Our strata manager charges a fee for storing archive boxes. Are archive boxes necessary now that all documents will be held electronically from June 2024?
Our strata plan is charged an annual archive fee for documents held in archive boxes. As all documents are to be held electronically from June 2024, should this fee be charged, and is it reasonable to continue to have archive boxes? The strata manager says the boxes hold hard copies of items such as the minute book, correspondence and the common seal. Does the common seal need to be kept in archival storage?
It is standard practice to be charged archive fees for physical documents stored.
It is standard practice to be charged archive fees for physical documents stored. An owners corporation must retain all the books and records for seven years under the strata legislation, so even though electronic records must be kept, it is unlikely that physical records will no longer exist. However, electronic records generally attract a fee because of the storage space the subject records would utilise in the cloud or server base.
The seal can be electronic or physical, but it would be unusual for the seal to be kept in archives as it would need to be retrieved each time the owners corporation needed to execute a document.
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Leanne is leading the conversation in strata and community management across Australia. With a distinguished career spanning over 25 years and holding credentials as a licensed Strata and Community Manager and Real Estate Managing Agent, Leanne has masterfully redefined the essence of premium strata service. Her approach, honed through years in senior roles within top-tier agencies, is unwaveringly client-focused, ensuring that expectations are not only met but consistently exceeded.
As a pivotal member of the Strata Community Association (SCA) and the CEO of the award-winning Premium Strata, Leanne, together with her team of seasoned strata managers, embodies a commitment to unparalleled service excellence. Beyond steering Premium Strata and Premium Building Management, her influence extends across the property industry as a leading voice. Leanne's insights on legislative updates and industry shifts are invaluable, offering guidance to lot owners on intricate strata matters and fostering effective and informed strata management practices.
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