What Happens to Our Condo Association’s Online Records When We Change Management Companies?

Before changing management companies, your board should confirm how it will retain records, administrative access, and continuity for owners.

Treat the online portal as a specific part of the transition plan. Do not assume it transfers automatically with the management contract.

Can a management-company portal meet Florida’s requirements?

Florida’s condominium statute permits an association-operated website or application, or a qualifying arrangement with a third-party provider. It does not categorically prohibit management-company portals. The arrangement and its implementation matter. Source: Florida Statutes §718.111(12)(g)

Your board should review both the management agreement and the portal’s terms.

Ask these questions before giving notice

• Who holds the software subscription?
• Which directors have administrative access?
• Can the association export its documents?
• Does an export preserve folders, filenames, and useful dates?
• Are meeting recordings included?
• When will the existing portal become unavailable?
• What assistance and fees apply to the transition?

Request written answers and assign one director to coordinate the transfer.

Test the export before the final day

A successful download is only the beginning. Open a selection of exported files and confirm that they are readable and identifiable.

For example, a folder containing hundreds of files named “document.pdf” may technically contain records while still creating substantial recovery work.

Prepare an inventory, compare it with the export, and record any missing items. Keep a working copy under association-controlled access.

Plan the owner experience

Decide when owners will receive instructions, whom they should contact for help, and how the board will confirm access works.

Use an ordinary owner account to test the new experience. Administrator access can conceal problems that owners encounter.

Where Florida1021 fits

Florida1021 describes its portal as independent of a management company, which makes it relevant for boards seeking continuity across management changes. Confirm subscription control, export options, and transition support during your evaluation. Learn about Florida1021.

A useful demonstration should show how both the incoming manager and the board receive appropriate access.

This article provides general information, not legal advice.