Official Records
Who Should Control the Association's Official Records
The board of directors controls the official records, but a licensed property manager (CAM) should maintain, organize, and produce them because Florida Statute 718.111(12) makes recordkeeping an operational duty, not a volunteer task. The board is legally responsible; the manager is operationally responsible.
Florida condominium official records are legally controlled by the board of directors, but they must be maintained, organized, and produced by the association’s designated custodian of records — almost always the licensed property manager (CAM).
This structure ensures statutory compliance, continuity, and protection from DBPR penalties.
Operational Reality
1. Board of Directors — Legal Control
The board is the statutory authority. It is responsible for ensuring records exist, are accurate, and are produced on time. If records are missing or mishandled, the board is liable, not the manager.
2. Property Manager / CAM — Operational Control
Florida condos overwhelmingly designate the CAM as the custodian of records because:
- CAMs maintain organized filing systems.
- CAMs track deadlines and respond within the 10‑day window.
- CAMs manage digital portals and website compliance.
- CAMs know what must be redacted and what must be disclosed.
- CAMs provide continuity when boards change.
This division — board authority, manager execution — is the industry standard and the safest compliance model.
Official Records Search
🔍 Palm Beach County Clerk of the Circuit Court & Comptroller allows the public to search online to view condominium association official records here.
UCO Reporter Legal Articles
Protecting the Association’s Official Records
See Also
Official Records of Condominium Associations (Department of Business and Professional Regulation)