Practical guide
Archiving the meeting records in the software
A meeting produces a file of documents the manager must retain: the notice of meeting with its receipts, the attendance list, the proxies, the minutes and proof of their delivery. Article 1130 of the Italian Civil Code requires the manager to keep all documentation of the administration and to hold the register of meeting minutes, including in digital form. An archive scattered across emails, folders and paper binders makes it hard to find the right record when needed, for example before a challenge or at a handover. This guide shows how to organise the archiving of meeting records in the software in an orderly, secure and compliant way.
Which records to keep for each meeting
A meeting file is not just the minutes. It includes the notice of meeting with the agenda and the sending receipts, which prove compliance with the Article 66 term, the list of those present and the represented owners, the proxies collected, the signed minutes and proof of their communication to the owners. Each of these documents may be requested in case of litigation.
Software that gathers all these records in the same meeting case file, linked to the condominium and the date, avoids dispersion and allows the entire course of a session to be reconstructed in a few clicks, even years later.
- Notice of meeting, agenda and sending receipts
- Attendance list, represented owners and proxies collected
- Signed minutes and proof of communication to owners
- Attachments discussed, such as the statement and estimates
The minutes register in chronological order
Article 1130 requires the manager to hold the register of meeting minutes, in which any failures to constitute the meeting and the brief statements owners ask to have minuted are also noted. The register must respect chronological order and it is expressly allowed to be kept in digital form.
Software that manages the minutes register as an ordered sequence of documents, each linked to its meeting, satisfies this obligation and makes consultation immediate. The digital form also simplifies the handover to the incoming manager, who receives an already structured archive instead of boxes of paper.
Retrievability and handover
The value of a good archive is measured when a document is needed: a challenge, a request for access to records by an owner, the end of the mandate. In all these cases quickly finding the right record makes the difference between an immediate response and a frantic search through old emails.
At the end of the mandate the manager is required to hand over all documentation to the incoming one. A digital archive ordered by condominium and by meeting makes this handover smooth and complete, reducing the risk of disputes over missing documentation.
Retention, security and privacy
Meeting records contain owners' personal data, so their retention must be handled in compliance with EU Regulation 2016/679. Access must be limited to those entitled, documents kept for the time needed for management purposes and defence needs, and protected from loss or unauthorised access.
Software with access control, backup and operation logging offers stronger guarantees than a paper archive or unprotected shared folders. Data security is an integral part of compliance, not an accessory element.
A single archive for the whole process
The greatest benefit emerges when notice, attendance, quorum, votes and minutes live in the same environment: the archive is not a separate collection to be compiled afterwards, but the natural result of the meeting process managed in the software. Each record is already in its place, linked to the session that produced it.
AmministraPro keeps the records of each meeting in the same case file, holds the minutes register in chronological order in digital form, controls access and eases the handover, in compliance with the GDPR. The features are described at /funzioni and the plans with their costs at /prezzi.
Frequently asked questions
Which meeting documents must the manager keep?
The manager must retain all documentation of the administration, under Article 1130 of the Italian Civil Code. For each meeting this means keeping the notice of meeting with the sending receipts, the agenda, the list of those present and represented owners, the proxies, the signed minutes and proof of their communication to owners, plus the attachments discussed such as the statement and estimates. These are the documents requested in case of litigation.
Can the minutes register be kept in digital format?
Yes. The Italian Civil Code expressly allows the registers held by the manager, including the register of meeting minutes under Article 1130, to be managed in digital form. The register must respect chronological order and also note failures to constitute the meeting and statements minuted on request. Software that structures the register as an ordered sequence of documents satisfies this obligation.
How long must meeting records be kept?
There is no single term applicable to all records. In general, documents must be kept for the time needed for the condominium's management purposes and for defence needs in case of litigation, in compliance with the storage limitation principle of EU Regulation 2016/679. Where disputes or relationships are still open, retention must be extended for as long as it serves to protect the positions involved.
How should privacy be handled when archiving the records?
Meeting records contain owners' personal data and must be processed in compliance with EU Regulation 2016/679. Access must be limited to those entitled, purposes and retention times defined, and documents protected from loss or unauthorised access. Software with access control, backup and operation logging offers stronger guarantees than unprotected shared folders or a paper archive.
What happens to the records at handover?
At the end of the mandate the manager is required to hand over all documentation to the incoming one. A digital archive ordered by condominium and by meeting makes this handover smooth and complete: the new manager receives an already structured file, with notices, proxies, minutes and register, instead of reconstructing the process from boxes of paper. This reduces the risk of disputes over missing or incomplete documentation.
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