RECORDS & CONTINUITY
What maintenance records should an HOA keep?
Keep the records that help the next board or manager understand the property’s history, current findings, and open actions.
Build a practical property file.
- Property and asset information: building identifiers, system descriptions, plans, and asset locations.
- Maintenance history: dates, scope of work, service reports, invoices, and contractor details.
- Warranties and product information: terms, installation records, and maintenance requirements.
- Evaluation records: dated observations, reports, photographs, and supporting documents.
- Open actions: the concern, responsible person, next step, target date, and current status.
- Decision history: relevant approvals and the records that explain the basis for the work.
Make each item easy to find.
Use a consistent property, building, and asset name. Give photos descriptive filenames and retain the capture date and source when available. Link the record to the finding or action it supports.
Keep gaps visible.
If an installation date, warranty, or prior repair cannot be confirmed, mark it as unverified and identify who may be able to supply the record. A visible gap is more useful than an assumed fact.
This is an operational starting checklist. Document retention and access requirements should be confirmed with your association’s appropriate advisers.
Put the records to work.
ASG organizes available property history alongside findings from the agreed evaluation areas. Each supported finding can link to its source evidence; missing or unverified information remains identified.
