James Place Condominium, Inc.
Official Record Retention Policy
A clear, compliant framework for retaining and accessing the official records of James Place Condominium, Inc. in accordance with Florida law.
Effective Date – January 1, 2026
At-a-Glance
This infographic-style summary highlights the key areas of the James Place official record retention framework.
What is Covered
All official association records defined under Florida law.
How Long
Permanent retention for key documents; at least seven (7) years for most records.
Safeguarding Data
Secure digital and physical storage with appropriate access and confidentiality controls.
Section 1 – Purpose
Why this policy exists and how it supports legal compliance for James Place Condominium, Inc.
Primary Objective
Establish clear standards for the retention, maintenance, and organization of the official records of James Place Condominium, Inc.
Promote transparency and accessibility of records for members while preserving confidentiality where required.
Ensure that the Association’s practices are consistent, documented, and auditable.
Legal Compliance
This policy is intended to ensure that the Association’s record retention and maintenance practices comply with the requirements of Chapter 720, Florida Statutes, and any other applicable provisions of Florida law governing homeowners’ and condominium associations.
Section 2 – Scope
Which records are covered by this Record Retention Policy.
This Record Retention Policy applies to all official records of James Place Condominium, Inc. as that term is defined in Florida Statute 720.303(4), including but not limited to:
Governing documents and all duly adopted amendments.
Minutes of meetings of the Board of Directors and membership.
Financial and accounting records of the Association.
Contracts, leases, and other instruments to which the Association is a party.
Any additional writings, files, and materials that Florida law classifies as official records of the Association.
Section 3 – Record Retention Schedule
How long different categories of official records are maintained by the Association.
Minimum Retention
7 Years
Unless a longer period is specified, official records will be retained for no less than seven (7) years from the date of creation.
Permanently Retained Records
Recorded Declaration of Condominium, Articles of Incorporation, Bylaws, and all duly adopted amendments.
Current and historical Rules and Regulations adopted by the Association.
Minutes of all meetings of the Board of Directors and meetings of the members.
This Official Record Retention Policy and any future amendments approved by the Board.
Any recorded documents that establish property rights, easements, or long-term obligations of the Association.
Records Retained for at Least Seven (7) Years
Annual budgets, financial statements, general ledgers, and other accounting records.
Bank statements, canceled checks, deposit records, and bank reconciliations.
Tax returns and supporting documentation filed on behalf of the Association.
Contracts, leases, and vendor agreements (for at least seven years after expiration or termination).
Insurance policies, claims, and correspondence (for at least seven years after expiration or resolution).
Notices to members, agendas, and supporting materials for Board or membership meetings.
Architectural review approvals and related correspondence, to the extent classified as official records.
Where another statute or regulation requires a longer retention period for a specific record type, the longer period will control.
Section 4 – Method of Retention
How official records are stored and organized in both digital and physical formats.
Digital Storage
Official records may be stored in secure electronic formats, including cloud-based systems and association management software.
Digital records are organized by category (governing documents, financial, contracts, insurance, etc.) and by year.
Reasonable security measures, including access controls and backups, are used to protect against loss, alteration, or unauthorized disclosure.
Physical Storage
Hard-copy records are stored in clearly labeled binders or file boxes organized by category and calendar year.
Physical records are kept in a reasonably secure location under the control of the Association or its managing agent.
When records are converted to a reliable electronic format, physical originals may be destroyed where legally permitted, provided that legible and accessible digital copies are maintained.
Section 5 – Inspection of Records
Member access to official records in accordance with Florida Statute 720.303(5).
Official records are made available for inspection and copying by members or their authorized representatives at reasonable times, as required by Florida Statute 720.303(5).
Requests for inspection should be submitted in writing to the Association or its managing agent, identifying the records requested with reasonable specificity.
The Association may designate reasonable days, hours, and locations for inspection and may provide records electronically where practical.
Copies may be provided in accordance with the fees and procedures permitted by Florida law and the Association’s governing documents.
Section 6 – Redaction of Information
Protection of confidential and personally identifiable information in official records.
Before providing access to official records, the Association will redact information that is confidential or exempt from disclosure under Florida law.
Redacted information includes, but is not limited to: Social Security numbers, driver’s license numbers, bank account and credit card numbers, and other sensitive personal identifiers.
Personal contact details (such as email addresses, telephone numbers, and mailing addresses) may be withheld or redacted where permitted by law, unless the affected owner has provided written consent for disclosure.
Attorney–client privileged communications, information relating to pending or anticipated litigation, and other legally protected materials will not be made available for inspection.
Where written consent is obtained from the affected member, the Association may disclose certain otherwise confidential information in accordance with that consent and applicable law.
Section 7 – Policy Review
Ongoing review to keep the Record Retention Policy aligned with Florida law and best practices.
This Record Retention Policy will be reviewed at least annually by the Board of Directors of James Place Condominium, Inc.
As part of the review, the Board will consider any changes to Chapter 720, Florida Statutes or other applicable laws and regulations affecting official records.
The Board may consult with legal counsel, management, or other professionals to confirm that the policy remains current and effective.
Updates, if any, will be formally adopted at a duly noticed Board meeting and communicated to the membership.
Notice of Amendments
This Official Record Retention Policy may be amended from time to time by the Board of Directors of James Place Condominium, Inc. to reflect changes in Florida law, including Chapter 720, Florida Statutes, or to incorporate improved recordkeeping practices. The most current version of this policy, as adopted by the Board, will govern the retention and inspection of official records.
Business hours
Monday - Friday
8:00 AM - 5:00 PM