What documents must a body corporate maintain?

In Queensland, a body corporate is required to keep a broad range of financial and legal records, as well as rolls and registers of owners and assets.

In brief, records include:

• accounting and financial records, including accounts, bank statements and invoices
• orders and notices from a court, tribunal, council or other authority
• insurance policies and any associated defect assessment reports for the body corporate
• correspondence to and from the body corporate
• meeting minutes and meeting material from general and committee meetings
• notices and responses for motions passed outside a committee meeting
• contracts with a body corporate manager or service contractor, and letting agent authorisations
• any authority for a service contractor or letting agent to occupy common property
• agreements made under an exclusive use by-law
• reports given by a body corporate manager acting for the committee.

The legislation surrounding what documents must be kept and how they can be disposed of is complex. A body corporate wanting to understand its obligations should seek legal advice.

Further reading

• Is CCTV footage a body corporate record?
• Who can access body corporate records?
• Body Corporate Tips: Interested persons may view body corporate records
• Body Corporate Records 101
• 2 Reasons for a body corporate to deny access to records
• CCTV footage a grey zone for body corporate committees