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  • #50066
    AvatarJust Asking
    Flatchatter
    Chat-starter

    For those strata committee members who use the various online portals provided by strata managers to access information such as minutes, invoices, financial status etc, has anybody heard of a secretary being able to access correspondence in this manner?

Viewing 15 replies - 1 through 15 (of 15 total)
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  • #50144
    Jimmy-TJimmy-T
    Keymaster

    Actually it is up the strata manager under the contract to keep the records. Sorry you get so wound up about it.

    It depends what it says in the contract and, in any case, the records belong to the strata scheme.  What if there is no strata manager?

    What I get wound up about is people making definitive statements based on uninformed opinions.

    And if your next post doesn’t open with an apology for your scurrilous allegations, you’ll be off the Forum.

    #50135
    AvatarColonel Schultz
    Flatchatter

    Actually it is up the strata manager under the contract to keep the records.

    Sorry you get so wound up about it.

    #50132
    Jimmy-TJimmy-T
    Keymaster

    I’m not really sure what point is being made here or for what reason. I’ve been in strata long enough to know that many Agents are no law abiding angels as well as you suggest.

    That is precisely the point.  And yes the law says strata managers should behave in a certain way but we know they often don’t so whether or not they should make records readily available to owners (as the law dictates) sometimes they don’t.

    I was pointing out that it is the SM that holds the records by Law. If the are not doing that property then that becomes a legal issue.

    And what happens then?  A complaint that’s ignored , then delayed, then forgotten? Do you know how many strata managers have ever been fined, disciplined  or struck off for not following the regulations?  It a figure that lies somewhere between none and zero.

    Whatever they upload to their own online portal is under their control as well. They may choose not to make certain documents accessible.

    But it’s not their choice to make.  The records of the owners corproation must be made available to all owners, with only a few exceptions that are rare and very specific.

    I can only assume from the original post there maybe some issues with access of the strata records for the Secretary with the on online portals provided, but its not clear.

    I think that’s pretty obvious.

    Perhaps the OP is connected with the software mentioned and wants to indirectly promote it?

    Two things.  The OP didn’t suggest any software – that was me – and I have no connection financial or otherwise with the company concerned.  Feel free to apologise or don’t vcome back to this Forum with your scurrilous nonsense.

    I doubt any strata manager would be interested in this if they already have such systems in place, nor would they be interested in creating and keeping two sets of records.

    It’s not up to the strata manager. And if the owners corp tells the strata manager to copy all records to another repository, then they should do so, and probably at no extra cost since there is minimal work or expense involved.

    If the OP has a specific question then he/she should ask it.

    They did – you just went off on a tangent based on the mistaken belief, it seems, that strata secretaries have to do what the strata manager wants, rather than the other way round.

    #50126
    AvatarColonel Schultz
    Flatchatter

    I’m not really sure what point is being made here or for what reason.

    I’ve been in strata long enough to know that many Agents are no law abiding  angels as well as you suggest.

    To clarify, I was pointing out that it is the SM that holds the records by Law. If the are not doing that property then that becomes a legal issue.

    Whatever software the Agent uses for that is clearly up to them. Whatever they upload to their own online portal is under their control as well. They may choose not to make certain documents accessible.

    I can only assume from the original post there maybe some issues with access of the strata records for the Secretary with the on online portals provided, but its not clear.

    Perhaps the OP is connected with the software mentioned and wants to indirectly promote it?

    By the way, document repositories are not a new thing either. I agree they may be a good idea for self managed strata plans or strata managers who are not using these systems already,  and there are many document repository software applications available for that very purpose including cloud based solutions.

    However, I  doubt any strata manager would be interested in this if they already have such systems in place, nor would they be interested in creating and keeping two sets of records.

    If the strata plan wanted to hold a seperate  set of records as you seem to suggest, then they would need to obtain all records from the Agent and each time a new record was created by the agent – good luck with that.

    If the OP has a specific question then he/she should ask it.

     

    #50124
    Jimmy-TJimmy-T
    Keymaster

    The point I’m making is the Agent is contractually bound to hold the records for the strata plan and already have such software systems in place so why would they want to use another software system and why would the strata plan want to hold 2 sets if records?

    You have been a visitor to this Forum for long enough to know that one of the most common complaints by Flatchatters is the failure of strata managers to pass on records when they are replaced by another agency. And this is despite the Act clearly saying theyre obliged to do so.

    Then there are the files that aren’t properly kept, maintained or secured, as well as the files and records that get lost or maybe never existed in the first place.  What the law and contracts require and the reality of how businesses conduct themselves frequently diverge and there is little point in saying what “should” happen when we know from experience that it often doesn’t.

    Also, this discussion began with a question about not being able to access documents via a digital portal.  That would be hard to do if they were stuck on strata manager’s broken computer or in a shoebox at the bottom of a cupboard.

    #50121
    AvatarColonel Schultz
    Flatchatter

    The regulations and legislation is crystal clear on what records the Agent MUST hold on behalf of its client.
    <p style=”text-align: left;”>The point I’m making is the Agent is contractually  bound to hold the records for the strata plan and already have such software systems in place so why would they want to use another software system and why would the strata plan want to hold 2 sets if records?</p>

    #50116
    Jimmy-TJimmy-T
    Keymaster

    The agent is obligated to keep records under the Property, Stock and Business Agents Act/ Regulation and the SSMA. Then there is the agency agreement which stipulates who will hold the documents which is normally always the agent.

    And your point is? There’s nothing to stop the agent ALSO holding the records.  I don’t think any agreement or regulations stipilates that no one else can have a copy of the records except the agent.

    #50111
    AvatarJust Asking
    Flatchatter
    Chat-starter

    Surely the time is not far off when a committee would find it hard to justify not following this course? In this day and age there would be many strata residents (probably not Flatchatters) who would be surprised to learn it is not currently standard practice?

    #50113
    AvatarColonel Schultz
    Flatchatter

    The agent is obligated to keep records under the Property, Stock and Business Agents Act/ Regulation and the SSMA. Then there is the agency agreement which stipulates who will hold the documents which is normally always the agent.
    <p style=”text-align: left;”>In that case whatever document system the agent chooses is up to them and most large strata companies already have these types of systems in place.</p>
     

    #50110
    Jimmy-TJimmy-T
    Keymaster

    It’s a pretty impressive service and all those documents that often to go astray, like the original plans and contracts, will be available and will survive multiple committees, secretaries and strata managers.

    I would suggest it to my committee but that would guarantee that they would never do it.

    #50108
    AvatarJust Asking
    Flatchatter
    Chat-starter

    Wow, Stratavault sounds like a great idea! At present, to look at a specific document it may require an appointment at the strata manager’s office during business hours, to be presented with a cardboard box full of jumbled items and no guarantee this collection is complete. Just makes great sense for things to be scanned and digitised then stored in the cloud, providing a back up for the physical documents which can then remain safely stored. Access by online means could still be controlled along the lines of current practices.

    For a few years now libraries, archives, professional practices, councils etc have been doing  versions of cloud storage for clients.

    #50104
    Jimmy-TJimmy-T
    Keymaster

    Assuming your committee wants you to be able to see everything (and that’s a big assumption) there is a service called StrataVault that will scan and digitise all your records, plus newly generated documents, and store them off-site so you can access them any time you need to.

    Why would you need to store your documents off-site?  Just ask anyone who has switched strata managers from someone who is either inefficient or just pathologically unhelpful (especially since you just sacked them).

    You can check out StrataVault here, and don’t forget our sponsors StrataBox who can look after the front end of your intra-strata communications.

    • This reply was modified 1 day, 16 hours ago by .
    #50101
    AvatarColonel Schultz
    Flatchatter

    Just to expand on that a little, there is no legislation surrounding what documents are to be provided on these online portals that I am aware of. These portals are usually offered as a feature offering of the business.

    Agree with kaindub, you may find that many documents are simply not pushed onto the online system for some reason, be it dubious or otherwise.

    The only way to inspect all records held by the agent is to do an inspection at the place they are held, usually the agents office.

    Even then documents may not be available or have mysteriously gone missing and if the inspector is not aware they existed in the first place, they would be none the wiser.

    If you look at the disclaimers on pre purchase strata reports, you will probably find a clause about documents not being made available at the time of inspection – there is good reason for that!

     

    #50081
    Avatarkaindub
    Flatchatter

    What is your question?

    If you are asking whether these portals allow viewing correspondence, in my experience of at least three different portals , the answer is no. Remember that correspondence these days can normal snail mail or email. It’s difficult, because of the number of different emails packages, to provide integration into the portals.

    Depending on the portal, there may be various documents on the portal. Ie strata plan, drainage diagram, work orders, financials etc

    The documents available on a portal depends on what portal your SM is using.

    #50071
    AvatarColonel Schultz
    Flatchatter

    The Secretary will, or should have full access to all records on these online portals.

    Normally there are two access levels, one for commitee members and the other for owners.

     

     

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