Imagine Arcsite as the brain of your building: a unified, living archive that records anything from structural history to maintenance schedules. But just like any intelligent system, it can only be as smart as what it contains. In order to use Arcsite to its fullest potential and prevent costly oversights, it’s essential to upload the correct records and keep them up to date.

Here is an at-a-glance reminder of what should be on your portal, and why:

Building Plans and Original Documentation

• Approved building plans
• Structural and engineering certificates
• Occupancy certificates
• Builders’/developers’ handover manuals

These original documents make clear what has been constructed, what has been occupied, and who was to perform the major works. They’re essential when troubleshooting construction issues, quoting for insurance, or handling renovations or disputes.

Compliance and Certification Reports

• Fire safety certificates
• Electrical safety checks
• Pool barrier compliance reports
• Asbestos registers
• Lift servicing compliance
• Building condition and pest inspection reports

Arcsite’s auto-reminders are based on these documents to keep you compliant. Loading them makes your committee never miss an expiry date or legislated requirement, and avoids the threat of fines or liability.

Maintenance Schedules and Records

• Service records for lifts, HVAC, plumbing, and fire systems
• Maintenance plans on a yearly basis
• Builder’s defect registers and rectification schedules
• Quotes, work orders, and work summaries done

Clutter-free maintenance records help committees with advance planning, avoiding the twofold spend, and making smart decisions. It also creates transparency for future purchasers, tenants, and insurers.

Warranty Information and Product Specifications

• Warranties for products like lifts, boilers and intercoms
• Appliance manuals
• Paint, tile, and hardware specifications

Faster access to warranties can save thousands on repairs or replacements. Specifications are crucial for parity repairs and upgrades, especially when the original suppliers fall out of stock.

Meeting Minutes and OC Documentation

• AGM and committee meeting minutes
• Motions passed
• Building rules and bylaws
• Insurance policies and Certificates of Currency

These documents serve as a paper trail that can inform decision-making and create due process.

Diligence. Having them readily available in Arcsite makes it easy to refer to them in a dispute or a committee membership change.

Historical and Incident Records

• Defect or repair photos
• Resident complaints (if any)
• Insurance claims
• Inspection photos (dated and labelled)

Historical records determine trends and enable the tracking of when and how issues arise. They can be extremely useful in insurance claims or contractor disputes, and they mean nobody has to start from scratch each time there is a change in staff.

Updating and filing documents on Arcsite is more than admin work; it’s risk management and future-proofing. A well-kept portal empowers executive committees to make decisions, provide the evidence to support them and the vision to steer clear of unnecessary expenses. It also makes working within teams more efficient, compliance stays current, and audits are less daunting. By having all the information together, organisations can move fast, cut down on miscommunication, and inform all stakeholders. Getting documents under control results in fewer issues down the line and better results overall. 

Congratulations, you’re coming up to the completion of construction of your new house! So what’s next? Along with all the benefits of owning a unique property, comes the responsibility to safeguard your investment and ensure you’re getting exactly what you signed up for. Two measures play a key role in ensuring the quality and longevity of your build, the Handover Report and the 90-Day Maintenance Report.

So what is the Handover Report?

The Handover Report is conducted at the competition of construction and is a comprehensive inspection documenting the property’s condition before ownership transfers. This is one of the most critical stages of construction as this is when the property is officially transferred from the builder to the homeowner.

The Handover Report identifies defects and incomplete work. Homeowners are welcome to be present for this inspection, as it provides an opportunity to review the property, ask questions and note any discrepancies that may have been overlooked.

The Handover Report serves as a baseline record which is critical for resolving disputes if problems arise later. Without it, homeowners risk inheriting unresolved defects, such as faulty workmanship and construction. Any defect can escalate into costly repairs in the future, so it is best to get them sorted as builders are legally obligated to address these issues before handing over the keys.

So what is the role of the 90-day Maintenance Report?

The 90-Day Maintenance Report is used to catalogue emerging defects that appear during the first 90 days of living in the house. Australian builders typically offer a statutory warranty, which includes a defects liability period (often 90 days to 6 months, depending on the state). During this time, they must rectify post-occupancy defects at no extra cost. As such, the 90-day report systematically catalogues previous unresolved handover items and emerging problems, from minor cosmetic flaws to major structural concerns, ensuring timely repairs before warranties expire.

Even with a thorough handover inspection, some defects only become apparent after living in the home. Seasonal weather, including heat, rain and cold, soil settle or even just standard everyday use can reveal issues. These may be cracks, leaks, malfunctioning systems or even cosmetic problems that may have been missed during the handover. All of these defects have the potential to turn into long term damaging issues that can be costly to fix. This is why the 90-Day Maintenance Report becomes invaluable as it gives homeowners peace of mind.

So what are the Financial and Long-Term Benefits

Addressing defects early can help avoid unexpected costs down the line. A leaking roof ignored today could lead to mould remediation or timber rot expenses tomorrow. By providing post-handover reports, builders are held accountable for any issues that may arise in the short term. This ensures that they uphold their commitment to quality and workmanship for the long term.

Insurers may also require documentation of the handover and 90-day periods to validate any claims. This is because they demonstrate due diligence in property maintenance. Along with this, Handover and 90-day Maintenance Reports can increase resale value. They allow prospective buyers to have confidence in the property’s integrity as there is a well-documented history of upkeep.

With all this in mind, in a sector where prevention is always cheaper than cure, these reports are your first line of defence and can back you up well into the future.

When it comes to managing a building, it’s often not the catastrophic failures that cause the most stress; it’s the slow, unnoticed problems that quietly escalate until they’re unavoidable (and expensive). That’s where Arcsite steps in. By centralising your building’s documents, maintenance reports, photos, and inspections into a live, accessible portal, Arcsite helps owners, corporations and managers spot red flags early, before they become budget-blowing problems. These are five real issues Arcsite helped catch before they snowballed:

Unbudgeted Leaks in the Roof

A three-story complex in Braddon was subject to occasional ceiling discolouration in a third-floor hallway. The building’s roof report had been uploaded to Arcsite three years earlier but has not been checked since. 

How Arcsite helped: While performing a routine yearly review, Arcsite noted that the roof report had noted “minor flashing deterioration” and recommended a follow-up, now overdue. The committee organised a roof inspection, which revealed slipped tiles and spalled pointing. A $2,000 repair was made, averting a $50,000 water damage claim.

Fire Safety Compliance Before a Fine Hit

A Tuggeranong medium-sized building had passed its previous fire audit, but only just. The fire doors had minor defects noted, but they were not repaired.

How Arcsite helped: Since Arcsite tracks inspection history and auto-reminds building managers about pending issues, the defects were fixed three months later for a $700 fix.

If nothing was done, the next audit would’ve passed, likely costing $7,000 to replace the emergency fire door on all units.

Balcony Drains That Nearly Flooded a Courtyard Apartment

A Gungahlin apartment’s lower courtyard was flooded after heavy rain. The real culprit? Clogged upper-floor balcony drains.

How Arcsite helped: It was found through maintenance records that several requests for annual drain cleaning had not been recorded. Arcsite’s history records helped determine responsibility and allowed the OC to schedule, in future, a 6-monthly cleaning. The insurer paid for the $5K damage, although the building stepped in to halt additional premium hikes by acting quickly.

Termite Damage to Basement Store Rooms

A Weston Creek building had no obvious pest issues until someone noticed timber shelving crashing in a locked storeroom.

How Arcsite helped: Because Arcsite maintains a history of all prior pest inspection reports, the committee quickly determined that no termite inspections had been done in over four years. In under 48 hours, a full inspection and treatment plan were completed, preventing the building from potential structural compromise. Cost of treatment: $1,300. Cost of repairs if left unattended: estimated $40,000+.

Lift Warranty Nearing Expiry a No-Charge Repair

A lift in an inner-south apartment building began to stall intermittently. The strata manager assumed it was no longer under warranty and began calling for quotes on replacement parts.

How Arcsite helped: A member of the committee accessed the Arcsite portal and located the original records of the lifts installed, including a 10-year parts warranty with 14 months remaining. The problem was resolved free of charge by the maker. Without Arcsite, the building would have spent $8,500.

Arcsite doesn’t just store your building’s data; it puts it to work for you. By consolidating documents, inventing smart reminders, and tracking inspection history, Arcsite allows executive committees and building managers to anticipate problems, not just react to them. As building costs increase and compliance mandates rise, early action is not just smart, it’s required.

Interested in learning more about what Arcsite can do for your building?

Sign up for a free 15-minute tour with us today.

BUILDING DATA BELONGS AT THE CENTRE. AND SMART STRATA MANAGERS ARE MAKING IT HAPPEN.

The Future of Multi-Unit Management Starts with One Brave Question: Who Really Owns the Building Data?

In 2025, the power dynamic in multi-unit living is shifting. Owners Corporations are beginning to reclaim their most valuable asset – not the building itself, but the data that defines it. From defect lists to warranties, inspections and service contracts, essential information has long been fragmented or locked in third-party systems. Now, a quiet revolution is gaining momentum. And the strata managers who act early are setting the benchmark for leadership, trust, and transparency.

At the heart of this shift is Arcsite – a secure, purpose-built platform developed in Australia to help buildings own, control and activate their data across the entire asset lifecycle. It’s not another ticketing tool. It’s full digital infrastructure that helps reduce risk, cut costs, and build long-term intelligence in real time.

A System Built for Owners, Not Gatekeepers

Arcsite transforms buildings into intelligent ecosystems where the data stays with the building — not the departing manager or contractor. Unlike legacy systems that tie access to individuals, Arcsite creates a permanent, transferrable record owned by the Owners Corporation. And it’s not labour-intensive. Managers work through clean dashboards and easy fields. Trades access the system using QR codes, without needing to change their tech stack. Light notes and photos are all it takes to keep everyone on the same page. In seconds, a committee member or incoming manager can see what’s been done, what’s pending, and where risks are emerging. Training an entire team and transforming workflows is literally happening overnight… and we’re driving productivity through the roof.

Strata Managers of the Future Know This: Transparency = Retention

In a sector where trust is eroding and contracts are under pressure, managers who bring clarity and control to the table are the ones retaining business. Arcsite enables end-to-end visibility from minor defects to major capital works.

The building dashboard features:

• Live defect register
• Quick contractor check-in system via QR code where your tradies push their simple notes and photos straight to the asset
• Automated inspection alerts
• Central control for warranties, contracts, and reports
• Simple Resident Hub for maintenance logging and community resources
• A real-time building diary and transparent approvals log for future committee decisions

This isn’t just software. It’s a shift in how buildings are managed and the professionals who embrace it are quickly becoming the most trusted voices in their sector.

Builders & Developers Already See the Writing on the Wall

Forward-thinking developers are already integrating Arcsite into their new builds – not just to reduce risk and streamline defect handovers, but to meet their DLP obligations with the most sophisticated tools available. It’s become a valuable investment in long-term performance and brand reputation. Strata managers who walk into these buildings are stepping into a fully operational platform, ready to collaborate with builder defect teams, monitor closure rates, and share insights with the Owners Corporation from day one.

Why Data Matters More Than Ever in High-Density Australia

As Australia enters a phase of accelerated vertical growth, the complexity of multi-unit buildings is increasing exponentially. We’re seeing higher turnover in committee membership, more frequent changes in management contracts, and greater demand for transparency in reporting and risk management.

Arcsite gives buildings continuity.

Arcsite ensures that institutional knowledge and building history don’t vanish. Every decision made, every dollar spent, every issue logged: no more digging through inboxes for the last pest control contract!

Contractors Love It Too — No Extra Apps Required

Arcsite has been engineered for zero-friction onboarding of contractors. Service providers check in and out via QR code, upload photos, and record their work directly to the building’s record, all without needing to download or learn new software. We’re talking a few minutes engagement for a lifetime record.

This simple shift creates real-time job logs, accelerates approvals, and gives strata managers a live, transparent view of activity across their buildings. Most importantly, it eliminates the grey zone of “he said, she said” disputes about what was done, and when. Best of all, contractor groups receive complimentary access to a dedicated portal, where they can manage technician logins and view all their Arcsite-connected buildings in one place.

A Single Source of Truth. A Smarter, Safer Building.

Arcsite positions property managers not just as administrators, but as strategic asset partners. With long-term access to data insights, capital forecasting, and defect trends, strata managers can bring real value to the table to justify their fees with evidence, not just effort.

Arcsite also protects your team. All access is logged and actions are timestamped, managers retain control over who sees what, and when.

2025 Is the Year to Act

With government scrutiny on the way, the window for early adoption is now. Arcsite offers a unique opportunity for strata managers to position themselves ahead of regulatory changes, and to win the trust of developers and OCs who are demanding smarter, more transparent solutions.

If you’re ready to step into the future of strata management, where Owners Corporations own their data and you lead them into digital confidence, Arcsite is your platform.

Australia’s high-density housing boom has exposed a growing concern: the lack of transparency and continuity in strata management. The recent Four Corners investigation, The Strata Trap, shone a national spotlight on what many owners have long suspected—critical building data is being lost, mismanaged, or deliberately withheld during strata management transitions. The consequences? Miscommunication, ballooning maintenance costs, and owners left in the dark.

When Data Disappears, Owners Pay the Price

When Executive Committees (ECs) change or strata managers are replaced, essential building records—such as defect histories, service contracts, and maintenance schedules—often vanish or become inaccessible. This data loss makes it nearly impossible for new committees to make informed decisions, follow up on unresolved issues, or collaborate effectively with outgoing and incoming management groups.

It’s not just inconvenient—it’s costly. Owners are left footing the bill for repairs that could have been prevented, duplicate reports, and re-established service agreements. These hidden costs are quietly eroding the financial health of buildings across the country.

Arcsite: Building Data That Belongs to the Owners

Arcsite was built to address exactly this problem. Unlike traditional systems tied to individual management companies, Arcsite is owned by the building. It provides lifetime access to essential building data, ensuring a seamless record of information regardless of who manages the property.

With Arcsite, the Executive Committee can access their building’s full maintenance history, defect registers, and service records at any time. It’s a permanent platform that removes the guesswork from building management and protects owners from the fallout of poor record-keeping.

A Smart System for Smarter Strata

Arcsite empowers Owners Corporations to make proactive, data-driven decisions. The platform’s design is intuitive and cost-effective, offering powerful features such as:

• Asset register and maintenance planning system: Know what’s in your building and when it needs attention.

• Service contracts register: Track who’s responsible for what—and when.

• QR-code enabled maintenance requests: Residents can scan to report issues instantly, and contractors can check in with a scan.

• Resident noticeboard: Communicate updates, works in progress, or alerts via the same QR system.

• Digital filing cabinet: A central hub for everything from O&M manuals to strata meeting minutes, accessible 24/7.

Better Compliance, Lower Risk, Stronger Communities

Forward-thinking strata managers who have adopted Arcsite with their buildings report measurable gains: streamlined communications, improved compliance, simplified audits, and dramatically reduced administrative burden. Most importantly, they’ve strengthened relationships with Executive Committees by providing them with real-time insights and shared access to vital records.

Arcsite doesn’t just support compliance—it enables it. And it doesn’t just keep data secure—it keeps it in the right hands: the owners’.

Taking the Next Step

The Strata Trap has made one thing clear: the status quo isn’t working. Arcsite is helping Owners Corporations reclaim control, reduce financial risk, and ensure their buildings are managed with the transparency and accountability they deserve.

If you’re ready to future-proof your building and protect your community’s biggest asset, Arcsite is the solution you’ve been waiting for.