What records must a Florida condominium association keep?

Florida's condominium statute directs associations to maintain a defined set of official records — governing documents, financial records, meeting minutes, contracts, and member records among them — and to make them available to unit owners. The specific catalog and retention periods are set by statute. Confirm the current list with your association's counsel.

Does Florida condo compliance begin and end with the website requirement?

No. The online records-access requirement under §718.111(12) is the most widely discussed obligation, but it is one of many. Florida condominium associations also answer to statutory rules on estoppel certificates (§718.116), board-meeting and owner notices (§718.112, §718.121), fining and hearing procedure (§718.303), elections and annual meetings (§718.112(2)(d)), budgets and reserves (§718.112(2)(f)), and records retention (§718.111(12)(b)). How each applies depends on your association's size and structure — confirm with your association's counsel.

Who does the online owner-access requirement apply to?

The statutory online-portal obligation applies to condominium associations at and above a unit-count threshold, and a separate threshold applies to larger homeowner associations. Whether a specific association is covered depends on its size and structure — confirm with your association's counsel.

What does "online access" mean under the statute?

The statute contemplates a website or web-based portal through which unit owners can access designated official records. The details of what must be posted, and how access is controlled, are set by statute and should be confirmed with counsel.

What is the difference between condominium (Ch. 718) and HOA (Ch. 720) records requirements?

Florida governs condominiums under Chapter 718 and homeowner associations under Chapter 720. Both chapters address official records and owner access, but the specific obligations, thresholds, and timelines differ between them. Identify which chapter governs your association before relying on any requirement.

Can a third-party platform help an association meet the requirement?

A records platform can help an association organize its official records and provide owner access in a structured, auditable way. RecordGuards is designed to help associations meet the §718.111(12)(g) website-access requirement — it does not replace the association's own legal judgment, and associations should confirm their compliance posture with counsel.

How many units trigger the Florida condo website requirement?

Associations operating condominiums of 25 or more units must provide password-protected online access to specified official records — either a website or a downloadable application — by January 1, 2026. This threshold was lowered from the prior 150-unit rule by House Bill 1021 (2024), amending §718.111(12)(g). (Florida HOAs follow a separate 100-parcel rule under Chapter 720.) Confirm your association's status with counsel.

How long must a Florida condominium keep its official records?

Most official records must be maintained for at least 7 years under §718.111(12)(b), though certain records have their own retention periods set by statute. Because the catalog and periods are statutory, confirm the current requirements for your records with your association's counsel.

How quickly must a Florida condo association respond to a records request?

Official records must be made available to a unit owner for inspection or copying within 10 working days after the association receives a written request, under §718.111(12)(c). The same provision governs where inspection takes place and what reasonable copying costs may be charged. Confirm the current procedure with counsel.

What are the penalties for failing to provide condo records in Florida?

Under §718.111(12)(c), failure to provide access within 10 working days of a written request creates a rebuttable presumption that the association willfully failed to comply, which can entitle the owner to minimum damages of 50 dollars per calendar day for up to 10 days (500 dollars total). Knowing-and-intentional violations can carry further consequences under recent legislation. The exact exposure depends on the facts — consult counsel rather than rely on a general description.

Florida statute · Chapter 718

§718.111(12)

Florida Condo Records Requirements: What §718.111(12) Requires

This page provides general information about Florida statutes governing association records. It does not constitute legal advice. Requirements vary by association structure, size, and circumstances. Confirm how these obligations apply to your specific association with your association's counsel.

Florida condominium associations are required by statute to maintain official association records and to give unit owners access to them — including, for associations above a defined size, access through an online portal.

RecordGuards is a platform built specifically to help Florida condominium associations organize those records and provide that access.

The website-access requirement is the one that gets discussed. It is not the one that stands alone. A Florida association also answers to estoppel certificates, meeting notices, fining and hearing procedure, elections, reserves, and records retention — across all three association chapters.

What the statute is for

Florida's condominium records law exists so that unit owners can see how their association is run — its finances, its decisions, and its contracts. The law sets out which records the association must keep, how long it must keep them, and how owners may access them.

What "non-compliance" can mean

Failing to maintain or produce official records can expose an association to owner disputes, formal records requests, and statutory enforcement. The specific consequences are set by statute and depend on the circumstances — an association should consult counsel rather than rely on a general description.

How RecordGuards helps

RecordGuards gives an association one place to organize its official records, control owner access by statutory tier, and keep an append-only history of every records action — built to help associations meet the §718.111(12)(g) website-access requirement on behalf of every owner in the building.

Common questions

What records must a Florida condominium association keep?: Florida's condominium statute directs associations to maintain a defined set of official records — governing documents, financial records, meeting minutes, contracts, and member records among them — and to make them available to unit owners. The specific catalog and retention periods are set by statute. Confirm the current list with your association's counsel.
Does Florida condo compliance begin and end with the website requirement?: No. The online records-access requirement under §718.111(12) is the most widely discussed obligation, but it is one of many. Florida condominium associations also answer to statutory rules on estoppel certificates (§718.116), board-meeting and owner notices (§718.112, §718.121), fining and hearing procedure (§718.303), elections and annual meetings (§718.112(2)(d)), budgets and reserves (§718.112(2)(f)), and records retention (§718.111(12)(b)). How each applies depends on your association's size and structure — confirm with your association's counsel.
Who does the online owner-access requirement apply to?: The statutory online-portal obligation applies to condominium associations at and above a unit-count threshold, and a separate threshold applies to larger homeowner associations. Whether a specific association is covered depends on its size and structure — confirm with your association's counsel.
What does "online access" mean under the statute?: The statute contemplates a website or web-based portal through which unit owners can access designated official records. The details of what must be posted, and how access is controlled, are set by statute and should be confirmed with counsel.
What is the difference between condominium (Ch. 718) and HOA (Ch. 720) records requirements?: Florida governs condominiums under Chapter 718 and homeowner associations under Chapter 720. Both chapters address official records and owner access, but the specific obligations, thresholds, and timelines differ between them. Identify which chapter governs your association before relying on any requirement.
Can a third-party platform help an association meet the requirement?: A records platform can help an association organize its official records and provide owner access in a structured, auditable way. RecordGuards is designed to help associations meet the §718.111(12)(g) website-access requirement — it does not replace the association's own legal judgment, and associations should confirm their compliance posture with counsel.
How many units trigger the Florida condo website requirement?: Associations operating condominiums of 25 or more units must provide password-protected online access to specified official records — either a website or a downloadable application — by January 1, 2026. This threshold was lowered from the prior 150-unit rule by House Bill 1021 (2024), amending §718.111(12)(g). (Florida HOAs follow a separate 100-parcel rule under Chapter 720.) Confirm your association's status with counsel.
How long must a Florida condominium keep its official records?: Most official records must be maintained for at least 7 years under §718.111(12)(b), though certain records have their own retention periods set by statute. Because the catalog and periods are statutory, confirm the current requirements for your records with your association's counsel.
How quickly must a Florida condo association respond to a records request?: Official records must be made available to a unit owner for inspection or copying within 10 working days after the association receives a written request, under §718.111(12)(c). The same provision governs where inspection takes place and what reasonable copying costs may be charged. Confirm the current procedure with counsel.
What are the penalties for failing to provide condo records in Florida?: Under §718.111(12)(c), failure to provide access within 10 working days of a written request creates a rebuttable presumption that the association willfully failed to comply, which can entitle the owner to minimum damages of 50 dollars per calendar day for up to 10 days (500 dollars total). Knowing-and-intentional violations can carry further consequences under recent legislation. The exact exposure depends on the facts — consult counsel rather than rely on a general description.

Beyond Florida statute: association websites also carry federal ADA accessibility exposure. The RecordGuards owner portal is built to follow WCAG 2.1 AA accessibility guidelines — designed to reduce ADA Title III website-accessibility exposure.

RecordGuards is a compliance platform, not a law firm. Confirm your association's accessibility obligations with your association's counsel.

RecordGuards is built for exactly this obligation.

Apply for a founding-partner spot