Guardian Strata

Posted: 18.02.09  |  Created by: Do Something

At a glance

• Guardian Strata is a specialist strata management company focused on protecting strata assets

• the strata management industry historically has been very paper intensive, with legislation dictating the record retention requirements of each strata manager

• compliance with the Strata Act does however provide for electronic storing of documents. Guardian Strata embarked on a green campaign strategy that included moving document processing and management into the electronic space

• the Redmap document management system was selected and implemented

• this has produced efficiencies in information management including fully electronic handling of administrative documentation such as invoices, bank and financial statements, online / electronic provision of key documentation to Strata auditors, searchers and managers, and significant reduction in paper use and handling.

Company profile

Guardian Strata entered the strata industry approximately two years ago. It is a specialist strata management company focused on protecting strata assets. Its goal is to become the first Quality Accredited Strata Management company in New South Wales.

The challenge

The strata management industry historically has been very paper intensive, with legislation dictating the record retention requirements of each strata manager. However, compliance with the Strata Act does provide for electronic storing of documents, presenting the opportunity to move records management into the electronic space.

'Paper-Less' strategy

Guardian Strata has embarked on a new green campaign strategy that over the last 12 months has introduced a number of initiatives to reduce dependence on paper and adopt electronic documentation processes.

'Paper-Less' solution

Guardian Strata has implemented the Redmap document management system:

• supplier invoices are now faxed, delivered to an email Inbox and imported into the Redmap system. Alternatively, invoices are scanned using zonal recognition (OCR), eliminating 80% of key work required for entering invoices
• invoices are imported into the Stratamatic Strata Management System and automatically paid
• bank statements are downloaded in bulk, the file is split by strata plan and filed into the appropriate strata plan's storage tray. Paper copies are eliminated
• financial statements are electronically produced in bulk, split by strata plan and emailed to the Executive; paper copies are eliminated
• selection of emails that require retention to the strata records is made without the need to print
• retrieval of scanned images is fast and efficient enabling queries to be answered promptly
• multiple staff members can access the electronic records at once
• strata auditors have full electronic document access - no photocopying
• strata searchers are able to search offsite
• strata managers can access data and records on the web during meetings, using laptop wireless technology
• meeting notices and minutes are stored electronically - no printing.

'Paper-Less' results

• significantly improved operations and efficiencies in administration, records management and services to clients
• reduction in paper use for the above functions
• paper based inefficiencies such as spending time trying to locate a misplaced lever arch folder or referring to folders to answer queries are a thing of the past.

The next phase of the project is to provide lot owners with access to securely retrieve meeting notices and minutes via the internet, including important strata plan financial statements. This will eliminate the requirement to generate hard copies of the single most paper intensive aspect the strata management.

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