Short version: an owners corporation must keep its records for at least 7 years, and renovation approvals for 10. That covers insurance policies, by-laws, minutes, financials, levy notices, the capital works plan and correspondence. Strata’s document register holds them, each linked to the meeting, job, payment or lot it belongs to, and never deletes anything on its own.
The register is the scheme’s filing cabinet. Each document is categorised and linkable to the meeting, maintenance request, transaction, or lot it belongs to, and the register shows each document’s age. Payment-plan supporting documents are restricted: officers only.
The notice board is for announcements to all members — markdown supported, with important notices pinned to the top. It is in-app only for now; email delivery is on the roadmap.
People & records → Scheme details is one page of the owners corporation’s facts, the things a bank, insurer or auditor asks for: the legal name (The Owners — Strata Plan No …, s 8), plan number, ABN if you have one, address, nature of business, office-bearers and committee, and the bank account with its signatories, signing rule and anyone else authorised to instruct the bank. Anyone in the scheme can read it; officers edit it. Printable summary turns it into a single page for the secretary and chairperson to certify and sign, with a note on beneficial ownership and a pointer to the most recent minutes. Anything missing prints as a blank to complete by hand.
When the bank wants your details, send two things: the Printable summary, signed by the secretary and chairperson, and the signed minutes of the committee meeting that appointed the office-bearers and set the bank authorities (the Bank account authorities motion template covers it). Each signatory gives the bank their own ID directly. There is no ACN: an owners corporation is not a company (s 8). The bank KYC case study covers how much the bank can ask for.
Most records have Edit details…, usually in their ⋯ menu: owners and lots, meetings and motions, maintenance requests, documents, payments, transactions, and your own name and phone. Amounts are the exception. A payment or transaction’s amount, fund or type can’t be edited, because the ledger depends on it, so delete the entry and record it again.
Two different things, both in Settings and both secretary-only. Archive is for a scheme that is wound up or has gone to a managing agent: everything is kept and stays readable, because the records must be kept for seven years, but the scheme becomes read-only and moves under Archived on your scheme list. It can be restored at any time. Delete is only for a scheme created by mistake, such as a wrong plan number; it asks you to retype the plan number, and it is refused outright if the scheme has any lots, levies, payments, meetings or documents recorded — those must be archived instead, never destroyed.
Current as at 6 October 2026. Strata surfaces statutory rules as guidance, but it is record-keeping software, not legal advice, and no page here accounts for the particulars of your scheme. Check the Act, your registered strata plan and your by-laws, and get advice before acting on anything with money or a dispute attached.