Strata Document Retention Guide
Strata documents are an important part of a Strata Corporation and how it can effectively function. The records that must be kept current and up to date by the Strata Corporation are:
- A list of strata council members, including either a phone number or other method by which the council member may be contacted at short notice.
- a list of owners, with their strata lot addresses, mailing addresses if different, strata lot numbers as shown on the strata plan, parking stall and storage locker numbers, if any, and unit entitlements.
- The names and addresses of mortgagees who have filed a “Form C: Mortgagee’s Request for Notification”
- The names of tenants, and any assignments of voting or other rights by landlords to tenants
| TYPE OF DOCUMENT | MINIMUM RETENTION PERIOD |
|---|---|
| Written contracts entered into by or on behalf of the strata corporation by the owner developer | Six years after the termination or expiration of the contract or policy. |
| Any reports obtained by the Strata Corporation respecting repair or maintenance of major items in the Strata Corporation, including, without limitation, Engineers reports, risk management reports, sanitation reports and reports respecting any items for which information is, under Section 94, required to be contained in a depreciation report. | Retained until the disposal or replacement of the items to which the reports relate. |
| All warranties, manuals, schematic drawings, operating instructions, service guides, manufacturers documentation and other similar information respecting the construction, installation, operation, repair and servicing of any common property or common assets, including any warranty information provided to the owner developer. | Retained until the disposal or replacement of the common property or common assets to which they relate, or the expiration of the warranty coverage, whichever comes first. |
| Any decision of an arbitrator or judge in a proceeding in which the strata Corporation was a party, and any legal opinions obtained by the Strata Corporation. | Permanently |
| The registered strata plan as obtained from the land title office. | Permanently |
| Resolutions that deal with changes to common property, including the designation of limited common property. | Permanently |
| Names and addresses of all contractors, subcontractors and persons who supplied labor or materials to the project, as required by the regulations. | Permanently |
| Any disclosure statement required by the real estate development Marketing Act or section 139 of the Strata Property Act. | Permanently |
| All plants that were required to obtain a building permit and any amendments to the building permit plans that were filed with the issuer of the building permit. | Permanently |
| Any document that requires the actual location of a pipe, wire, cable, shoot, duct or other facility for the passage or provision of systems are Services, if the owner developer has reason to believe that the pipe, wire, cable, chute, . or any other facility is not located as shown on a plan or plan Amendment filed with the issuer of the building permit. | Permanently |
| Any depreciation reports obtained by the strata Corporation under section 94 of the Strata Property Act. | Permanently |
| List of council members | Current copy |
|
List of owners including:
|
Current Copy |
| Strata Property Act and the Regulations. | Current copy |
| Strata Bylaws & Rules. | Current copy |
| Personal information collected in the course of a bylaw infraction matter. | One year from the date that the original decision was made by the Strata Corporation |
| All correspondence sent or received by the Strata Corporation and strata council. | Two years |
| Bank Statements. | Six years |
| Book of accounts showing money received and spent and the reason for the receipt or expenditure. | Six years |
| Budget and financial statement for the current years and previous years | Six years |
| Cancelled cheques | Six years |
| Certificates of deposit | Six years |
| Income tax returns, if any. | Six years |
| Information Certificates issued under section 59 of the SPA. | Six years |
| Minutes of annual general meetings. | Six years |
| Minutes of special general meetings. | Six years |
| Waivers and consents under sec. 41, 44 or 45 of the SPA. | Six years after the transfer of control referred to in section 22 of the Act |
| Financial records obtained under section 23 of the SPA, if any. | Six years after the termination or expiration of the contract or policy |
Prepared in accordance with the Strata Property Act and Regulations, and PIPA.
Not Legal Advice – The material provided on the StrataPress website is for general information purposes only. It is not intended to provide legal advice or opinions of any kind and may not be used for professional or commercial purposes. No one should act, or refrain from acting, based solely upon the materials provided on this website, any hypertext links or other general information without first seeking appropriate legal or other professional advice. These materials may have no evidentiary value and should be checked against official sources before they are used for professional or commercial purposes. Your use of these materials is at your own risk.
