Strata Record-Keeping: Essential Guidelines for Compliance and Transparency

Strata Record-Keeping: Essential Guidelines for Compliance and Transparency

Why Strata Record-Keeping Matters

Strata corporations and property managers play a crucial role in maintaining transparent and compliant record-keeping systems. In Alberta, strata corporations must adhere to the Strata Property Act and Regulations, while also following privacy rules outlined in the AB Personal Information Protection Act (PIPA). Proper record-keeping ensures accountability, legal compliance, and smooth management of strata properties.

This guide covers:

  • Required strata records

  • Record retention periods

  • Roles and responsibilities

  • Privacy compliance

  • How to obtain and inspect strata records

Required Strata Records

Strata corporations must maintain up-to-date records, including:

✅ Strata Council Members List: Contact information (phone or other approved method).

✅ Owners List: Includes strata lot numbers, addresses, parking/storage assignments, and unit entitlements.

✅ Mortgagee Notifications: Names and addresses of mortgagees who have filed a Form C request.

✅ Tenant Records: Names of tenants and any assigned voting or rights documentation.

✅ Governing Documents: Strata Property Act, Regulations, bylaws, and rules.

Strata Record Retention Periods

Different strata records must be retained for varying lengths of time:

Records to be kept for at least two years:

  • Correspondence sent or received by the strata corporation or council.

Records to be kept for at least six years:

  • Meeting minutes (AGMs, special general meetings, strata council meetings)

  • Financial records (budgets, income statements, tax returns, bank statements, cancelled cheques, deposit certificates)

  • General meeting waivers and related consents

  • Issued Form B: Information Certificates

  • Financial records obtained from the Owner Developer

Records to be kept permanently:

  • Common property changes (resolutions designating limited common property)

  • Legal decisions (arbitrator/judge rulings involving the strata corporation)

  • Legal opinions obtained by the strata corporation

  • Depreciation reports (section 94 of the Strata Property Act)

  • Repair and maintenance reports related to major structural components

  • Electrical planning reports

Records Required from the Owner Developer

At the first Annual General Meeting (AGM), the owner developer must provide specific documents to the strata corporation. Some must be kept permanently, while others are required for limited periods.

Records to be kept permanently:

  • Registered strata plan and amendments

  • Building permit plans and amendments

  • Disclosure statements

  • Names and addresses of contractors, subcontractors, and key suppliers

  • Project manager and technical consultant information

  • Warranties and manuals related to common property

  • Documents detailing utility and service system locations

Records to be kept for at least six years:

  • Contracts to which the strata corporation is a party (e.g., insurance policies)

Roles & Responsibilities in Strata Record-Keeping

Strata Council Responsibilities

The strata council must maintain all records and ensure compliance with the Strata Property Act.

Strata Manager Responsibilities

  • Must keep records in compliance with legislation and management contracts.

  • If a management contract ends, they must return all records within four weeks.

  • Failure to return records results in a $1,000 penalty, enforceable through the courts.

Owner Developer Responsibilities

  • Must maintain records while acting for the strata corporation.

  • Must deliver all required documents at the first AGM.

  • If missing records result in extra costs to the strata corporation, the developer must reimburse those costs, which may be collected through a lien against unsold strata lots.

  • Must keep financial records for two years after transferring control to the owners.

Strata Privacy Compliance

Strata corporations must comply with AB’s Personal Information Protection Act (PIPA). This includes:

  • Proper handling and disclosure of personal information.

  • Following guidelines set by the Office of the Information and Privacy Commissioner (OIPC).

🔹 May 2022 OIPC Guide: Learn more about PIPA compliance for strata corporations here.

How to Obtain and Inspect Strata Records

The following parties can request and inspect strata records at no charge:

✅ Strata lot owners

✅ Tenants assigned owner rights

✅ Tenants with leases of three years or longer

✅ Former owners (records for their period of ownership)

✅ Former tenants with assigned owner rights (for their lease period)

✅ Individuals authorized in writing by an owner or tenant

⏳ Processing Time for Requests:

  • Bylaws & Rules: Available within one week.

  • All Other Records: Available within two weeks.

💰 Copying Fees: Strata corporations may charge up to $0.25 per page.

🔍 Key Legislation: Strata Property Act Sections 5, 20, 22, 23, 35-37; Regulations 4.1 – 4.3

Final Thoughts: Ensuring Compliance & Transparency

Maintaining proper strata records is essential for legal compliance, financial oversight, and smooth governance. Strata councils and managers must follow strict record-keeping and privacy guidelines to protect owners and ensure seamless property management.

🔹 Stay informed. Stay compliant.

🔹 Need assistance with strata document reviews? Contact HomeHealth Solutions today!