Cyber security
Business Practices
Professional Services
Strata managers face a silent compliance crisis. Unknown email addresses flood individual team inboxes. These messages slip past traditional management systems. They arrive at personal work addresses instead of monitored shared mailboxes. The result? Missing records that could trigger regulatory violations.
The New South Wales Strata Schemes Management Act 2015 demands that every email be attributable to a strata plan number and retained for seven years. But this regulatory compliance requirement crumbles when email from unknown senders reach individual staff members rather than the ideal centralised folder/mailbox.
The Real Problem: Invisible Communications
Team members receive emails from solicitors, contractors, owners, and vendors directly to their personal work addresses. These communications often bypass central filing systems entirely, leading to total inbox chaos. When staff members change roles or leave the company, these crucial records vanish with them.
Property managers cannot predict who might contact them.
- New contractors register complaints.
- Legal representatives initiate correspondence.
- Prospective buyers seek information.
- Emergency service providers send critical updates.
Each unknown sender creates a potential compliance gap.
Traditional shared mailboxes fail when senders use cached individual addresses from previous interactions. Email signatures, business cards, and directory listings all point to specific staff members. The result is fragmented communication streams that resist centralised management.
How Microsolve's Email Archive Solves This Challenge
The Microsolve email archive platform addresses these compliance challenges at their source. The system captures all emails BEFORE they reach individual inboxes. This pre-arrival interception ensures zero message loss regardless of sender knowledge or recipient targeting.
The platform monitors all email traffic across your organisation. Whether messages target shared mailboxes, individual addresses, or mistyped domains, the system creates an immutable record. Every communication gets encrypted, indexed, and stored in the AWS cloud before staff members even see their messages.
Advanced algorithms scan message content, sender databases, and historical patterns to suggest appropriate plan numbers. The system learns from your organisation's attribution patterns and becomes more accurate over time. This eliminates the risk of manual filing errors when dealing with unknown senders.
Once archived, messages cannot be altered or deleted. This immutable storage creates audit-proof records that satisfy regulatory requirements. The system maintains original timestamps, headers, and metadata that prove compliance during inspections.
Actionable Implementation Strategies
Whether you're a small, medium or large Strata Company, there are many approaches that try to address this problem - from email routing rules, shared mailboxes and manual admin processes. They all suffer from the same issues - they don't scale well and they rely on "someone" to manage them.
Let us propose a 4 step solution that actually works - no matter your business size, or number of email accounts!
- Sign-up for a trial of the Microsolve Email Archive solution - it can run alongside your existing email platform
- Setup saved reports for each strata plan based on key words and/or sender email addresses
- Setup a catch-all rule for email that DOESN'T meet the above and manually attribute it within the archive!
- Relax and bask in the glow of a solution that FREE's up your time, not burdens you with more admin!
The Compliance Advantage
By using Microsolve's email archiving platform, you can ensure that your company has peace of mind when it comes to the security of stored emails, and that your compliance processes are effortlessly automated.
So what does this mean? What advantage do you actually get out of Microsolve's email archive program?
- Audit-Ready Documentation
When records are requested, you can quickly locate any communication regardless of how it originally arrived. The system's comprehensive indexing makes compliance reporting straightforward and verifiable. - Risk Mitigation
Eliminate the possibility of missing communications due to staff changes or individual inbox management failures. Every message becomes part of an institutional record. - Operational Continuity
New staff members can immediately access historical communications with unknown senders. This prevents relationship disruptions and ensures service continuity.
Watch this video for more information on Microsolve's Email Archiving service.
Not Just Compliance: There are Business Benefits!
On top of being audit compliant, Microsolve's email archive service has extra business benefits including:
- Enhanced Client Service
Quickly locate previous communications with new contacts who may have dealt with your organisation before. This improves response quality and demonstrates professionalism. - Legal Protection
Maintain comprehensive records of all interactions that may become relevant in disputes or legal proceedings. The immutable nature of archived emails provides strong evidentiary support. - Efficiency Improvements
Eliminate time spent searching individual inboxes for missing communications. Centralised archiving reduces administrative overhead and improves productivity.
The challenge of managing emails from unknown senders is not just a compliance issue, it's a business continuity concern. Traditional email management approaches fail when dealing with the unpredictable nature of property management communications. The Microsolve email archive platform provides a comprehensive solution that ensures compliance while improving operational efficiency.
