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ManageStrataDocs

The document library

Upload your bylaws, minutes and financials once — after processing they become searchable, quotable with page citations, and available to owners.

ForCouncilOwnersProperty managers

Every strata corporation has a document problem. The bylaws are on the outgoing president's laptop, the 2019 minutes are in someone's inbox, and the insurance policy is in a filing cabinet nobody has a key to.

Documents fixes that, and it's the step that unlocks the most elsewhere.

Uploading

Upload a file and it's stored immediately. Before it becomes useful, it's processed: read, indexed, and prepared so it can be quoted with page numbers. The document shows a status until that's done — usually quick, longer for a large scanned report.

Processing is what makes citations possible

Until a file has been processed, Ask the documents and the Assistant can't quote it. If the AI says it can't find something you know you uploaded, check the status here first.

Documents are also classified automatically — bylaws, minutes, financial statement, insurance, depreciation report — so a large upload doesn't need filing by hand.

What to upload

In rough order of value:

  1. Bylaws and rules

    The registered bylaws and every amendment. The single most-asked-about document in any strata.

  2. Minutes — the last three years

    AGM, SGM and council. This is where your corporation's decisions actually live, and it's what makes "what did we decide about the parkade?" answerable.

  3. Financial statements

    The last two to three years.

  4. Insurance

    The current policy and certificate. Also add the renewal date as a tracked duty.

  5. The depreciation report

    Then record it so it clears the compliance item and seeds your component list.

  6. The strata plan

    Including the schedule of unit entitlement — you'll want it when checking lots or allocating a levy.

  7. Contracts and warranties

    Elevator, landscaping, management, and any roofing or envelope warranty. A warranty nobody can find is a warranty nobody claims on.

Text beats scans

A PDF exported from a word processor is read perfectly. A photograph of a page is read less well. Where you have a choice, upload the digital original — the quality of every AI answer depends on it.

Naming

The library is searchable, but a human still has to scan the list. Be consistent:

  • 2026 AGM Minutes — not minutes final FINAL v3.pdf
  • Council Minutes 2026-03-14
  • Bylaws — consolidated 2024
  • Insurance Certificate 2026-2027
  • Depreciation Report 2026 — Acme Consulting

Lead with the year on anything annual and the list sorts itself usefully.

What owners can see

Owners see the documents the corporation has published to them — typically bylaws, minutes, financial statements and the depreciation report. Council-only material stays with the council.

Think before uploading anything sensitive. Legal advice, an owner's personal information, an unresolved dispute file — these need care about who can reach them, and in some cases shouldn't be in the shared library at all.

Owners have statutory record rights

Your province's legislation gives owners a right to certain corporate records regardless of what you publish here. The library is a convenience, not a determination of what an owner is entitled to. If in doubt about a specific request, take advice.

What the library powers

Ask the documents

Plain-language questions answered with the exact page cited.

Red flags

A scan across everything for water damage, litigation, levies and other risk.

The Assistant

Answers that combine your documents with your live records.

Strata forms

Form B asks about things your documents record.

Keeping it current

Supersede rather than replace. When bylaws are amended, upload the new consolidated version and keep the old one. Which version applied at the time is exactly the question a dispute turns on.

Upload minutes as they're approved. ManageStrata does this for you when you distribute minutes from a meeting.

Do a yearly tidy. New council members inherit whatever's here. Half an hour once a year, usually just after the AGM, keeps it worth inheriting.

Retention

Documents follow your corporation's retention settings. Your legislation sets minimums for certain records — often several years, longer for anything touching major work or the reserve. Set retention to meet your statutory obligation and keep minutes and financial statements indefinitely; they're small, and they answer questions nothing else can.

Still stuck? Open Support in the top bar of the app, ask the Assistant, or contact us.

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