How Long Must a BC Strata Keep Its Records?

Why retention periods matter

BC sets minimum retention periods for strata records in the Strata Property Regulation, alongside the list of records a strata must keep in section 35 of the Strata Property Act. In short: minutes and financial records are kept for at least six years, correspondence for at least two years, and a few records, such as the registered strata plan and the depreciation report, are kept permanently. Keeping records for the required time protects the strata and makes council handovers smoother.

How long to keep each record

Minutes of general meetings and council meetings: at least six years.

Books of account and financial records: at least six years.

Written contracts, including insurance policies: at least six years after they end.

Correspondence sent or received by the strata or council: at least two years.

The registered strata plan and its amendments, and the depreciation report: kept permanently.

Current versions of the list of owners, the list of council members, and the bylaws and rules: kept as long as they are current.

This is a general summary. The Strata Property Regulation sets the periods by record type, so confirm the exact rule for any record not listed here.

Why six years, and why permanent

These periods reflect how long records stay useful and legally relevant. Six years lines up with common limitation periods for financial and contractual matters, so minutes and books of account need to reach back that far. Permanent records, like the strata plan and the depreciation report, describe the building itself and stay relevant for as long as the strata exists.

Records and council handover

Retention rules are one reason a clean handover between councils matters. When a council term ends, the incoming council needs the records that must still be kept, not a partial set scattered across old inboxes. Losing a required record can leave the strata unable to answer an owner's request or defend a past decision.

Who is entitled to see these records once you have them is a separate question, covered in who can access strata records and minutes in BC.

Keeping records for as long as the law requires

Retention is hard when records live on one volunteer's computer or in an email account that disappears when they leave council. Keeping records in one shared place, organized by type, makes it far easier to hold documents for the required period and hand them to the next council intact. That continuity is a core reason OpenStrata exists.