A syndicate's data belongs to the syndicate: the register, the co-owners, the finances, the minutes. The board should be able to take it at any time, without asking anyone, and without needing CondoAide to read it again. A new "Archives" tab, in "Syndicate settings", allows this in two ways.
Download all the data
"Download all data" builds a single ZIP file while your browser saves it. It contains:
- the register and its documents: every document as uploaded, its SHA-256 fingerprint and the register journal;
- co-owners, units and finances: people and their contact details, units and their occupants, the budget, the contributions and the payments;
- requests, work and meetings: votes and minutes, claims and litigation;
- email and files: the syndicate's email in .eml format, with its attachments, and the other uploaded files.
The formats are open (JSON, Excel, .eml emails): any spreadsheet, email program or browser opens them. The fingerprints let anyone check, without CondoAide, that no document has been changed.
Before the download starts, the dialog shows the archive's approximate size and offers to include the recordings of séances, calls and voicemails. A direct download is limited to 300 MB; above that, write to us and we will deliver the archive another way.
A weekly copy to OneDrive
"Connect OneDrive" has CondoAide copy the syndicate's documents and data every week into a folder reserved for it, in the OneDrive the board connects. This copy adds to the one CondoAide keeps in Quebec; it does not replace it.
Before connecting, a dialog explains what changes for the syndicate: Microsoft decides where the files are hosted, possibly outside Quebec, and the copied information becomes the syndicate's responsibility. The person connecting OneDrive enters the date of the board decision that authorizes the copy, and confirms they have read the notice.
The register, its documents, the co-owners, the finances, the requests and the meetings are always copied. The syndicate's email and the recordings are left out unless the board includes them: email concerns people who are not members of the syndicate, and recordings can take up several gigabytes. "Copy now" starts a copy without waiting for the next week, and the "Latest copies" table shows each copy, its date, the number of files sent and anything that failed.
CondoAide deletes nothing in your OneDrive. Each copy instead includes the list of documents that have reached the end of their retention period, which the syndicate destroys itself.
Who can do it
The "Archives" tab appears for the directors who manage the syndicate's documents. Only the owner of the syndicate's account can download the archive or connect OneDrive, and only after two-step verification, since the archive holds personal information. Each download is recorded in the register journal, with the date and the person's name.
If the archive is downloaded or kept outside Quebec, the syndicate must first assess the privacy factors (art. 17 LPRPSP).
The archive is available to every syndicate, whatever the plan.
What CondoAide commits to if the service were ever to stop: Service continuity.