Legal Reference
In this article
- The comprehensive list of records every OC must keep (Section 144)
- How long records must be retained — the 7-year general rule
- Your right as a lot owner to inspect records (Section 146)
- The OC register — what it contains and why it must be kept current
- What to do if the OC refuses to give you access to records
⚖️ Section 144 — the complete list of records
Every owners corporation must keep: the plan of subdivision, all rules (model and registered), minutes of all meetings, financial records (budgets, levy notices, statements), all contracts and agreements, insurance policies and claims records, all correspondence, maintenance records, the OC register, and any building reports, defect assessments, and compliance certificates.
Proper record keeping is a fundamental obligation of every owners corporation. Records provide transparency, accountability, and a historical reference for building management decisions.
How Long Must Records Be Kept?
| Record type | Minimum retention |
|---|---|
| General records (meeting minutes, financial records, correspondence) | At least 7 years (Section 145) |
| Plan of subdivision | Permanently — relevant for the life of the OC |
| OC rules (model and registered) | Permanently — must be accessible at all times |
| Insurance policies | At least 7 years plus current policy |
| Contracts | At least 7 years from expiry |
Your Right to Inspect Records
⚖️ Section 146 — lot owner access rights
Every lot owner has the statutory right to inspect the records of the owners corporation at any reasonable time agreed upon with the OC or its manager. The OC can charge a reasonable fee for providing copies but cannot refuse inspection.
What you can inspect
All records held by the OC are accessible to lot owners — including meeting minutes, financial statements, contracts, insurance policies, maintenance records, and all correspondence. This includes records going back 7 years.
The OC Register
Under Section 147, every OC must maintain a register containing the names and addresses of all lot owners, lot numbers and entitlements, and any other information required by the regulations. This register must be kept up to date as lots change ownership — typically the OC manager updates this after receiving notification by a lot owner’s conveyancer once settlement has occurred.
Electronic Records
Records can be kept in electronic form, provided they are accessible and can be reproduced in written form when required. Cloud-based document management is common and entirely compliant.
Frequently Asked Questions
🚫 Can the OC refuse to let me see the records?
No. Lot owners have a statutory right to inspect OC records. If access is refused, you can apply to VCAT for an order compelling access.
📄 Can I get copies of the records?
Yes. The OC can charge a reasonable fee for providing copies but cannot refuse the copying request.
📋 Key takeaways
- Under Section 144, the OC must keep the plan of subdivision, rules, meeting minutes, financial records, contracts, insurance policies, correspondence, maintenance records, and the register.
- Records must generally be kept for at least 7 years (Section 145) — some records like the plan of subdivision should be kept permanently.
- Lot owners have a statutory right to inspect OC records at any reasonable agreed time (Section 146) — access cannot be refused.
- The OC can charge a reasonable fee for providing copies but cannot refuse inspection.
- If access is refused, apply to VCAT for an order — the right to inspect records is legally enforceable.