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What Documents Should Your Condo Association Digitize in 2025?

July 22, 2025

Security & Recordkeeping

What Documents Should Your Condo Association Digitize in 2025?

Table of Contents

Why Digitization Matters for Florida Condo Boards

Paper filing cabinets don’t comply with Florida’s evolving legal standards — and they won’t help when a resident, CAM firm, or the DBPR requests records.

Condo associations are increasingly required to:

  • ✅ Post meeting minutes online
  • ✅ Share notices and virtual meeting links
  • ✅ Retain digital archives for 12+ months

Digital recordkeeping is no longer optional — it’s a legal safety net.

“The law expects unit owners to have timely access to official records — and boards must use reasonable technology to facilitate that access.”
— Florida Statute § 718.111(12)

If you’re just getting started, focus first on the records most likely to trigger complaints or audits.

✅ 1. Meeting Minutes

Every board meeting should have an approved, archived copy of minutes — published within 30 days and available for at least 12 months.

✅ 2. Notices and Agendas

Meeting notices must include dates, times, and agenda items. Upload them in advance and retain them alongside the minutes.

✅ 3. Financial Reports

Budgets, reserve study summaries, SIRS documentation, and special assessment notices must be preserved and easy to find.

✅ 4. Virtual Meeting Recordings

If your board holds meetings online, recordings are now part of your official record. Store them in video format (MP4/WebM) with a posting log.

✅ 5. Owner Communications

Notices about elections, amendments, or assessments should also be digitized — especially if distributed via email or website.

Best Practices for Secure Digital Archives

✅ Use File Naming Conventions

Example:
minutes_2025-07-22_board.pdf
notice_2025-08-15_budget-meeting.pdf
recording_2025-06-10_special.mp4

✅ Store in a Portal With Public Access

Avoid Dropbox or personal Google Drive links. Florida law expects no login requirement for unit owners to view official board documents.

📊 Want a clear breakdown of which documents are legally required — and which aren’t?
👉 Download the HB 913 Compliance Matrix →

✅ Timestamp Everything

Log:

  • Upload date
  • Responsible board member or CAM
  • Visibility status
  • Download events (if possible)

✅ Keep Everything for 12 Months

Even if not explicitly required under HB 913, most associations are expected to provide one year of digital history to any requesting owner.

Digital Document Pitfalls to Avoid

🚫 Don’t rely on email folders or desktop files
🚫 Don’t share passworded ZIPs or temporary links
🚫 Don’t delete files after meetings
🚫 Don’t let only one person control access

Florida’s regulatory environment expects redundancy, security, and transparency.

“Associations that cannot produce digital documents in response to requests may face complaints or administrative action.”
— Florida DBPR Compliance Notice, 2024

Final Thoughts

Digitizing your condo association’s records is the fastest way to:

  • Avoid legal complaints
  • Improve board transparency
  • Reduce manual overhead
  • Empower residents and managers

And in 2025, it’s not just smart — it’s expected.

👉 Learn What HB 913 Requires →
Stay ahead of regulatory changes with our plain-English guide and compliance resources.

👉 Start Your Free Trial →
Let CondoDataHost take over your document deadlines, archiving, and secure access — so your board stays compliant automatically.