Statute-driven retention rules per document type. Auto-archives after warm period, auto-purges after retention expiry. Hold orders for litigation override purge. Compliant with §718.111(12) + §720.303(4).
| Document type | Statute / source | Hot | Archive | Purge | Notes |
|---|---|---|---|---|---|
| Articles · Bylaws · Declaration · Amendments | §718.111(12)(a) · §720.303(4) | Always | — | Permanent | Never purged. Required for inspection by any owner. |
| Meeting minutes (BOD + Members) | §718.111(12)(a) · §720.303(4) | 3 yrs | 4 yrs | 7 years | Then archived permanently in compressed cold storage. |
| Financial audits | §718.111(13) · §720.303(7) | 3 yrs | 4 yrs | 7 years | Then permanent in cold archive. |
| Annual budgets | §718.112(2)(f) · §720.303(6) | 3 yrs | 4 yrs | 7 years | Permanent in cold archive after. |
| Owner ledger (per unit) | §718.111(12)(a)11 · §720.303(4) | 3 yrs | 4 yrs | 7 years | Per-account. Held while owner is current; 7 yrs after they sell. |
| BOD certifications + affidavits | §718.112(2)(d)4 | While serving | +7 yrs | 7 yrs after term ends | Tied to director's tenure end date. |
| Vendor contracts | §718.111(12) · governing docs | Term + 1 yr | +6 yrs | 7 yrs after term | From contract end date. |
| Insurance policies | Best practice + governing docs | Active | +9 yrs | 10 yrs | Liability tail considerations. |
| Reserve study + SIRS | §718.301(4)(p) | 10 yrs (current cycle) | +10 yrs | Permanent (last 3) | Always retain at least the last 3 studies. SIRS mandatory. |
| Violation case files | §718.303 · §720.305 | 2 yrs | 5 yrs | 7 yrs from close | For litigation defense. |
| Records-request log + responses | §718.111(12)(c) | 2 yrs | 5 yrs | 7 years | For DBPR defense. |
| Audit log (system) | §718.111(12)(b) | 1 yr | 6 yrs | 7 years | Hash-chained. Tamper-detect on read. |
| Page-per-Page mailing receipts | Best practice + DBPR defense | 2 yrs | 5 yrs | 7 years | Critical for "did we mail it?" disputes. |
| DOH pool maintenance log | FL DOH 64E-9 | 1 yr | 1 yr | 2 years | DOH minimum. Then auto-purge. |
| Concierge log + visitor sign-ins | Best practice | 1 yr | 2 yrs | 3 years | Keep longer if linked to incident or violation. |
| Welcome packets · signed | Per Welcome Packet authorizations | While owner/tenant | +3 yrs | 3 yrs after move-out | Authorizations cease at move-out. |
| Email sent / received (manager inbox) | Best practice + statute | 2 yrs | 1 yr | 3 years | Per Workspace retention policy. |
| Text messages (work numbers) | Best practice | 1 yr | — | 1 year | Twilio export retention. |
| Camera footage | Per system capacity | 30 days | — | 30–90 days | Pull + preserve any frames cited in incidents/violations · those go to permanent. |
Document is in the staff portal search index. Loads instantly. AppFolio-side document is the primary copy. Drive is the Drive copy. Retrieval is < 1s.
After hot retention expires, document is moved to compressed archive (R2 / Glacier). Removed from search index unless explicitly looked up. Retrieval ~10s.
After full retention period passes, document is purged. Hold orders override purge — any document tagged for litigation, audit, DBPR investigation, or active dispute is held until released.
Counsel issues a hold order tagged to property + document type + date range + matter. System refuses to purge any matching document until the hold is released, even if past retention.
| Hold ID | Property | Issued by | Date range | Document types | Matter |
|---|---|---|---|---|---|
HOLD-2026-001 |
Plaza Tower | Anderson Law (counsel) · Mar 18, 2026 | Jan 1, 2024 – present | Concierge logs · camera frames · BOD minutes · vendor invoices | Slip-and-fall litigation · Doe v. Plaza Tower COA |
HOLD-2026-002 |
Centerville | Internal · Tizi Goncalves · Apr 14, 2026 | Sep 1, 2024 – present | Owner ledger · NOLA mailings · violation case files · BOD minutes | DBPR election complaint · DBPR-2026-03-0987 |
| Property | Document type | Date range | Volume | Eligible | Status |
|---|---|---|---|---|---|
| The Lakes | Email · manager inbox | Q1–Q2 2023 | ~4,200 emails | Jul 28, 2026 | Auto · 90d notice |
| Plaza Tower | DOH pool log | Jan–Apr 2024 | ~120 entries | May 12, 2026 | Eligible · 14d |
| Centerville | Concierge log (N/A — single-fam) | — | — | — | No applicable docs |
| Camellia Oaks | SMS · Twilio export | Q1 2025 | ~340 messages | Jun 30, 2026 | Auto · 60d notice |
