Clear, consistent recordkeeping is one of the most important responsibilities of an HOA or condominium association board. Arizona law sets specific retention requirements for different types of records, and following those timelines helps ensure compliance and smooth operations even as leadership changes.

Records to Keep Permanently

Some documents form the association’s foundation and should never be discarded. These include:

  • Articles of Incorporation and amendments
  • Bylaws and amendments
  • Declaration of Covenants, Conditions, and Restrictions (CC&Rs)
  • Rules and regulations adopted by the board
  • Deeds, easements, and plats for common areas
  • Board resolutions and meeting minutes
  • Architectural guidelines and standards
  • Long-term or ongoing service contracts

These records preserve the legal and operational history of the community and provide guidance for future boards.

Records to Keep Seven Years

Financial and administrative records should be retained for at least seven years. This includes:

  • Budgets, ledgers, and audit reports
  • Tax returns and supporting schedules
  • Bank statements and cancelled checks
  • Vendor and employee files
  • Insurance policies, expired contracts, and leases

Keeping these records allows associations to respond effectively to IRS inquiries, insurance claims, or historical budget review

Unit Owner Files

Each property or unit should have a file documenting correspondence, work orders, violations, and architectural requests. These should be kept permanently to maintain a complete record for future owners and boards.

Voting and Election Documents

Under Arizona law, associations must keep all ballots, envelopes, and sign-in sheets from elections for at least one year after completion. Records relating to board member removal and replacement elections must also be retained for one year.

Secure Storage and Backup

Boards should regularly back up digital records, store duplicates off-site, and keep paper originals in a safe place. At least two board members or staff should know how to access all records in case of an emergency. Digitizing records helps with accessibility but does not replace the need to preserve key original documents.

In conclusion, proper document retention helps boards operate more efficiently and reduces legal risk. By following Arizona’s statutes and consistent organizational practices, associations can protect their history, their members, and their reputation.

For questions on document retention or inspection rights, contact Mulcahy Law Firm, P.C. and review our firm’s Cheat Sheet on Community Association Documents and Records.