How to manage the condominium's safety documents

Which documents make up the safety file

The first step is knowing what to collect. For systems you need the declarations of conformity issued by the installers, the periodic inspection reports for the lift and earthing, the booklet and control reports of the heating system, the maintenance contracts. On the fire safety side, where the condominium is regulated, you need the fire safety notice documentation, the renewal certifications and the equipment control register.

To these are added, when the condominium has employees, the Risk Assessment Document and the documents linked to managing the employment relationship, and, when works are entrusted, the Single Document for the Assessment of Interference Risks. Insurance policies for the common parts and the systems complete the picture.

Organising by system and by deadline

Collecting documents is not enough: they must be organised so as to find them again and not to miss deadlines. An effective criterion is the double key: by system or area, so as to have at hand the whole history of a lift or the heating plant, and by deadline, so as to know at any moment what is about to expire.

Every document with validity over time, such as an inspection report or a renewal certification, should carry the date of the last execution and that of the next one. Linking the document to its deadline is what turns a static archive into a control tool, able to warn before an obligation lapses.

Who may consult the safety documents

Documents relating to safety and systems concern the condominium's management, and owners have an interest in knowing them. Article 1130-bis of the Italian Civil Code recognises the owners' right to view and obtain copies of the supporting documents of the management, and more generally the manager must make available the documentation that concerns them.

At the same time, when documents contain personal data, for example those linked to workers' health surveillance or to information about third parties, their management must comply with the GDPR and EU Regulation 2016/679, limiting access to those who have an actual right. Distinguishing what can be consulted from what must be protected is part of good document management.

The value of documentation in the handover

Safety documentation becomes crucial in the handover between managers. A complete and orderly file lets the new manager reconstruct the state of the systems, know the imminent deadlines and take over management without gaps. A patchy archive, on the contrary, forces reconstruction from scratch and may hide expired obligations.

Handing over and receiving the documentation in a traceable way, with a list of what is transferred, protects both managers and the condominium. It is good practice for the inventory of safety documents to be part of the handover report.

From paper to a digital archive

Managing everything on paper or in scattered folders exposes you to losses and forgotten deadlines. An orderly digital archive, where each document is linked to the system, the deadline and the condominium, keeps the documentation always findable and reduces the risk of operating with a lapsed obligation without noticing.

A management tool such as AmministraPro lets you archive each condominium's safety documents, link them to inspection deadlines and receive automatic reminders, as well as make available to owners the documents they have the right to consult. The features are described on /funzioni and the plans on /prezzi.

Frequently asked questions