Document destruction for housing associations, cooperatives and property managers
A property management office holds the data of hundreds of residents — utility statements, correspondence, lease agreements, voting cards. Once the retention periods expire, these documents must be deleted in line with the GDPR — while the building's technical documentation must be preserved. Ekotechnika works with property managers and management offices from Warsaw and the surrounding area: we collect documents from the office, destroy them in line with DIN 66399 and issue a certificate.
What makes property management records different
- A manager is responsible for the data of many associations at once — for bulk collections we issue a separate destruction certificate for each association.
- Utility statements and unit balances are residents' financial data — once the limitation period for claims has expired, they should not sit in openly accessible binders.
- The building's technical documentation must never be destroyed — it is kept for the entire life of the building; we help separate it from the documents due for weeding.
- Resolutions and meeting minutes are kept permanently as the association's history — what can be destroyed are, for example, voting cards once the period for challenging resolutions has passed.
Retention periods for property records
Indicative periods for the most common categories:
| Type of document | Retention period |
|---|---|
| Accounting records and utility statements | 5 years |
| Correspondence with residents | until claims are time-barred |
| Contracts with contractors | 5 years after expiry |
| Resolutions, meeting minutes | permanently (do not destroy) |
| Building technical documentation | for the life of the building |
Free document retention calendar (PDF)
A complete table of retention periods for more than twenty categories of documents — with the rules for counting the deadlines and an archive clean-up checklist.
Download the calendarWhat we provide
We serve both single associations and managers with portfolios of dozens of buildings — with bulk collection and per-association billing, so that each cost can be assigned to the right property.
- Collection from your premises — we pick up the documents anywhere in Warsaw and the Mazovia region; you do not need to transport or pre-sort anything.
- Destruction to the DIN 66399 standard — security level P-4 as standard, and P-5 for specially protected data.
- Destruction certificate — a document stating the date, scope and method of destruction, ready to present during an inspection by UODO, the Polish data protection authority.
- Secure document containers — under ongoing cooperation we leave lockable containers on site and exchange them at an agreed rhythm.
How it works
- Contact and quote — by phone or e-mail; an approximate volume is enough (the number of binders, bags or linear metres of files).
- Collection — we arrive at the agreed time, weigh the documents and secure them for transport.
- Destruction and certificate — the documents are destroyed in line with DIN 66399 and you receive a destruction certificate for your GDPR records.
Management office archive due for a clear-out?
A message with the number of binders and the office address is enough — we will propose a collection date and a billing arrangement. You can also read more about our document destruction service.
Contact: 531 690 670 · bok@niszczeniedokumentow.com