The Top 5 Document Pitfalls Every Hawaii Condo Manager Should Avoid

Managing a condominium association in Hawaii isn’t just about fixing leaks and balancing budgets — it’s also about keeping the right records, in the right place, for the right amount of time. Unfortunately, many AOAOs (Association of Apartment Owners) fall into the same traps when it comes to document management. Here are five common pitfalls and how to avoid them:

1. Misplacing Board Minutes

Board meeting minutes are legally required and must be kept permanently. Too often, managers save them under vague names like “meeting notes.docx”. The solution: create a consistent naming system (e.g., “2025-08-15 Board Meeting Minutes”).

2. Mixing Current and Archived Files

Keeping outdated versions of rules, contracts, or budgets in the same folder as current ones causes confusion. A simple fix is to have a dedicated Archived Files folder where nothing can be accidentally mistaken for current policy.

3. Ignoring Hawaii’s Retention Laws

Under HRS §514B, certain records (like financial statements, proxies, and house rules) must be retained for specific periods — some permanently. Not knowing these timelines can put your AOAO at risk. A compliance audit can map out exactly what stays, what goes, and for how long.

4. Failing to Digitize Paper Records

Many associations still rely on paper binders in the office. But if a flood, fire, or even misfiling occurs, those documents can be lost forever. Digitizing ensures files are searchable, backed up, and easily shareable with the board.

5. No Clear Access Protocols

When “everyone” has access to the folders, documents get moved, renamed, or even deleted. Assigning file managers (with read-only access for others) helps maintain control and keeps everything consistent.

Why This Matters

Condo managers juggle dozens of tasks every day. But compliance is one area where small mistakes can lead to big headaches — legal challenges, owner disputes, or fines. By setting up a clear, law-compliant file system now, you’ll save yourself (and your board) stress later.

At Documinium, we specialize in setting up compliant folder structures, auditing files, and digitizing records so managers can focus on running their property instead of chasing lost paperwork.