Auto-Apply 7-Year Retention Labels
Automatically tag and retain documents like minutes and contracts for exactly 7 years per legislation, with secure auto-disposal afterward. No manual chasing required.
How SharePoint Helps Strata Managers Comply with 7-Year Record Retention Rules
Strata managers face mounting pressure to maintain accurate records amid growing compliance demands. SharePoint transforms this burden into a seamless process with secure, automated storage that meets NSW legal requirements.
At Microsolve, we craft SharePoint setups that not only store your records but tell the story of reliable management, that keeps everything accessible, auditable, and ready for inspections. Our approach prioritises your peace of mind, blending strategic structure with personable support.
Australian Data Residency & Security
Host all records in Australian data centers with enterprise encryption, role-based access, and audit trails to meet Privacy Principles and strata mandates effortlessly.
Instant Metadata-Powered Search
Tag files by scheme, type, or date for lightning-fast retrieval across your portfolio. Handle owner requests in under 10 days with view-only sharing links.
What Records Must Be Kept
Under Section 180 of the Strata Schemes Management Act 2015, owners corporations must retain key documents for at least 7 years to ensure transparency and accountability.
This includes:
- Meeting minutes and agendas (full attendance records).
- Financial Records (budgets, levies, invoices).
- All correspondence (emails, letters to owners)
- Contracts and insurance policies
- Voting papers and notices of meetings
These requirements protect your schemes while our SharePoint designs make organisation effortless, flowing naturally into mandatory digital shifts.
Mandatory Electronic Record-Keeping from June 2024
Since 11 June 2024, all new strata records must be stored electronically under amendments to the Strata Schemes Management Act, effectively eliminating paper piles and boosting accessibility.
SharePoint excels here as a cloud-based repository with version control, audit trails, and role-based access, hosted in Australian data centers for privacy compliance.
Microsolve configures these features strategically, ensuring your transition feels supportive - not overwhelming - while aligning with industry standards.
Automated Version Control
Track every edit to contracts or minutes with timestamped history, ensuring tamper-proof records for audits or disputes.
Comprehensive Audit Trails
Log all access, views, and changes to prove compliance during inspections, with full reporting exportable in seconds.
Role-Based Permissions
Grant scheme managers read/write access while owners get secure views only, preventing unauthorised changes.
Australian-Hosted Cloud Storage
Store everything in local, Australian data centers to satisfy sovereignty rules, with automatic backups for unbreakable availability.
I'm not sure if my record-keeping is compliant, what do I do?
An excellent question - We'll audit your current setup against the legislative requirements and configure your SharePoint retention policies so you're always compliant and audit-ready!
Structuring SharePoint for Strata
Microsolve builds dedicated SharePoint sites tailored for strata, featuring document libraries per scheme, metadata tags (e.g., record type, date, retention status), and policies that auto-manage the 7-year lifecycle.
Imagine folders structured by scheme, tagged for quick retrieval, with alerts for nearing expiry. This then reduces manual work and compliance risks.
Our team guides you through setup, focusing on your unique challenges like multi-site access or peak-season volumes.
Scheme Sites
Dedicated SharePoint site or library for each strata property ensures complete data isolation, preventing cross-contamination while enabling easy navigation across your portfolio.
Metadata Tagging
Custom columns for record type (e.g., minutes, contracts), creation date, expiry date, and scheme ID enable filtered searches and automated workflows to eliminate endless scrolling.
Retention Policies
Microsoft 365 policies automatically label files for 7-year retention, trigger review alerts, and securely dispose at lifecycle end, fully compliant with Section 180.
Teams Integration
Link libraries directly to Microsoft Teams channels per scheme for collaborative reviews, approvals, and notifications to keep your team connected without leaving the app.
Frequently asked questions
Does SharePoint meet NSW strata electronic record rules?
Absolutely! SharePoint fully complies with the June 2024 mandate thanks to its Australian-hosted storage, built-in retention labels, and detailed audit logs that keep everything traceable and secure
How long must we keep strata records, and what happens after?
Under Section 180, it's 7 years for essentials like minutes, finances, contracts, and notices. SharePoint can automate the retention and handle secure disposal when the time's right.
Can Microsolve customise SharePoint for multiple schemes?
Yes, we tailor per-scheme libraries with smart metadata so you can scale effortlessly, whether you're managing 5 or 50 properties, all while keeping things organised and easy to find.
Is my data truly secure in SharePoint?
Rest assured, it's locked down with enterprise-grade encryption, role-based access (so only the right eyes see it), and full alignment with Australian Privacy Principles.
What's the setup timeline with Microsolve, and will it disrupt my day-to-day?
We're all about minimal fuss. Most setups take 2-4 weeks, including hands-on training and data migration, designed around your busy schedule so your schemes stay running smoothly from day one.
How do I handle owner requests for records?
SharePoint's advanced search capabilities enable rapid retrieval of requested records within the statutory 10-day period. You can generate secure, view-only sharing links that protect the integrity of original documents.