Homeowners Records Storage

Started by GordonS • 2 replies • 1588 views

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GordonS (Florida)
Posts: 10

Posted:

If older homeowner documents are not being held in our management companys office, and are being held in an outside storage facility, does this have to be stated in our contract (with our management company) as to where the records are being stored?
And shouldn't it state who is paying for such storage...the management company or the home owners association?
Thanks

SheliaH (Indiana)
Posts: 6,964

Posted:

Well, it would be a good idea if it did. Incidentally, the HOA is ultimately responsible for the storage fee - it may be an itemized charge or rolled up in the monthly management fee.

The management company may have changed its policies regarding storage (maybe it was included in the bill once upon a time or turned over storage of old files to the HOA) - if you're new to the board, talk to the other board members and read previous minutes to see what's what.

If there's a concern about cost, this would be a good time to create or revise a document retention policy that would address these issues. It would deal with things like how long to store records (check with your insurance carrier, tax preparer and attorney to see what the laws are in your state), how documents should be destroyed, electronic records, homeowner request for records, and so on. There are some threads on this site about the subject - take a look at some of them for some ideas.

If it is not right do not do it; if it is not true do not say it. Marcus Aurelius

TimB4 (Tennessee)
Posts: 21,059

Posted:

Gordon,

It is the Association's responsibility to maintain the Association records. If the Association want to delegate the task of storing the records to a management company, then it should be stipulated in the contract.

Note: The Association may delegate the task of storing the records but not the responsibility for those records.

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