Effective management of strata buildings in New South Wales relies heavily on diligent record-keeping.
Given the complexities of managing multiple stakeholders, from owners to tenants and service providers, the backbone of any efficient strata management operation lies in its ability to maintain comprehensive and accessible records. This article delves into the critical aspects of record-keeping in strata buildings, highlighting ownership, systems available, essential features, leading providers, and the overarching importance of these records.
Ownership of Building Records
Ownership and control of building records are fundamental components in strata management. All records should be owned by the strata plan collectively, rather than by individual owners or building managers. This centralised ownership ensures that decisions and records reflect the interests of the entire strata community.
However, while ownership rests with the strata plan, the management of these records can be efficiently delegated to professional building managers or strata agents. This delegation is crucial as it allows for professional handling, updating, and maintenance of records, ensuring compliance with legal requirements and facilitating smooth operations.
Specialised Strata Management Systems
To streamline the management process, several companies have developed specialised strata management systems tailored specifically for the needs of strata communities. These digital platforms are designed to handle the nuances of strata management, providing tools for efficient record keeping and reporting.
Such systems not only help in maintaining transparency but also ensure that all necessary information is readily available for effective day-to-day management. This technological approach helps in minimising human errors and provides a robust framework for managing strata properties.
Essential Features of Strata Management Systems
A well-rounded strata management system should encompass the following key features:
- Works orders and maintenance requests — track and manage all maintenance activities within the property, ensuring timely attention to repairs and upkeep.
- Contractor management — maintain detailed records of all contractors, including their contact information, service history, and performance evaluations.
- Asset management — keep a detailed account of all strata assets, their conditions, and maintenance schedules.
- Key register — manage and record all key distributions and movements to ensure security and accountability.
- Inventory management — track all physical assets and their statuses within the community, from maintenance equipment to communal furnishings.
- Resident register — maintain up-to-date information on all residents, including ownership details and occupancy status.
- Library for strata plans and other documents — archive all critical documents, such as strata plans, meeting minutes, and legal documents, in a secure and accessible manner.
Leading Providers of Strata Management Systems
Several reputable providers offer robust strata management solutions, including:
- BuildingManager — known for its intuitive interface and comprehensive suite of management tools.
- BuildingLink — offers a customisable platform that caters to the unique needs of different strata communities.
- MYBOS — focuses on automation and integration, making it easy to manage large portfolios of properties efficiently.
Importance of Proper Records
The governance and administration of a building should never rely solely on the memory or discretion of the manager. Instead, it should be supported by a structured record-keeping system that ensures transparency, accountability, and continuity. Proper records help in defining clear accountabilities, setting performance indicators, and maintaining continuous governance without disruptions.
In conclusion, maintaining meticulous records in strata management is not just a regulatory requirement but a critical practice that underpins the successful administration of communal properties. By leveraging modern management systems and adhering to best practices in record ownership and maintenance, building managers can significantly enhance the livability and value of strata properties in NSW.
Frequently Asked Questions
Who owns a strata building’s records?
The strata plan collectively — not the building manager, the strata agent, or any individual owner. Managers and agents maintain the records on the scheme’s behalf, but the records themselves belong to the owners corporation, which is exactly why they must transfer completely whenever a manager changes.
What records should our building be keeping?
At minimum: works orders and maintenance history, contractor details and performance, the asset register, the key register, inventory, the resident register, and a document library holding the strata plans, minutes and legal documents. If any of those lives only in someone’s head or inbox, the building has a gap.
Do we need a dedicated software system?
For a building of any size, it’s hard to do this well without one. Purpose-built platforms keep the records structured, current and accessible to the right people, and reduce the human error that spreadsheets and paper invite. The system matters less than the discipline behind it — but good software makes the discipline far easier to keep.
What happens to the records when we change building managers?
They transfer with the building — all of them, because they’re the scheme’s property. The asset register, maintenance history, key register, contractor records and document library should hand over complete, with the outgoing manager’s system access revoked. A manager reluctant to hand records over is telling you something.
Are Your Building’s Records Actually in Order?
Building Management Australia is a Sydney building management firm — not a strata agent. Structured record-keeping — works orders, contractor records, asset and key registers, and a complete document library, maintained in a proper management system — is core to how we run buildings, with the records always remaining the scheme’s property.
If your building’s records live in someone’s memory, request a proposal at bmaus.com.au or email Andrew directly at andrew@bmaus.com.au.
About the Author
Andrew Veron is the founder of Building Management Australia (BMA), an independent Sydney building management firm established in 1995. BMA is a building management company — not a strata agent — providing on-site and visiting building management, facilities management, concierge, cleaning and valet services to residential, commercial and mixed-use properties. Over the past 30 years, Andrew and the BMA team have managed buildings across the Eastern Suburbs, North Sydney, Inner Sydney, Parramatta and the Sydney CBD, with assets currently valued in excess of $3 billion under management. Because BMA is independent of any strata management firm, committees receive unbiased advice and transparent contractor relationships. Reach Andrew at andrew@bmaus.com.au or bmaus.com.au.
This article is general information only and is not legal advice. Statutory record-keeping requirements for strata schemes are set by legislation; owners corporations should confirm their obligations with their strata manager or a qualified adviser. Product references reflect the market at the time of writing.
