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.
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.
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.
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.
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!
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?
Watch this video for more information on Microsolve's Email Archiving service.
On top of being audit compliant, Microsolve's email archive service has extra business benefits including:
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.