In property management, regulatory compliance is a top priority. For condominium associations, this also includes proper archive management. But what are the current regulations, and how do you stay compliant? Here’s your complete guide, with practical advice for seamless archive management.
Archive Preservation Regulations
Legislation governing the retention of archives by condominium associations is clear and precise. According to article 33 of the decree of March 17, 1967, documents such as co-ownership regulations, descriptive statements of division, minutes of general meetings, provisional budgets and many others must be kept for a defined period. Knowing these requirements is essential to avoid any risk of non-compliance.
Tips for Staying Compliant
- Assessing and sorting your archives: Start by assessing and sorting your archives to identify those that should be kept and those that can be disposed of. Classify them by category and in order of conservation priority.
- Choosing storage tools: Opt for storage solutions adapted to the long-term preservation of archives. Archive boxes, special shelving and external storage solutions can be useful in freeing up space while ensuring adequate preservation of documents.
- Digitizing archives: Digitizing archives can be an effective way of reducing physical clutter while ensuring quick and easy access to information. Smartarchives offers a turnkey solution for digitizing archives, ensuring full compliance with current regulations.
- Backup and security: Make sure you implement regular backup procedures to prevent data loss. Also protect your physical archives against fire, flood or theft by choosing secure storage facilities.
Regulatory compliance when it comes to archive storage is an essential part of managing a syndicate of co-ownership. By following these practical tips and opting for professional solutions such as Smartarchives, you can ensure that your archives are managed efficiently, securely and in compliance with current legal requirements.