Florida FS 718 & Condo IT Security: What HOA Boards Must Know After the 2024 Updates

Florida's condo statutes — Florida Statutes Chapter 718 — were significantly updated in 2024, with provisions affecting how associations store, access, and protect records. Combined with rising cyberthreats targeting HOA management companies, South Florida condo boards face real technology compliance risk in 2025.

123 Technology Group serves condo associations throughout Miami-Dade, Broward, and Palm Beach County. Here's what every board needs to know about IT compliance and security under the current Florida law.

FS 718 Record-Keeping Requirements & IT Implications

Florida Statute 718.111 requires condo associations to maintain official records accessible to unit owners. The 2024 amendments strengthened these requirements:

• Records must be maintained for at least 7 years (some permanently)
• Associations must provide records within 10 business days of a written request
• Electronic records are explicitly permitted and encouraged
• Boards must implement reasonable controls to prevent unauthorized access or alteration

This means associations need: secure document storage, access logging (who viewed what records and when), backup and retention systems, and a process for fulfilling records requests digitally.

Required Technology Infrastructure for FS 718 Compliance

• Secure document portal — SharePoint or similar, with role-based access so unit owners can view their authorized records but not others'
• Access audit logs — automated logging of every document access event (required to defend against unauthorized access claims)
• 7-year cloud backup — all association records backed up with long-term retention policies
• Encrypted email — for transmitting financial records, meeting minutes, and personal owner data
• Secure vendor portal — for management company access separate from board access

Physical Security: Cameras, Gates & LPR

Many South Florida condos are upgrading to IP-based security systems as older analog systems age out. Under FS 718, associations must maintain security camera footage for a reasonable period. We recommend:

• HD/4K IP cameras at all entry points, parking structures, amenity areas, and mail rooms
• License Plate Recognition (LPR) at vehicle entrances — pairs with gate systems for access logging
• Cloud-managed NVR — footage accessible remotely by management and board; retained for 30–90 days
• Structured cabling — if rewiring for new cameras, Cat6 throughout for future-proofing

See our IP Camera Systems and Structured Cabling services for details.

Wi-Fi for Common Areas & Amenities

Residents increasingly expect Wi-Fi in lobbies, pool areas, gyms, and co-working spaces. Key considerations:

• Separate SSIDs for residents, guests, and back-office/security systems
• Bandwidth management to prevent one resident from impacting others
• Terms of use acceptance portal (captive portal) for liability protection
• Security monitoring — guest networks are common entry points for attackers

For hardware procurement, visit compustores.com. Full portfolio at 123technologygroup.com.

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