A certificate request should not trigger a search through three former managers’ inboxes. The recent NSW changes make a well-organised scheme file even more useful.
What the certificate now needs to cover
Since 1 April 2026, NSW strata information certificates must include information about utilities supplied through an exclusive supply network, often called an embedded network. The updated requirements also cover certain orders and compliance action, plus meetings held in the previous year and upcoming meetings.
Use the current approved Section 184 form. An old template can look familiar while missing information now required. The certificate is a formal document; unresolved legal questions belong with an appropriately qualified adviser.
Find the source before copying the answer
For each scheme, identify where utility agreements, relevant correspondence, meeting records and orders are kept. Give documents clear names and record which version is current. Avoid treating the previous certificate as the only source for the next one.
Where information is uncertain, record the gap and assign someone to resolve it. An empty field should not quietly become a “no”. Ask the responsible manager to confirm the position before the certificate is finalised.
Make portfolio changes less disruptive
A useful handover explains where records live and what still needs attention. Include the person who can answer a question about an agreement, any outstanding request for documents and which upcoming meetings are already scheduled.
Imagine a manager leaves just as a buyer requests a certificate. Their replacement can access the shared drive, but the network agreement is saved under a supplier’s old name. A short document index would save the search and reduce the temptation to rely on memory.
Use temporary support for a defined records project
A records review can be scoped separately from everyday portfolio management. Agree which schemes are included, which documents need locating and who will review unresolved items. Define what completion looks like: an organised file, a list of gaps and a clear handover to the responsible manager.
Administration support can help organise documents and track requests. It does not replace the authority, judgement or qualifications required to complete and issue a certificate. Include those boundaries in the brief.
Discuss strata administration or temporary portfolio support if your team needs capacity to complete the work. Experienced professionals interested in defined assignments can register their availability without committing to a move.
Official guidance
NSW information checked on 6 November 2026. This article concerns records and staffing, not the legal sufficiency of a particular certificate.