ACMO Blog
When Repairs Go Wrong, Documentation Backed by AI is Your Strongest Shield
In condominium management, repair projects rarely go entirely to plan. Whether it's an unexpectedly leaky roof or a contractor mistake that leads to structural damage, these situations can quickly escalate from operational headaches into legal and insurance battles. And when they do, one factor often separates a quick resolution from a costly dispute: documentation.
At ACMO’s February luncheon, legal experts reviewed landmark court decisions that underscored the vital role of repair records in claims resolution. The message was clear: if your condo board can show what went wrong, when, and why—clearly and credibly—your chances of recovering costs increase dramatically. Now, with AI tools entering the picture, as discussed at ACMO’s May luncheon, the way documentation can be managed is evolving fast.
Legal Precedents: Why Recordkeeping Isn’t Optional
Aside from the examples discussed at the luncheon, the following two Canadian court cases drive this home.
In Alberta, a contractor compromised the structural integrity of a parkade during membrane repairs. The insurer cited a “faulty workmanship” clause to deny the claim. But the court ruled that while the cost to redo poor workmanship isn’t covered, the resulting damage is—as long as it’s separately documented and traceable.
In Ontario, a condo plagued by post-roof-repair water damage faced a similar uphill battle. Again, clear documentation won the day. The board’s ability to show cause and effect—through contractor logs, visual records, and a repair timeline—was pivotal in court.
The takeaway: well-organized documentation is not just a best practice. It’s your defense strategy.
AI and Documentation: A Strategic Advantage in Condo Risk Management
Artificial intelligence is quickly becoming a foundational tool in condominium operations. From automating maintenance logs to helping predict material needs, AI is quietly transforming how buildings are maintained and how records are kept. But with this innovation comes a new question for boards and property managers: can AI be trusted to support governance—or might it introduce new risks?
At the ACMO May luncheon, this exact tension was explored in the session "AI in Condos: Strategic Asset or Emerging Risk?". Its impact depends entirely on how it’s implemented.
When applied responsibly, AI can dramatically improve how condos document, track, and respond to building issues. For example, rather than relying on scattered spreadsheets or long email threads, AI-enhanced systems can automatically log when an issue was reported, who reviewed it, what action was taken, and what follow-up occurred. Photos, correspondence, contractor notes, and approvals can all be captured in a consistent, searchable format.
This is where AI offers real value—not by replacing human oversight, but by supporting it with cleaner workflows and defensible records. When a legal dispute arises or an insurance claim is challenged, that kind of structured documentation becomes indispensable. It allows condo boards to tell a coherent, data-backed story about what happened, when, and why.
However, with these benefits come governance responsibilities. AI systems must be transparent, their data properly stored, and access controlled. Boards should understand what their tools are doing and ensure that no critical decisions are being made without human review. Ethical use, privacy compliance, and board oversight are all part of adopting AI safely.
For property managers and boards ready to embrace these benefits while meeting their governance duties, there are tools built specifically for the condo sector. One such option is Tenera Track, which combines issue tracking with structured documentation workflows and AI-assisted estimating to support better maintenance planning and risk management.
Bringing AI into Practice: A Smarter Approach to Condo Governance
As AI becomes more integrated into condo operations, its real value lies in improving documentation—ensuring maintenance issues are tracked, scoped, and resolved with clarity and consistency. When used responsibly, AI supports governance by creating time-stamped, searchable records that help boards justify decisions, support insurance claims, and reduce legal exposure. But these benefits require transparency, oversight, and the right tools. For those looking to start, platforms like Tenera Track offer a practical way to enhance documentation and risk management without overhauling existing workflows.
Sponsored Content
