Every HOA document.
Searchable forever. Owned by you.
HOA Library is your association's gated, full-text-searchable, AI-assisted archive of record - find every mention of a topic across years of minutes and governing docs, ask it questions in plain English, and keep published records that can't be quietly altered or deleted, even when your management company changes.
Not another management portal - the archive layer
Most HOA software - even the all-in-one suites - just stores files and searches filenames. HOA Library does what they don't: it reads inside every document, answers questions from your own records, and keeps published records that can't be quietly altered or deleted - all owned by the association, permanently.
Search inside everything
Full-text search finds every literal mention - "drainage easement," a vendor name, a date - across years of minutes, budgets, and CC&Rs. Scanned, image-only documents are made searchable too, with server-side OCR.
Ask the archive (AI)
Residents ask in plain English - "what are the late fees?", "who's on the board?" - and get an answer drawn only from your own documents, with a link to every source. Ask by typing or by voice, in English or Spanish. AI answers and summaries are reference aids that can make mistakes, so every answer links the source documents, which govern.
Records that can't be quietly changed
Uploads start as drafts the board reviews before they publish. Once published, a record is locked: no silent edits or deletions. Genuine fixes are made through a transparent, audited correction (old value, new value, and reason are logged), and removing a record takes a governed process, not a quiet click.
A legal reference library
Your state's HOA statutes come built in, full-text searchable and Ask-able (Arizona's planned-community law today, more to follow), so answers can cite the controlling statute. It's kept clearly separate from your HOA's own records - reference material, never mixed into your archive.
Meeting recordings, transcribed
Drop in a board-meeting recording or paste a video link. AI transcribes it, summarizes it, and makes every word searchable and Ask-able - and it plays back right on your site with a click-to-seek transcript synced to the video.
Review & sign on the site
Your HOA reviews and signs the platform agreements right on HOA Library. Click-through acceptance for the terms, an authorized typed-name signature for the service agreement, and an executed copy kept for you - no printing, scanning, or emailing PDFs around.
Owned & permanent
It's the HOA's archive of record - exportable and yours to keep across any management change. Knowledge doesn't walk out the door when the board rotates.
Privacy & access control
You decide who sees what. Keep documents members-only or board-only, flag anything with personal info as sensitive (an AI scan helps find it) so it's locked down, share via expiring, revocable links instead of permanent ones, and optionally publish a public page of only the documents you choose - useful for state record-access laws.
Your own address
Each community gets its own address on HOA Library (your-hoa.hoalibrary.org). Gate it to residents, open a curated public page, and share secure, expiring links to member documents.
Get documents in easily
Upload single files or whole folders in bulk, forward a document to a private email address and it files itself, or pull new records in automatically from your existing portal (TownSq) on a schedule. New documents just appear - OCR'd, summarized, searchable.
Augments your existing tools
We don't replace your suite's voting or dues. Keep your portal and drop a searchable documents widget straight onto your current HOA website with one snippet of code - HOA Library makes your documents findable and permanent alongside what you already run.
How "Ask the archive" works
Grounded in your documents, with a source link on every answer - no made-up facts.
Ask in plain English
"What are the late fees?" "Who's on the board?" "When are assessments due?"
It finds the evidence
Your question is matched against every document two ways - by meaning (AI/vector) and by keyword - and the most relevant passages are pulled together.
Auto-summarized, fact-checked
Every document gets a short AI summary that's automatically fact-checked against the source before it's stored, so the right facts surface fast.
A cited answer
The AI writes an answer using only those passages and links the exact sources, preferring the most recent doc for "current" questions.
Records the board can trust
An HOA's records only matter if members can trust that they're the real ones. HOA Library treats the record like a record, not a shared folder anyone can rewrite.
Board reviews before it publishes
New documents arrive as drafts. The board reviews and publishes them, so what members see is deliberate, not whatever landed in a folder.
Published records are locked
Once published, a record can't be silently edited or deleted. There's no quiet back-door change to the official record.
Corrections are transparent & audited
A genuine fix is made through an audited correction that logs the old value, the new value, and the reason - visible, not hidden.
Removal is governed
Taking a record down follows a governed process with a separate authority, so no single person can quietly make a document disappear.
The result: an archive that can stand as the association's record of record - one members and future boards can rely on.
Why not just use what you have?
Be honest about the gaps - they're exactly what boards keep running into.
TownSq · all-in-one suites · Drive · a folder
HOA Library
Up and running in an afternoon
No migration project, no IT department.
Bring in your docs
Import from TownSq, upload in bulk (single files or whole folders), or forward them in by email.
Review & publish
The board reviews new documents as drafts and publishes them to members - your record, deliberately.
Invite the board
Add members as Board or resident; approve who gets in.
Search & ask anything
Find any clause, name, or decision in seconds, ask the archive in plain English, and share a secure link.
Built for the new transparency rules
States increasingly require associations to retain and post records online - Florida's HB 1021 has required condo associations (25+ units) to publish their official records on a website since January 1, 2026, and member inspection rights are near-universal. If your association isn't posting yet, you're already behind - a searchable, link-shareable, HOA-owned archive is the simplest way to comply, not just organize.
On the security side, HOA Library uses standard-grade security commensurate with other HOA platforms: logical multi-tenant isolation (each HOA's data is tagged to that HOA and partitioned server-side), encryption in transit and at rest, and passwords stored only as salted PBKDF2 hashes. We make no SOC 2, ISO 27001, or HIPAA claims - the application has not yet undergone an independent third-party audit, and we'd rather tell you that plainly.
Get on the early-access listBring your HOA's records into one searchable home.
Built by an HOA board member, piloting now with one of the largest HOAs in Tucson. Self-serve sign-up is coming soon - join the early-access list or ask for a walkthrough, and we'll be in touch.