Governing record audit — PorchQ authority resources

Governing record audit.

How to organize a community's governing record before the assistant answers from it. Done once per community, then maintained through each board cycle.

Phase

Community onboarding

Audience

CAMs onboarding communities with active board histories

Outcome

A clean set of governing documents, ready for the assistant to answer from.

1. Inventory the canonical record

CC&Rs, bylaws, rules and regulations, ARC guidelines, fee schedules, board resolutions, and the last 12 months of approved minutes. Note version numbers and adopting meeting where available.

2. Resolve duplicates and supersessions

Multiple amendments to the same document? Decide which version is in force and process only that one for AI. A copy that has not been processed is never used in answers; one that has been processed stays in use until you delete it. If you keep older copies in PorchQ, name them clearly: an answer lists its documents by title.

3. Map standing policies to source meetings

Pet policies, parking rules, ARC standards — pair each with the resolution and meeting that adopted them. Upload the resolution or the minutes as a document too, so an answer can list it among its sources.

4. Tag exception handling

Note any community-specific carve-outs, grandfathered units, or documented variances, and upload the document that records each one. The assistant cannot know a carve-out that is not in a document it has been given.

5. Decide what residents can see

Each document is either visible to residents or not. When a resident asks the assistant, it can read only the documents the board has made visible to residents, so set this deliberately for every document.