# How to Hand Over Strata Records to a New Council

> A clean records handover keeps a BC strata running when council changes. Here is a checklist of what to pass on and how to make it painless.

Published: 2026-01-31  
Author: Julian (OpenStrata Team)  
Topics: Documents & records, Strata councils, BC strata basics

## Key takeaways

- When council changes, the outgoing council should pass on the strata's full records, not a partial set scattered across personal inboxes.
- The Strata Property Act lists the records a strata must keep, and a departing strata manager must return records within four weeks.
- Keeping records in one shared place makes handover a non-event instead of a scramble.

## Why handover matters

When a strata council changes, the incoming council needs the strata's records to do its job: minutes, bylaws, financial records, contracts, and correspondence. A clean handover prevents lost history, missed obligations, and the awkward situation where no one can find last year's decisions. The **Strata Property Act** sets out the records a strata must keep, and a good handover simply makes sure all of them reach the new council.

> Note: This article is general information only and is not legal advice. For legal questions, consult a qualified strata lawyer or the relevant BC government resources.

## What to hand over

- Minutes of general and council meetings, including votes.
- The current bylaws and rules, and the registered strata plan.
- Financial records, budgets, and the most recent depreciation report.
- Contracts and insurance policies, including current coverage summaries.
- Correspondence sent or received by the strata or council.
- Keys, access codes, bank and vendor details, and login information for any systems the strata uses.

How long each record must be kept is a separate question, covered in [how long a BC strata must keep its records](https://openstrata.ca/blog/bc-strata-record-retention/index.md).

## If a strata manager holds the records

If your strata works with a strata management company and the contract ends, the manager must return the strata's records within four weeks under the Strata Property Act. A manager who does not comply can be required to pay the strata a set amount. Build this into your handover timeline so the new council is not left waiting.

## A simple handover checklist

1. Confirm what records exist and where they are held.
2. Gather everything into one organized place, sorted by record type.
3. Check for gaps against the list of records the strata must keep.
4. Transfer access: accounts, keys, codes, and vendor contacts.
5. Walk the new council through where to find things.
6. Remove departing members' personal access once the transfer is complete.

## Making handover a non-event

Handover is painful when records live on one volunteer's laptop or in an email account that vanishes when they leave. When the strata keeps its records in one shared place, organized and searchable, handover becomes a matter of adding and removing access rather than hunting down documents. Continuity between council terms is a core reason OpenStrata exists.

## Questions and answers

### What records should an outgoing strata council hand over?

Minutes, current bylaws and rules, the strata plan, financial records, the depreciation report, contracts and insurance, correspondence, and access details such as keys, codes, and logins.

### How long does a strata manager have to return records?

Four weeks after the management contract ends, under the Strata Property Act. A manager who fails to return them can be required to pay the strata a set amount.

### Where should strata records be kept?

In one shared, organized place the whole council can access, rather than on an individual member's device or personal email. This makes handover and records requests far easier.

### What happens if records are lost during a handover?

The strata may be unable to answer an owner's records request or defend a past decision. Rebuilding lost records is time-consuming, which is why a complete handover matters.

## More from OpenStrata

- [All BC strata guides](https://openstrata.ca/blog/index.md): Browse every published OpenStrata guide.
- [OpenStrata features](https://openstrata.ca/features/index.md): See how the platform supports BC strata councils.