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Minutes from twenty years ago kept in a box, an insurance policy nobody can find, the date of the last lift inspection lost in an old email. That is the memory of many buildings. The Digital Building Logbook (Caderno Digital do Edifício) aims to change this by bringing together each building’s information in one place. But in October 2026 it is a project announced by the Government, with no legislation published, no defined model and no timetable. In this guide we explain what was announced, what must already be kept today, which documents the condominium can organise now and what this means for owners, buyers and tenants.
In short
- The Digital Building Logbook was announced by the Government in June 2026, alongside the regulation of condominium management.
- In October 2026, no legislation has been published and no model, content or timetable has been defined.
- The administrator already has a duty to keep and maintain all documents of the condominium.
- Organising the records and making digital copies now makes changes of management, works, insurance and unit sales easier.
- Documents containing personal data must be handled under data protection rules.
What the Government announced
In June 2026, the Secretary of State for Housing announced, at the congress of an association of condominium administrators, a new legal regime for condominium management. On the same occasion, according to ZAP, a second measure was mentioned:
«Em paralelo, o Executivo pretende avançar com a criação do “Caderno Digital do Edifício”, uma plataforma que reunirá toda a informação relevante sobre cada imóvel.» — ZAP, 22 June 2026
In plain English: in parallel, the Government intends to create the Digital Building Logbook, a platform that will bring together all the relevant information on each property.
As of 26 October 2026, no legislation creating the Digital Building Logbook has been published. It is not yet known which documents it will have to contain, who will fill it in, who will be able to access it or from when it will be required. Any article presenting those rules as settled is anticipating a decision that has not yet been taken.
What is already mandatory today
Even without the Digital Logbook, the law already requires the building’s memory to be kept. It is the administrator’s job to:
«n) Guardar e manter todos os documentos que digam respeito ao condomínio.» — Civil Code, article 1436(1)(n)
In plain English: keep and maintain all documents relating to the condominium.
General meeting decisions must be recorded in minutes, with the owners present, the subjects, the decisions and the result of each vote (art. 1 of Decree-Law 268/94). Buildings with more than four owners must have regulations, if these are not part of the title deed (art. 1429-A of the Civil Code). Fire insurance is mandatory and updated every year. Buildings must undergo maintenance works at least once every eight years (art. 89 of the RJUE, the Legal Regime for Urbanisation and Building).
| Document | Why it matters | Where it is usually kept |
|---|---|---|
| Title deed and regulations | Define units, permillage and rules of use | Land registry, administrator’s records |
| General meeting minutes | Prove what was decided and are used to collect contributions | Minute book or records |
| Budgets and annual accounts | Show income, expenses and debts | Administrator’s records |
| Insurance policies | Prove the mandatory fire cover | Insurer, broker, administrator |
| Maintenance contracts | Lifts, cleaning, extinguishers, gates | Administrator |
| Inspection and works reports | The building’s technical history | Administrator, companies, council |
| Plans and licences | Needed for works and alterations | City council |
Why it pays to prepare the building now
Preparing the records does not depend on the future law. It brings immediate benefits:
- Faster change of management. When the records are complete and there are digital copies, the handover to the new management does not depend on boxes of paper. See why the physical condominium archive is a risk.
- Better-planned works. With the history of interventions, it is easier to know what still needs doing and to request comparable quotes. The guide to preventive maintenance helps you build a plan.
- Simpler claims. With the policy, photographs and invoices to hand, an insurance claim takes days, not weeks.
- Sales without delays. The administrator must issue the owner’s debt statement within a maximum of 10 days (art. 1436(1)(q) of the Civil Code). With organised accounts, that deadline is met without effort.
Checklist: what to digitise now
- Title deed, regulations and any amendments.
- All minutes, with attendance lists and notices of meeting.
- Budgets, annual accounts and statements of the condominium’s account.
- Insurance policies and receipts for recent years.
- Supplier contracts and their renewal dates.
- Lift inspection reports and maintenance certificates (DGEG).
- Quotes, invoices, guarantees and photographs of works carried out.
- Plans, licences and correspondence with the city council.
- Emergency contacts and contacts for urgent service suppliers.
Keep the paper original where the law requires it and keep a digital copy organised by year and by subject. Decide who has access to each folder. Minutes and lists of debts contain personal data and should not be open to everyone. The CNPD, the Portuguese data protection authority, publishes guidance on data processing.
Impact for owners, buyers and tenants
For owners, organised records make it possible to consult minutes and accounts without repeated requests to the administrator. For buyers, they make it easier to check debts, approved works and future charges before the deed is signed. For tenants, the relevant information is mainly the regulations and the rules for using the common parts, which the landlord should make known. If the Digital Logbook goes ahead, some of this information is likely to move to a single platform, but the final design is not yet known.
The link to regulating management
The Digital Logbook was announced alongside the bill to regulate professional condominium management. According to CNN Portugal, that bill provides for licensing of companies, a written contract, civil liability insurance and adequate training, and still has to go through the Council of Ministers and Parliament. They are two separate measures. See where things stand in condominium regulations in 2026.
How Condoroo helps
Condoroo manages more than 600 condominiums, with a team of more than 20 professionals. When we take on a new building, we ask the previous management for the documents and accounts, and we keep the records organised so that minutes, accounts and contracts can be found when they are needed. The bank account is in the condominium’s name. If the Digital Logbook is created, the records will be ready to be transferred. Find out also how to write meeting minutes.
Digital Building Logbook: frequently asked questions
Is the Digital Building Logbook already mandatory?
No. In October 2026, it is a measure announced by the Government, with no legislation published in the Diário da República.
When will it come into force?
There is no date. The model, content and timetable have not yet been published.
Which documents must the condominium already keep?
The administrator must keep and maintain all the condominium’s documents (art. 1436(1)(n) of the Civil Code), including minutes, accounts, insurance and contracts.
Can I scan the minutes and throw away the paper?
It is not advisable. Keep the original and a digital copy. The copy makes consultation easier, but the original may be requested as evidence.
Is the Digital Logbook related to the new law on administrators?
It was announced at the same time, but it is a different measure. The bill regulating management has not yet been approved either.
Who can consult the condominium's records?
Owners are entitled to information about the management of the condominium. Documents containing personal data should have restricted access, in line with data protection rules.
This article is for information only. Legislation and websites consulted on 26 October 2026.
