Please see below the information bodies corporate and body corporate managers must keep for at least 3 years. These documents relate to financial, maintenance, governance, and operational information of a body corporate.

Important notes:

• If a document does not exist, you do not need to create it to comply with this requirement.
• If you do not hold a document, you do not need to obtain it to comply with this requirement.
• These documents can be kept in hard copy or electronic form.

Some of the required documents must be included in a pre-contract disclosure statement, so it is likely a body corporate or body corporate manager will already have this information. 

Checklist of documents that must be kept for 3 years:

• Bank statements for any bank accounts established and maintained by the body corporate
• Financial statements and any audit reports relating to the financial statements
• Any valuation report from a registered valuer relating to an assessment of ownership interests for the unit title development
• Any completed copy of any of forms 3 to 7 of Schedule 2 of the Regulations (which relate to ownership interests and utility interests)
• Any document that contains information about the imposition of levies by and payment of levies to the body corporate
• Long-term maintenance plan
• Any remediation, earthquake prone and land defect report
• Any notice given under section 80 of the Act from the body corporate to a unit owner about entering a unit
• Register of all unit owners kept under the Act and any previous versions (for the last 3 years)
• Notices, agendas and minutes of body corporate and committee meetings
• A document that has contact details for the current body corporate chairperson or committee chairperson or current or previous body corporate manager
• Notice of designated resolution
• Notices of delegation from the body corporate to the body corporate committee
• Report from the body corporate committee to the body corporate on the exercise of the duties and powers delegated to it
• Documents that contain the details of all current insurance policies
• Documents filed in any proceedings in any court or tribunal that the body corporate is involved in
• Written agreement of body corporate managers’ terms of employment/engagement
• Body corporate operational rules and any amendments
• Documents setting out any current warranties from third parties for common property, assets owned by the body corporate, or building elements and infrastructure
• Notice of resolution to be decided without general meeting
• Notice requiring an owner to sign any document to carry out a resolution
• Conflict of interest register for the body corporate committee
• Conflict of interest register for the body corporate manager
• Any service contracts that have been entered into by the body corporate.