Official records retention
The association must maintain the official records of the association for at least 7 years, unless the governing documents require longer. These include the governing documents, minutes, membership and financial records, contracts, and related papers. Records relating to voting by parcel owners must be maintained for at least 1 year after the election, vote, or meeting.
What to keep on file
- Records retention schedule or index
- Archived governing documents, minutes, and financial records
- Voting/ballot records with dates
The exact date depends on your association's facts, such as your building age, unit count, and board dates. Run the free assessment to see when this is due for your board, with the proof to keep.
When to bring in a professional
Ask your licensed community association manager or association attorney: Which of our records fall under the 7-year retention list, and are any subject to a longer period under our governing documents?
General information, not legal advice. Confirm with association counsel.
Common questions
Who does the official records retention requirement apply to?
Keep official records at least 7 years. The association must maintain the official records of the association for at least 7 years, unless the governing documents require longer.
When is the official records retention due?
The exact date depends on your association's facts, such as your building's age, unit count, and key board dates. Run the free assessment to see the exact date for your board, with the proof to keep.
What should our board keep on file for the official records retention?
Keep Records retention schedule or index, Archived governing documents, minutes, and financial records, and Voting/ballot records with dates. HOACompliant stores each in one binder, ready for a records request or a fine hearing.
Which Florida statute governs the official records retention?
Fla. Stat. 720.303(4). We last verified this against the primary statute on 2026-08-03.
Should our board involve a professional?
Ask your licensed community association manager or association attorney: Which of our records fall under the 7-year retention list, and are any subject to a longer period under our governing documents?
Does HOACompliant file this or confirm our board is compliant?
No. HOACompliant is record-keeping: it tracks what is due, when, and the proof to keep, each obligation cited to the governing Florida statute. It never files anything on a board's behalf, never states that a board is or is not compliant, and is not legal advice.
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