You send a records request, and the answer comes back: “Everything’s on the member portal — just log in.” It sounds helpful, and portals are convenient. But being pointed to a self-service website is not the same as the association producing the records you’re legally entitled to. Your records request is a separate, enforceable right — and a portal doesn’t satisfy it.
What the law actually gives you
“…all financial and other records of the association shall be made reasonably available for examination by any member…” — § 33-1805(A)
That’s a right to request and examine or copy specific records, on a 10-business-day clock, free to review and capped at 15¢ a page to copy. A standing website where the association posts some documents of its choosing is a nice convenience — but it isn’t the statutory response to a specific request, and it doesn’t start or satisfy that clock.
Why a portal isn’t a substitute
- It’s curated by the association. The manager decides what goes on the portal. It is not the complete record, and “it’s not on the portal” is not the same as “the record doesn’t exist.”
- It’s incomplete. Portals usually hold governing documents and statements — not the minutes, contracts, ledgers, reserve studies, or correspondence you’re entitled to request specifically.
- It can change or disappear. Documents can be edited, removed, or replaced, and your access can be cut off — if you sell, if the vendor changes, or if you’re in a dispute. It’s not a stable, fixed record.
- It lets them off the hook. “We made it available” shifts the work to you and dodges the specific production the statute requires.
- It creates no dated record. A written request and a written response prove what you asked for and what was produced. A portal login proves nothing about a specific request.
How to respond when told “it’s on the portal”
“Thank you. My request under A.R.S. § 33-1805 is for [the June board minutes / the management contract / the January–June ledger]. Please provide those specific records, scanned to PDF and emailed, within the statutory time. Directing me to the member portal does not fulfill this request — particularly for records that are not posted there.”
Keep it calm and specific (see how to communicate), and insist on the actual record, not a pointer to a website.
Use the portal — but never as your only copy
None of this means ignore the portal. Log in, and download your own copy of everything on it while you have access — because the day you need a document is often the day it’s no longer there. Treat the portal as a convenience and a source, never as your archive. Keep your own copies, in the cloud and in a second place.
Why it matters
Your records request is enforceable — a refusal, a missed deadline, or a “go look it up yourself” brush-off is exactly what an ADRE petition is built to address. A portal is not a legal remedy. Make the request specific and in writing, hold the association to producing the record, keep your own copy, and track it.