Digital signature of condominium documents in Italy

The digital signature of condominium documents is becoming an increasingly common practice, driven by online meetings and the dematerialisation of paperwork. Minutes, resolutions and contracts signed electronically can have full legal validity, provided the right tools are used. Let us see what European and Italian law provide, which types of signature exist and when it makes sense to adopt them in managing a condominium.

The digital signature in the condominium: the legal framework

The digital signature in the condominium fits within the framework set by the European eIDAS Regulation (910/2014) and the Italian Digital Administration Code (CAD). The Qualified Electronic Signature and the Advanced Electronic Signature are treated as equivalent to a handwritten signature under article 20 of the CAD and the eIDAS Regulation. An electronic document signed with these tools therefore has the same value as a paper document signed by hand.

The types of electronic signature

Not all electronic signatures are the same. The simple electronic signature is the weakest form and has freely assessable evidential value. The Advanced Electronic Signature (AES) guarantees identification of the signatory and the integrity of the document. The Qualified Electronic Signature (QES) and the digital signature, based on a qualified certificate and a secure device, offer the highest level of security and are fully equivalent to a handwritten one.

Meeting minutes signed digitally

The minutes of a meeting can be drawn up as an electronic document and signed by the chair and the secretary with their qualified, advanced or digital signatures. In this way the minutes are created in native digital form, without the need to print and scan, and retain full validity. The electronic signature applied to the minutes, if compliant with the CAD and eIDAS, is fully recognised.

Which signature to choose

The choice depends on the significance of the act. The AES is suitable for most meeting minutes, provided identification of the signatory and integrity of the document are guaranteed. The QES or digital signature are recommended for acts of particular importance, such as resolutions affecting extraordinary expenses or owners' rights, where maximum legal certainty is needed. The administrator assesses case by case, based on the nature of the decision.

The benefits for the administrator

Signing documents digitally cuts the time and cost of management: no printing, travel or waiting to collect signatures by hand. The minutes can be signed and sent to owners on the same day as the meeting, even remotely. The electronic signature also ensures a certain date and the integrity of the document, useful in the event of disputes and for keeping the archive in order.

Keeping signed documents

A digitally signed document must be kept so as to preserve its integrity and legibility over time. For the most important acts, compliant long-term preservation ensures the signature remains verifiable even beyond the expiry of the certificates. Since condominium records must be kept for ten years, an orderly digital archive is the natural consequence of adopting the electronic signature.

• AES and QES are equivalent to a handwritten signature under the CAD and eIDAS.
• The minutes can be created as an electronic document signed by the chair and secretary.
• The QES or digital signature are preferable for the most significant acts.
• Signed documents must be kept while preserving integrity and legibility.

Digital signatures and remote meetings

The electronic signature is at its best when combined with remote participation, now allowed even without a provision in the regulations if a majority of owners agree. In a video meeting the minutes are created digitally, signed by the chair and the secretary with an electronic signature and distributed to participants without any paper step. The process thus becomes consistent from start to finish, from the notice sent by certified email to the storage of the signed document.

Some practical precautions remain. It is necessary to check that the signature certificates are valid at the time of signing and that the file format is suitable for long-term preservation. It is also advisable for the administrator to obtain the owners' informed consent to the use of digital tools, so as to prevent disputes over the method. Adopting the electronic signature therefore does not just mean changing tool, but reviewing in an orderly way the condominium's entire document flow, from drafting acts to keeping them compliantly.

Digital signatures and online condominium management

Condominium management software integrates the electronic signature into the workflow: it produces the minutes in digital form, collects the signatures of the chair and secretary and stores the signed document in the reserved area, where owners can consult it. This way dematerialisation is not just the removal of paper but a traceable process from drafting to preservation.

AmministraPro lets you manage meetings, minutes and documents in digital form, with electronic signatures and storage in the reserved area available to owners. You can see how it works on the features page or compare the plans in the pricing section.