THE BOSS (Boards & Owners For SucceSS)
CONDO FAQ's

They can charge for copies (at a reasonable rate), but they cannot charge you just to look at them. You also have the right to use your phone to “scan” records for free.

If you make a written request to inspect records, the Association must make them available within 10 working days.

The primary Florida Statutes governing the requirement for associations to maintain official records on a website or mobile application are found in Chapter 718 (The Condominium Act) and Chapter 720 (The Homeowners’ Association Act).

​Below is the specific legal framework and the URLs to the official 2025 Florida Statutes:

​I. Condominium Associations (Chapter 718)

​As of January 1, 2026, all condominium associations with 25 or more units (excluding timeshares) are required to maintain a website or mobile application containing specific official records.

​Statute Section: Section 718.111(12)(g), Florida Statutes

​Key Requirements:

​The website must be password-protected and inaccessible to the general public.

​The association must provide unit owners with a username and password upon request.

​Mandatory Documents Include:

​The recorded Declaration of Condominium and all amendments.

​The Articles of Incorporation and Bylaws.

​Current Rules and Regulations.

​Management agreements and any other contracts to which the association is a party.

​The annual budget and any proposed budgets.

​Financial reports and the most recent financial statement.

​Board meeting notices and agendas (posted at least 48 hours in advance).

​Member meeting notices and agendas (posted at least 14 days in advance).

​III. Comparison & Analogies

​To better understand the scope of these requirements, consider the following analogies:

​The “Digital File Cabinet” Analogy:

Just as a physical office must keep records in a locked cabinet accessible to authorized personnel, the statute mandates a “Digital File Cabinet.” The website serves as the cabinet, and the password-protected portal acts as the lock, ensuring that while transparency is maintained for owners, private association business remains shielded from the general public.

​The “Notice Board” Analogy:

Posting an agenda on the website is legally equivalent to pinning a physical notice to a community bulletin board. The statute simply modernizes this requirement to ensure that “notice” is truly accessible to owners who may not be physically present at the property.

​

If you submit a written request to inspect records, the Association must provide access within 10 working days. If they fail, you could be entitled to $50 per day in damages (up to $500).

Yes. You have the right to use a portable device (phone, tablet, scanner) to make copies for free. The Association can only charge you if they are the ones making the copies.

Yes. You generally cannot access attorney-client privileged info, personnel records of employees, or the personal medical information of other owners.

There is a “good faith” obligation to recover them. Knowingly destroying accounting records to hide evidence is now a criminal offense in Florida.

Minutes must be kept permanently. Most other records (like tax returns and contracts) have a 7-year retention rule.

If a director willfully refuses to release records to hide a crime, it’s a felony. Florida has gotten very serious about transparency in 2026.

Since 2025, the law requires the Association to provide you with a checklist of what records were provided and what was missing when you make a formal request. in addition, they have to make a good faith effort to try to locate missing records and notate that effort on the checklist. It’s a great “paper trail” for both sides!

When a unit owner files a written inquiry by certified mail, the board must respond in writing within 30 days of receipt. The response must either give a substantive answer, notify the owner that a legal opinion has been requested, or notify the owner that advice has been requested from the Division of Condominiums.

The board has a “good faith” legal obligation to recover or obtain those records if they are lost or destroyed. Intentionally destroying or defacing accounting records is now a criminal offense under Florida law.

Only if the unit owner has consented in writing to receive notices by electronic transmission. If an owner has not consented, their email address is protected and must be redacted before the roster is shared with third parties or other unit owners.

Official records must be made available for inspection within 10 working days after the board or its designee receives a written request. Failure to comply creates a rebuttable presumption that the association willfully failed to comply, potentially entitling the owner to damages.

If the association fails to provide records within 10 working days, a unit owner may be entitled to actual damages or minimum damages. Minimum damages are $50 per calendar day for up to 10 days, starting on the 11th working day.

Yes. When an association produces records for inspection, they must simultaneously provide the requestor with a checklist identifying all records provided and specifically noting any requested records that were not provided.

These are permanent records and must be kept from the inception of the association.

Minutes of all meetings of the Association, the Board of Administration, and the unit owners must be kept for at least 7 years.

Yes. Ballots, sign in sheets, boating proxies, and all other papers relating to boating by unit owners must be maintained for 1 year from the date of the election or vote.

Yes, a certified copy of the permits, plans, and specifications used in the construction or improvement of the condominium must be maintained.

Yes. It must include names, unit identifications, mailing addresses, and, if provided by the owner to receive notice, email addresses and fax numbers.

Financial and accounting records must be maintained for at least 7 years.

A copy of all current insurance policies (or certificates) must be kept.

Yes. Summaries of bids for materials, equipment, or services must be maintained for 1 year.

They must be maintained within the state of Florida and be available for inspection within 45 miles of the condominium property or within the county where the condominium is located.

The records must be made available to a unit owner within 10 working days after receipt of a written request.

The association may be liable for actual damages or statutory damages of $50 per calendar day (up to 10 days, totaling $500).

No. The association may not charge for the personnel time required for the inspection.

Yes. Unit owners have the right to use a portable device (like a phone or tablet) to scan or take photographs of the records at no charge.

Associations with 25 or more units are required to post digital copies of specific official records (like the declaration and annual budget) on a secure website or app.

Yes, an authorized representative of a unit owner has the same inspection rights as the owner.

No. Records prepared by an association attorney (or at their direction) that reflect “mental impressions” or strategy regarding litigation are exempt until the litigation is concluded.

Generally, no. Personnel records—including health, insurance, and disciplinary records—are confidential (except for written employment agreements or salary info).

No. This information is considered protected and must be redacted from records before inspection.

No. Any medical records of unit owners or residents are strictly confidential.

Only if the owner has consented in writing to receive notices by email. If they haven’t consented, their email address is private.

At a minimum, they must be recorded as exhibits to the declaration in the public records of Palm Beach County. They should also be maintained by the Association. Each owner should also have a copy.

It is not valid until it is recorded in the public records of Palm Beach County..

Yes, the association must be a Florida not-for-profit corporation.

Generally no; they require a vote of the unit owners unless the bylaws specifically grant the board that power.

If the bylaws are silent, they may be amended by a vote of two-thirds of the voting interests.

New text must be underlined, and deleted text must be stricken through.

Capitalized and bolded text at least as large as the surrounding text (minimum 10pt).

Non-material errors generally do not invalidate a properly promulgated amendment.

Florida law recently underwent significant changes regarding transparency and digital access. Whether your association is legally required to maintain a website depends primarily on its size and type.

Condominiums: Mandatory for associations with 25 or more units

These websites must include a “protected” section that is inaccessible to the general public and only open to unit owners and employees of the association.

The requirements for an association website act as a digital “official records” library. Florida law (Statutes 718 and 720) dictates that while many records must be maintained for 7 years, only specific subsets must be posted to the website for owner access. 📁

Critical Exceptions (What CANNOT be posted) 🔒

To protect privacy and legal strategy, the following records are strictly excluded from the website even if they are “official records”:

• Attorney-Client Privilege: Any documents related to ongoing or potential litigation ⚖️.

• Personnel Records: Social security numbers, medical records, or payroll info for employees 🚫.

• Owner Privacy: Personal emails and phone numbers (unless the owner specifically consented to their use for official notice) 👤.

• Unit/Parcel Details: Unit owner credit card numbers or sensitive financial account data.

Here is a breakdown of the core records required for the digital portal:

Digital Record Requirements 📋

What’s the latest breakdown for retention of association records? Here’s the latest breakdown for official meeting records under the Florida statutes as amended in July of 2025:

Yes. Meetings may be closed only to discuss personnel matters or to meet with the association’s attorney regarding proposed or pending litigation.

At a minimum, they must be recorded as exhibits to the declaration in the public records of Palm Beach County. They should also be maintained by the Association. Each owner should also have a copy.

It is not valid until it is recorded in the public records of Palm Beach County..

Yes, the association must be a Florida not-for-profit corporation.

Generally no; they require a vote of the unit owners unless the bylaws specifically grant the board that power.

If the bylaws are silent, they may be amended by a vote of two-thirds of the voting interests.

New text must be underlined, and deleted text must be stricken through.

Capitalized and bolded text at least as large as the surrounding text (minimum 10pt).

Non-material errors generally do not invalidate a properly promulgated amendment.

No. Records prepared by an association attorney (or at their direction) that reflect “mental impressions” or strategy regarding litigation are exempt until the litigation is concluded.

Generally, no. Personnel records—including health, insurance, and disciplinary records—are confidential (except for written employment agreements or salary info).

No. This information is considered protected and must be redacted from records before inspection.

No. Any medical records of unit owners or residents are strictly confidential.

Only if the owner has consented in writing to receive notices by email. If they haven’t consented, their email address is private.

Yes. Meetings may be closed only to discuss personnel matters or to meet with the association’s attorney regarding proposed or pending litigation.

Official records must be made available for inspection within 10 working days after the board or its designee receives a written request. Failure to comply creates a rebuttable presumption that the association willfully failed to comply, potentially entitling the owner to damages.

They must be maintained within the state of Florida and be available for inspection within 45 miles of the condominium property or within the county where the condominium is located.

The records must be made available to a unit owner within 10 working days after receipt of a written request.

The association may be liable for actual damages or statutory damages of $50 per calendar day (up to 10 days, totaling $500).

No. The association may not charge for the personnel time required for the inspection.

Yes. Unit owners have the right to use a portable device (like a phone or tablet) to scan or take photographs of the records at no charge.

Associations with 25 or more units are required to post digital copies of specific official records (like the declaration and annual budget) on a secure website or app.

Yes, an authorized representative of a unit owner has the same inspection rights as the owner.

These are permanent records and must be kept from the inception of the association.

Minutes of all meetings of the Association, the Board of Administration, and the unit owners must be kept for at least 7 years.

Yes. Ballots, sign in sheets, boating proxies, and all other papers relating to boating by unit owners must be maintained for 1 year from the date of the election or vote.

Yes, a certified copy of the permits, plans, and specifications used in the construction or improvement of the condominium must be maintained.

Yes. It must include names, unit identifications, mailing addresses, and, if provided by the owner to receive notice, email addresses and fax numbers.

Financial and accounting records must be maintained for at least 7 years.

A copy of all current insurance policies (or certificates) must be kept.

Yes. Summaries of bids for materials, equipment, or services must be maintained for 1 year.

What’s the latest breakdown for retention of association records? Here’s the latest breakdown for official meeting records under the Florida statutes as amended in July of 2025:

The primary Florida Statutes governing the requirement for associations to maintain official records on a website or mobile application are found in Chapter 718 (The Condominium Act) and Chapter 720 (The Homeowners’ Association Act).

​Below is the specific legal framework and the URLs to the official 2025 Florida Statutes:

​I. Condominium Associations (Chapter 718)

​As of January 1, 2026, all condominium associations with 25 or more units (excluding timeshares) are required to maintain a website or mobile application containing specific official records.

​Statute Section: Section 718.111(12)(g), Florida Statutes

​Key Requirements:

​The website must be password-protected and inaccessible to the general public.

​The association must provide unit owners with a username and password upon request.

​Mandatory Documents Include:

​The recorded Declaration of Condominium and all amendments.

​The Articles of Incorporation and Bylaws.

​Current Rules and Regulations.

​Management agreements and any other contracts to which the association is a party.

​The annual budget and any proposed budgets.

​Financial reports and the most recent financial statement.

​Board meeting notices and agendas (posted at least 48 hours in advance).

​Member meeting notices and agendas (posted at least 14 days in advance).

​III. Comparison & Analogies

​To better understand the scope of these requirements, consider the following analogies:

​The “Digital File Cabinet” Analogy:

Just as a physical office must keep records in a locked cabinet accessible to authorized personnel, the statute mandates a “Digital File Cabinet.” The website serves as the cabinet, and the password-protected portal acts as the lock, ensuring that while transparency is maintained for owners, private association business remains shielded from the general public.

​The “Notice Board” Analogy:

Posting an agenda on the website is legally equivalent to pinning a physical notice to a community bulletin board. The statute simply modernizes this requirement to ensure that “notice” is truly accessible to owners who may not be physically present at the property.

​

Florida law recently underwent significant changes regarding transparency and digital access. Whether your association is legally required to maintain a website depends primarily on its size and type.

Condominiums: Mandatory for associations with 25 or more units

These websites must include a “protected” section that is inaccessible to the general public and only open to unit owners and employees of the association.

The requirements for an association website act as a digital “official records” library. Florida law (Statutes 718 and 720) dictates that while many records must be maintained for 7 years, only specific subsets must be posted to the website for owner access. 📁

Critical Exceptions (What CANNOT be posted) 🔒

To protect privacy and legal strategy, the following records are strictly excluded from the website even if they are “official records”:

• Attorney-Client Privilege: Any documents related to ongoing or potential litigation ⚖️.

• Personnel Records: Social security numbers, medical records, or payroll info for employees 🚫.

• Owner Privacy: Personal emails and phone numbers (unless the owner specifically consented to their use for official notice) 👤.

• Unit/Parcel Details: Unit owner credit card numbers or sensitive financial account data.

Here is a breakdown of the core records required for the digital portal:

Digital Record Requirements 📋