Comparison
Owner portal or handing documents over in person
Owners have the right to inspect condominium documentation and to obtain copies of it. Historically this happened by handing documents over at the firm's counter, by post or by email case by case. An owner portal flips the approach: the documents made visible are always available online and everyone consults them whenever they want. This guide compares the two methods criterion by criterion, from speed to traceability to privacy, to show when online sharing is worthwhile and when direct delivery still helps.
Compared
| Criterion | Online portal | In person or postal delivery |
|---|---|---|
| Availability | Always on, 24 hours a day | Only at agreed times and ways |
| Manager's time | One upload serves everyone | One delivery per request |
| Traceability | Log of who viewed and downloaded | No certain proof of delivery |
| Costs | No printing or postage | Paper, photocopies, postal fees |
| Privacy control | Permissions per document and recipient | Risk of delivering irrelevant data |
| Access for non-digital owners | Requires credentials and a device | Immediate, no tools needed |
The right of access to documents
Article 1129 and Article 1130-bis of the Italian Civil Code grant the owner the right to inspect and obtain copies, at their own expense, of the accounting documents and the mandatory registers. The rule sets out the right, not the means: delivery can be on paper or in digital form.
A portal satisfies the right of access on an ongoing basis, because it exposes the relevant documents without the owner having to file a formal request each time. The option of obtaining copies in other ways remains for those who prefer it.
Time and workload
With in person delivery every request is a separate task: receiving the request, finding the document, photocopying it, arranging a meeting. Multiplied across dozens of owners, this takes up a significant share of the firm's time.
With the portal the work shifts upstream: you upload the document once and make it visible to the right recipients. Repetitive copy requests fall, because the owner finds what they need on their own.
- Financial statement and allocation schedule
- Meeting minutes and notices
- Documents of the individual's property unit
- Official communications and notices
Traceability and proof
In person delivery leaves little evidence: a receipt is rarely signed for each document. This gives rise to disputes over whether an owner did or did not receive a given document.
The portal records who opened and downloaded each document and when. This traceability is useful to demonstrate that a document was made available, an element of transparency that protects both the manager and the owners.
Privacy and permissions
Document sharing must respect the General Data Protection Regulation. Handing over a complete file in person risks exposing data that is not relevant to the requester, for example information about other owners. The portal instead lets you calibrate visibility document by document.
With AmministraPro the manager decides which documents are common to all and which are reserved to a single unit, and owners consult them from the portal with no paper steps. The features are described on the /funzioni page and the plans on the /prezzi page.
Frequently asked questions
Does the portal replace the duty to provide copies of documents?
The portal is a tool for meeting the right of access set out in Articles 1129 and 1130-bis of the Italian Civil Code, not a legal duty in itself. It makes documents available on an ongoing basis. If an owner requests a copy by other means, the manager assesses how to meet the request in line with the rules.
How do I guarantee privacy on the portal?
You set visibility per document and per recipient. Common documents are visible to all owners, while those relating to a single unit are reserved to its holder. This granular control reduces the risk of exposing irrelevant data, as the GDPR requires.
What do I do with owners who do not use digital tools?
Online sharing and traditional delivery can coexist. For those uncomfortable with technology you keep in person or postal delivery, while the others use the portal. The transition can be gradual, without excluding anyone.
Does the portal prove that the document was delivered?
The portal records who opened and downloaded each document and when. This shows it was made available. It is not the same as a formal notification such as registered mail or certified email, which remain the tool for documents that require a legal receipt, for example certain notices.
Are there concrete savings in moving to the portal?
Yes, mainly on paper, photocopies and postal fees, as well as the time spent on repeated deliveries. The size depends on the number of owners and the frequency of requests. The greatest benefit, however, is the reduction of repetitive tasks and the increase in transparency.
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