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Microsoft 365 for Strata Management Companies

Microsolve sets up Microsoft 365 for strata management companies around the way schemes are run: Teams and SharePoint organised by scheme, email protected against phishing and invoice fraud, and retention policies that keep records electronically for seven years, as NSW requires. Your team finds scheme information faster and records stay compliant.

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Strata Microsoft 365 challenges we solve

Each topic covers one problem strata teams have with email, files or collaboration, and how we fix it.

Inboxes overflowing with owner and contractor email

Inboxes overflowing with owner and contractor email

Structured shared mailboxes, rules and scheme-visible communication in Microsoft 365 cut inbox overload and keep every thread available to the whole portfolio team, including during leave and handovers.

Get on top of communication volume

Keeping scheme records for seven years without a filing room

SharePoint scheme sites with metadata, version history, audit trails and automatic seven-year retention labels, hosted in Australia and searchable by scheme.

Set up SharePoint for scheme records

Meeting NSW mandatory electronic record-keeping

Exchange Online, SharePoint, OneDrive and retention policies, set up to work alongside your strata management software, capture correspondence and documents electronically and keep them for the required seven years.

Meet the record-keeping rules

Phishing and invoice fraud aimed at your inboxes

Defender for Office 365, multi-factor authentication, conditional access and data loss prevention, configured and managed for strata firms, protect owner data, scheme financials and contracts.

Strengthen your email security

Teams cluttered with channels nobody can find

A governed Teams design with consistent channel patterns, controlled team creation, scheme-based files and role-based access, so managers find scheme information quickly and sensitive owner data stays protected.

Structure Teams around your schemes

Where each type of strata record should live

NSW requires the records strata schemes keep, including communications, financial records and meeting documents, to be kept electronically for seven years (NSW Government). Each type of record has a natural home.

Record Where it lives How it is kept for seven years Detail
Emails to and from owners, committees and contractors Exchange Online, plus an email archive Retention policies, with archiving for search and legal hold Email archiving for strata
Minutes, notices, contracts and scheme documents A SharePoint site per scheme Retention labels applied automatically by document type SharePoint for scheme records
Team discussions about a scheme Teams, with a consistent channel structure Teams retention policies Structuring Teams across schemes
Strata roll and financial records Your strata management platform Platform storage, backed up on Microsoft 365 or AWS AWS for electronic record-keeping

For the full compliance picture, read Microsoft 365 for NSW mandatory electronic record-keeping.

What we set up for strata teams

Shared mailboxes that scale

Mailboxes and rules that keep owner and contractor email visible to the whole team. See managing communication volume.

Teams and SharePoint by scheme

One consistent structure, so files are always in the same place for every scheme.

Retention and archiving

Seven-year retention across email, files and chat, with searchable archives.

Built on our Microsoft 365 modern workplace services.

Related strata services

Frequently asked questions

Does Microsoft 365 meet NSW strata record-keeping requirements?

Microsoft 365 can, when it is set up properly. Retention policies and labels keep email, documents and Teams messages electronically for seven years. Your strata management platform still holds the strata roll and financial records.

 

How should Teams be set up for a strata management company?

Use a consistent structure, usually one team per portfolio or office with standard channels, and a SharePoint site or library per scheme. Control who can create teams so the structure doesn't sprawl.

How do we protect strata inboxes from invoice fraud?

Use multi-factor authentication, Defender for Office 365, conditional access and a rule that bank detail changes are always confirmed by phone. We configure and monitor the technical controls for you.

 

Do we need email archiving as well as Microsoft 365?

Microsoft 365 retention keeps email for seven years. A dedicated archive adds faster search, legal hold and protection if a mailbox is deleted, which helps when owners or tribunals ask for records.

 

Can you move our existing files and email into Microsoft 365?

Yes. We migrate mailboxes and files from servers or other platforms into the scheme structure, then apply retention so older records are covered too.

Get Microsoft 365 working for your schemes

Book a free review and we will check your Microsoft 365 setup against NSW record-keeping rules and show you what to fix first.

Book a free review