D.B. from Illinois writes:
Dear Mister Condo,
I was recently voted as Treasurer of our Condo Association in Illinois. The previous Treasurer made copies of everything. He has boxes and boxes of copies. I would rather scan all of these documents and shred the originals. Do the scanned documents fulfill the Illinois requirements for record retention?
Mister Condo replies:
D,B., congratulations on being voted Treasurer of your association. As you know, it is a great responsibility and a great opportunity to serve your community. Since I am neither an attorney nor an expert in Illinois community association law, I think you really ought to ask your community association if the scanned documents fulfill the legal requirements of your state law. I did find a great article that will certainly get you some clarity before you make that call. Check out this piece in the Chicago Cooperator: https://chicagocooperator.com/article/keeping-track-of-paperwork/full. The author of this article closed with “To avoid drowning in a sea of paperwork, the board can have management scan everything”. To me, that means you can scan the documents to save clutter. However, the devil is likely in the details, so be sure to get a legal opinion before you scan documents and throw away the hard copies. All the best!