
  • Transparency and member inspection rights: give residents access to the records they are entitled to review.
  • Onboarding new board members: bring new directors up to speed with a searchable record.

Good to know

  • Web-based, with mobile scanning for paper records.
  • Hosting options: white-label custom domain or platform-hosted.
  • Document sources: bulk upload of files or folders, TownSq and Google Drive integration, API push, and phone scanning.
  • It augments existing HOA systems rather than replacing them.
  • Built by an HOA board member.
  • Currently in pilot with Eagle Crest Ranch HOA, one of Tucson's largest associations.
  • Available by demo; contact Navecta to discuss a pilot.
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