Records Retention Checklist
Keep the records that matter for your building's inspections and reserves in one place. Retention periods vary, so confirm them with your counsel.
BoardDeadline is an independent information publisher. We are not engineers, architects, reserve specialists, community association managers, or a law firm, and nothing here is legal advice. Structural inspections and reserve studies must be performed by the licensed professionals your state requires; this kit helps your board organize, schedule, and communicate - it does not perform or replace any inspection or study. Statutes change; confirm current requirements with your association's counsel and your county. We make no promises about compliance outcomes.
| Record | Where it lives | Retention (confirm) |
|---|---|---|
| Milestone inspection reports (Phase 1 and Phase 2) | fill in | fill in |
| Structural Integrity Reserve Study and prior reserve studies | fill in | fill in |
| Board resolutions and executed meeting minutes | fill in | fill in |
| Owner notices and proof of delivery | fill in | fill in |
| Engineer, architect, and contractor contracts | fill in | fill in |
| Budgets, reserve schedules, and assessment records | fill in | fill in |
| Insurance policies and certificates | fill in | fill in |
| Correspondence with the county building department | fill in | fill in |
Retention periods are set by Florida law and your governing documents. Confirm the required period for each record with your association counsel; this checklist does not set legal retention requirements.
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The Building-Specific Board Compliance Kit pairs this checklist with your building's deadline framework, engineer RFP, owner letters, and reserve worksheet.
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