Smarter Strata: How to Improve Digital Record Keeping

In the fast-paced world of strata management, keeping accurate, accessible records isn’t just a best practice—it’s a necessity. From bylaws and maintenance logs to owner communications and compliance documents, strata managers juggle a mountain of information daily.

With recent legislative changes mandating electronic records in NSW from June 2024, the shift to digital record keeping is no longer optional. It’s time to modernize how we manage strata data.

Why Digital Record Keeping Matters

Poor record keeping can lead to:

• Compliance risks

• Delays in issue resolution

• Frustrated residents and committees

• Inefficient workflows

Digital systems offer a solution—streamlining access, improving transparency, and reducing manual errors.

7 Ways to Improve Your Digital Record Keeping

1. Centralize Your Records

Use a strata-specific platform to store:

• Bylaws and strata rolls

• Meeting minutes and agendas

• Maintenance logs and incident reports

• Owner and lot-specific documentation

Centralized systems reduce retrieval time and ensure everyone is working from the same source of truth.

2. Automate Routine Workflows

Digital tools can automate:

• Complaint submissions and approvals

• Maintenance scheduling and tracking

• Document classification and storage

Platforms like Kobode use AI to triage issues, identify the right trades, and initiate workflows—keeping everyone informed and accountable.

3. Use Natural Language Interfaces

Instead of relying on portals that residents rarely use, integrate communication tools like WhatsApp and email. This allows residents to:

• Submit requests

• Ask questions

• Receive updates

It’s intuitive, accessible, and encourages engagement.

4. Digitize Historical Records

Use OCR (Optical Character Recognition) to convert paper documents into searchable digital files. This makes legacy data usable and compliant with new regulations.

5. Ensure Data Security and Access Control

Digital systems should:

• Restrict access based on roles

• Use identity verification (e.g., phone numbers, emails)

• Comply with privacy laws and encryption standards

This protects sensitive owner data and builds trust.

6. Integrate with Existing Systems

Modern platforms should connect with:

• CRM systems

• Accounting software

• Calendars and email clients

This reduces duplication and ensures consistency across workflows.

7. Maintain Version Control and Audit Trails

Track every document update. This is critical for:

• Legal compliance

• Dispute resolution

• Transparency with committees and owners

Train Your Team and Residents

Digital transformation isn’t just about tools—it’s about people. Provide training on:

• How to use new platforms

• What documents to upload

• How to access records and submit requests

This reduces reliance on phone calls and emails, which currently overwhelm strata managers with hundreds of messages a day.

Final Thoughts

Digital record keeping is the backbone of efficient, compliant, and transparent strata management. By centralizing documents, automating workflows, and integrating communication tools, strata professionals can reduce errors, improve service, and meet evolving legal standards.

Are you ready to take your strata record keeping to the next level?