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Folders of minutes, invoices for works, insurance policies, maintenance contracts: in many buildings, the condominium’s entire memory sits in paper boxes kept at the management company’s office. While everything runs smoothly, nobody thinks about it. The problem arises when the owners decide to change company, when the archive floods or when a decision from ten years ago has to be proved. The physical condominium archive is often the weakest point in management. In this guide we explain what the law says, the risks of paper and how to prepare secure digital copies.
In short
- The administrator must keep and maintain all the condominium’s documents.
- The documents belong to the condominium, not to whoever keeps them.
- When management changes, the handover of documents should have an agreed date and list.
- An archive kept only on paper can be lost, deteriorate or be held back during the transition.
- Digitising with rules on access and data protection protects the building.
What the law says about documents
Keeping the documents is one of the administrator’s duties:
«n) Guardar e manter todos os documentos que digam respeito ao condomínio.» — Civil Code, article 1436(1)(n)
In plain English: the administrator must keep and maintain all documents relating to the condominium.
The documents belong to the condominium, not to whoever keeps them. The law expressly provides for their handover when an owner who was managing provisionally is replaced:
«3 – Logo que seja eleito ou judicialmente nomeado um administrador, o condómino que nos termos do presente artigo se encontre provido na administração cessa funções, devendo entregar àquele todos os documentos respeitantes ao condomínio que estejam confiados à sua guarda.» — Civil Code, article 1435-A(3)
In plain English: as soon as an administrator is elected or appointed by a court, the owner who was managing provisionally leaves office and must hand over all the condominium’s documents in their keeping.
To avoid gaps, the administrator remains in office until a successor is elected or appointed (art. 1435(5)). In practice, the handover of documents between companies depends a great deal on the contract and on how organised the outgoing management is.
The risks of paper
| Risk | What happens | How to avoid it |
|---|---|---|
| Loss | Minutes or contracts disappear during a move | Digital copy and a list of documents |
| Deterioration | Damp, flooding or fire in the archive | Digital copy stored off site |
| Retention | The outgoing management delays the handover | Handover clause in the contract |
| Difficult access | Consulting minutes requires booking a visit | Digital copies with controlled access |
| Proof | The decision that set the contributions cannot be found | Files organised by year and topic |
| Personal data | Folders open to people who should not see them | Access rules and a log of consultations |
When management changes
It is when the company changes that a paper archive weighs most. Without minutes, the new management cannot prove the contributions approved or collect debts, because the minutes are the enforceable title (art. 6 of Decree-Law 268/94). Without contracts, it does not know which services are active or when they renew. Without the history of works, it cannot claim under warranties. And without the account documents, changing who operates the bank account is delayed.
There are also situations where the outgoing management is slow to hand over the files, for example when there is a disagreement about fees or about how the contract ended. To reduce this risk:
- End the contract in the way and with the notice it provides for, with a decision recorded in the minutes.
- Ask for the final accounts and settle whatever needs settling.
- Set a date for the handover and a list of documents in the minutes.
- Carry out the handover with a record signed by both parties.
- If the handover does not happen, send a written request and, if necessary, go to a justice of the peace court (julgado de paz) or to court.
See what to do when you are unhappy with your administrator.
A common example
Imagine a 30-unit building that decides to change management in March. The outgoing company hands over two boxes of paper in May, with no list. Three years of minutes and the lift contract are missing. In the meantime, the new management cannot safely collect from two units with overdue contributions, because it does not have the minutes that set the amount. The automatic renewal of the maintenance contract goes through without anyone noticing. And a leak in the roof, repaired two years earlier, reappears without anyone being able to find the invoice and the warranty for the work.
None of these problems is rare, and they all have the same origin: the building’s memory was in a single place, on paper, in the hands of whoever left. With complete digital copies shared with the condominium, the change can be made in days.
What to digitise first
- The title deed of horizontal property, the regulations and any amendments.
- All minutes, with attendance lists and notices of meeting.
- Annual budgets and accounts, bank statements and the list of debts.
- Insurance policies and claims.
- Maintenance and service contracts.
- Quotes, invoices and warranties for works.
- Lift inspection reports and fire safety reports.
Keep the paper originals and keep the digital copy organised by year and topic, with a backup stored off site. Decide who can see each folder: minutes and lists of debts contain personal data protected by the GDPR. The Portuguese data protection authority, CNPD, publishes guidance on processing data. Our guide to the digital building logbook explains what the Government has announced for the future.
What to ask a new management company
- How are the files kept: on paper, digitally or both?
- Can owners consult minutes and accounts without booking a visit?
- What happens to the documents if the contract ends?
- Is there a backup outside the office?
- Who has access to the owners’ personal data?
See also how to write meeting minutes and our guide to transparency in condominium accounts.
How Condoroo helps
Condoroo manages more than 600 condominiums, with a team of more than 20 professionals. When we take over a building, we check the state of the documents and ask the previous management for anything missing. The bank account is in the condominium’s name, and we send hundreds of letters a month with tracking, so that every notice of meeting and demand for payment can be proved. We have held the DECO seal for the third year in a row.
Condominium archive: frequently asked questions
Who do the condominium's documents belong to?
The condominium. The administrator has a duty to keep and maintain them (art. 1436(1)(n) of the Civil Code).
What happens to the documents when management changes?
They must be handed over to the new management. Set a date and a list in the minutes, and carry out the handover with a signed record.
Can the previous management refuse to hand over the documents?
The documents belong to the condominium. If there is a refusal or a delay, send a written request and, if necessary, go to a justice of the peace court or to court.
Can I throw away the paper after digitising it?
It is not advisable. Keep the originals, especially the minutes, and use the digital copy for consultation.
Who can consult the files?
Owners have a right to information about the management. Documents with personal data should have restricted access, in line with the GDPR.
Will the digital building logbook replace the archive?
It is not yet known. It was announced by the Government in June 2026, but there is no law, model or timetable yet.
This article is for information only. Legislation and websites checked on 26 October 2026.
