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Email Archiving for Strata Managers: Meeting the 7-Year Retention Requirement

Strata managers in NSW face strict rules to keep all owners corporation emails for 7 years. Microsolve's immutable email archiving makes compliance simple, secure, and stress-free.

How Email Archiving Meets 7-Year Retention

Strata managers juggle endless correspondence, but one deleted email can trigger compliance headaches. Microsolve steps in with automatic, tamper-proof archiving that captures every message – turning chaos into quiet confidence.

Under Section 180 of the Strata Schemes Management Act 2015 (NSW), owners corporations must retain all correspondence, including emails, for 7 years. This covers every inbound, outbound, and internal email related to the scheme.

Why Standard Email Falls Short

Picture this: a key staffer leaves, taking scheme-critical emails with them. Mailboxes overflow, deletions happen daily, and scattered inboxes make audits a nightmare. Standard setups fail strata's strict needs.

Staff often delete emails to free space, hitting mailbox limits fast in busy schemes. When turnover hits, access vanishes – leaving gaps in your 7-year record.

Correspondence scatters across personal accounts, complicating retrieval for owner requests or audits.

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Immutable Email Archiving Solution

Microsolve's Immutable Mailbox Archive changes the game. It grabs every email in real-time from Microsoft 365 or Google Workspace, locks it tamper-proof on AWS, and keeps it searchable forever.

No deletions or alterations possible – emails stay authentic for the full 7 years. We handle unlimited mailboxes with 1TB storage included, plus de-duplication and encryption.

Search and export in seconds via a secure portal. It's seamless, invisible to users, and scales with your schemes.

Auto-Capture

Every email archived live, no gaps

Tamper-Proof

Immutable storage means it can't be deleted or edited

Fast Search

Keyword retrieval in seconds for audits

Compliant Export

Forward ready for requests

Watch a Short Video on How it Works

Handling Record Requests Effortlessly

Owners can demand records within 10 business days under the Strata Act, and any delays risk fines or disputes. Our archive turns "where's that email?" into instant results.

Rapid, indexed searches mean compliance teams pull exactly what's needed, every time. Audit trails prove integrity for tribunals or insurers.

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I'm struggling with my email compliance - what do I do?

The first step is acknowledging you're a little overwhelmed. Next is to let us help you with an audit of your systems to see how we can help ensure you don't risk fines or lost records!

Book your guided review meeting!

Solving Email Problems Fast

Stop Losing Emails with Staff Turnover

When strata team members leave or schemes get reassigned, critical email history often vanishes with their personal inbox. Immutable email archiving keeps every message searchable and scheme-attributable, regardless of who handles it.

See how to protect your strata emails from staff turnover losses
Can strata managers meet NSW’s new electronic record‑keeping rules without drowning?

Can strata managers meet NSW’s new electronic record‑keeping rules without drowning?

Yes! An immutable email archiving captures every message before it reaches any mailbox, automatically encrypting, indexing, and storing it in an unchangeable cloud archive so correspondence is retained for the required seven years, easily searchable by scheme, and defensible in audits—even when staff leave or emails are deleted locally.

Explore an Email Archive Solution designed for Strata

Frequently asked questions

What counts as 'correspondence' under strata law?

Under Section 180 of the Strata Schemes Management Act 2015, correspondence includes all emails sent or received by the owners corporation or strata committee. This covers owner complaints, contractor quotes, committee reports, legal notices, and similar communications. Proper retention ensures compliance during audits and owner requests.

How does Microsolve ensure emails are retained for 7 years?

Microsolve's Immutable Mailbox Archive automatically captures every email before it reaches the inbox and stores it in tamper-proof AWS storage. Retention policies are configured to hold records for the full 7-year period required by law, with automatic management to prevent gaps or deletions.

Can owners access archived emails upon request?

Yes, authorised users can search and retrieve emails through a secure portal. This meets the Strata Act's 10-business-day requirement for providing records, delivering full emails with attachments and timestamps for inspection or export.

What if we switch email providers?

The archive operates independently on AWS, so switching from Microsoft 365 to Google Workspace or others has no impact. Historical PST files can be ingested, or live feeds connected seamlessly to maintain continuity.

Is this compliant with NSW strata regulations?

Yes, the solution aligns fully with the Strata Schemes Management Act 2015, including mandatory electronic record-keeping since June 2024. It provides tamper-proof storage, rapid search, and audit-ready exports for Section 180 requirements.