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Thank you Jimmy-T for your earlier response. Since my original post, I have obtained some further information.
This is a large, established strata management company (part of a well-known group), so I had assumed their record-keeping processes would be fairly mature.
I originally requested a copy of the email correspondence used to distribute the 2025 AGM notice and agenda, as I did not receive the notice before the meeting and only became aware the AGM had taken place when I later received the AGM minutes. Several other owners I spoke with could not confirm that they had received the AGM notice either.
I was initially advised that proof-of-service records are not retained and was provided with a copy of the AGM agenda PDF. After clarifying that I was seeking the email correspondence itself rather than proof-of-service records, the matter was escalated to the branch manager.
The branch manager advised that:
AGM notices and agendas are distributed using a third-party mailing house.
The Owners Corporation retains only the notice and agenda documents themselves.
Mailing or distribution records are not retained as part of the Owners Corporation’s books and records.
I have also since found the NSW Government guidance on record keeping:
which states that communication records, including emails, should be retained for seven years.
Given the above, would you pursue the matter further (for example with Fair Trading), or would you simply accept that this is common industry practice and move on?
Thanks.