Capital project governance,
built on email you already use.
Per-project timelines, cited answers from bids and contracts, and audit trails that survive board turnover — without asking vendors to log in.
Infrastructure engineered for high
stakes capital projects.
Board approvals and change orders, sealed in context
Every vote, change order approval, and board directive on an active renovation is captured with full deliberation context — who proposed, what was discussed, and how the decision was reached.
Approved scope history for disputes
Bid packages and contracts move through structured revision workflows. Every version is preserved and every approval recorded — so when a dispute arises, the arbitration trail is already complete.
Roof Replacement Contract.pdf
4 versions · 3 contributors
Revision History
GC, architect, and engineer messages in order
Vendor correspondence flows into a single, time-ordered stream per project. Emails, attachments, and board notes interleave in the order they occurred — never reconstructed, never rearranged.
Activity Stream
Ask the bid package.
“What's the warranty period in the approved roofing contract?” Get an answer with the document name and page number — not a probabilistic summary.
The audit trail covers the audit trail.
Every interaction with the record is itself recorded. Access logs, export events, permission changes, and viewing history form a secondary audit layer — proving not just what happened, but who reviewed it and when.
The record survives every transition.
Board members change. Management companies transition. The institutional record remains. New leadership inherits full context without requesting files from predecessors or reconstructing history from fragments.
One record for every stakeholder.
The Board
Decision tracking across votes, positions, succession, and communications — attributed and retrievable at any time.
The Manager
Maintain integrity when personnel and project handovers occur. Context transfers with no risk of losing historical information.
Counsel & Disputes
When an owner challenges a special assessment, export the full project record with timestamps, citations, and immutable communication trails.
Infrastructure built to
institutional security standards.
Advanced encryption for data security
All data encrypted at rest and in transit using AES-256 and TLS 1.3. Keys are managed with hardware security modules.
Detailed access and user verification
Role-based access control with multi-factor authentication. Every access event is logged and auditable.
Local settings and data ownership
Your organization retains full ownership of all data. Configure residency, retention, and export policies to meet local requirements.
Designed for
your existing stack.
No mailbox change
Keep your existing email provider and workflow. BoardRecord works alongside — never replaces — your current setup.
Works with your HOA software
PayHOA, Buildium, and TownSq handle dues and residents. BoardRecord adds the project layer — timelines, search, and cited Q&A.
Vendors never log in
Contractors, architects, and engineers communicate via email only. Only board members and administrators need accounts.
Privacy controls
Granular permissions determine who sees what. Internal deliberations stay internal. Vendor communications stay scoped.
Email Safety
Whitelisted sender verification, attachment scanning, and spam filtering keep your institutional record clean and secure.
Offline enabled
Access your board records and documents without an internet connection. Changes sync automatically when reconnected.
Start building your capital project record.
Free pilot for roof, facade, and renovation projects — no credit card required.