Official Record Keeping – Section 718.111(12), F.S.

Email addresses are only accessible to unit owners if consent to receive notice by electronic transmission is provided, or if the unit owner has expressly indicated that such personal information can be shared with other unit owners and has not opted out. The association must redact email addresses and other personal information from records provided to third parties other than unit owners. The limitation of liability for inadvertent disclosure of email addresses is now only available if such disclosure does not consist of the knowing or intentional disregard of the protected nature of such information.

New requirements have been added that require additional record keeping. In regard to the accounting records, all previous requirements are still in place with the addition of transaction receipts or deposit slips that substantiate any receipt or expenditure of funds by the association.

Additionally, a copy of all building permits and satisfactorily completed board member educational certificates are now required.

All official records must be maintained in an organized manner that facilitates an inspection of the records by a unit owner. In the event that the official records are lost, destroyed, or otherwise unavailable, the obligation to maintain the official records includes a good faith obligation to obtain and recover those records as is reasonably practicable.

If requested records are posted on an association's website or are available for download through an application on a mobile device, the association may fulfill its obligations in response to records requests by directing all persons authorized to request access to such website or application.

Additionally, upon request to inspect records, the association must simultaneously provide the requestor with a checklist of all records made available for inspection and copying. The checklist must also identify any association's official records that were not made available to the requestor. Said checklist must be maintained by the association for 7 years.

Effective January 1, 2026, an association managing a condominium with 25 or more units that does not contain timeshare units shall post digital copies of the documents specified in Section 718.111(12)(g)2,a-o, F.S., on its website or make them available through an application that can be downloaded on a mobile device, which documents include:

• The recorded declaration of condominium for each condominium operated by the association and all amendments thereto.
• The recorded bylaws of the association and all amendments thereto.
• The articles of incorporation of the association, or other documents creating the association, and all amendments thereto. The copy of the articles posted to the website must be the copy filed with the Department of State.
• The rules of the association.
• A list of all executory contracts or documents to which the association is a party or under which the association or unit owners have an obligation or responsibility.
• A list of bids received by the association within the past year. Summaries of bids for materials, equipment, or services which exceed $500 must be maintained on the website or application for 1 year, or in lieu thereof, complete copies of the bids may be posted.
• The annual budget and any proposed budget to be considered at the annual meeting.
• The financial report and any monthly income or expense statement to be considered at a meeting.
• The certification of each director.
• All contracts or transactions between the association and any director, officer, corporation, firm, or association that is not an affiliated condominium association or other entity in which an association director is also a director or officer and financially interested.
• Any contract or document regarding a conflict of interest or possible conflict.
• The notice of any unit owner meeting and agenda for the meeting no later than 14 days before the meeting on the front page of the website or application, or on a separate subpage labeled "Notices" that is conspicuously visible and linked from the front page.
• Any document to be considered and voted upon by owners at least 7 days before the meeting.
• Notice of any board meeting, the agenda, and any other document required by Section 718.112(2)(c), F.S., posted not later than the date required for notice.
• Inspection reports and any other inspection reports relating to a structural or life safety inspection of condominium property.
• The association's most recent structural integrity reserve study, if applicable.
• Copies of all building permits issued for ongoing or planned construction.

— Board of Directors