How to prepare your strata documents for StrataCheckAI
The documents you upload directly affect the quality of your analysis. Here is what to include, how to handle large files, and how to get the most out of every report.
Why strata packs are so large
When you request strata documents from a solicitor or strata manager, you typically receive a single PDF containing everything: AGM minutes going back several years, financial statements, capital works fund forecasts, by-laws, insurance certificates, correspondence, plans, and sometimes building inspection reports. It is not unusual for this pack to be 200–600 pages and 50–150 MB.
Most of that file size comes from embedded images — scanned pages, letterheads, logos, and signatures — not from text. A 150 MB PDF might contain only 1–2 MB of actual text content. StrataCheckAI extracts the text and can read scanned pages using AI vision, so image-heavy files are handled automatically.
What documents to upload
For the most complete analysis, include all of these if available. StrataCheckAI detects document types automatically regardless of filename.
- Strata information certificate (Section 184 in NSW, OC Certificate in VIC, BCIC in QLD) — the single most important document for a buyer
- Financial statements — income and expenditure, balance sheet, fund balances
- Capital works fund forecast (sinking fund / 10-year plan) — shows whether the building can afford future maintenance
- AGM minutes — at least the most recent; two or three years gives better insight into recurring issues
- By-laws — the rules governing pets, renovations, short-term letting, and more
- Insurance certificate of currency — confirms the building is insured and the policy is current
- Levy notices — shows your quarterly contribution amounts
- Strata plan — lot boundaries, entitlements, common property
- Correspondence — letters about defects, legal matters, or building works
- Building inspection or defect reports — if the building has known defects
Handling large files
StrataCheckAI accepts files up to 150 MB each and up to 300 MB total across all files in a report. You can upload up to 10 files per report.
If your solicitor has given you a single PDF that exceeds 150 MB, you will need to split it into smaller files. Here is how:
On macOS
Open the PDF in Preview→ View → Thumbnails (to see all pages) → select the pages you want in the first file (click first page, hold Shift, click last page) → File → Export Selected Pages as PDF. Repeat for the remaining pages.
On Windows
Open the PDF in Microsoft Edge or Chrome→ Print → change the printer to “Microsoft Print to PDF” → set the page range (e.g. 1–200) → Print → save the file. Repeat for the next range.
What to keep together
When splitting, try to keep related content in the same file. Financial statements and their corresponding capital works fund forecast work best together. Minutes from different meetings can be in separate files. Insurance certificates are usually just 1–3 pages and can be their own file.
A note on online PDF tools:services like Smallpdf and iLovePDF work well for splitting, but they upload your documents to their servers. Strata packs contain sensitive financial information — fund balances, levy amounts, arrears, and property addresses. If privacy is a concern, use the built-in tools on your computer instead.
Naming your files
StrataCheckAI detects document types automatically from the content, so filenames do not affect the analysis. That said, clear filenames make it easier to track what you have uploaded: “AGM-Minutes-2024.pdf”, “Financial-Statements-FY2024.pdf”, “By-Laws.pdf”.
Scanned documents
Some strata packs contain scanned pages — particularly financial statements and insurance certificates that were originally printed and then scanned back to PDF. StrataCheckAI detects these automatically and reads them using AI vision, so you do not need to do anything special. The report will note which pages were scanned.
Tips for the best results
- Upload everything your solicitor gives you — more documents means a more complete analysis
- Include at least 2–3 years of AGM minutes if available — this helps identify recurring issues
- Do not worry about duplicate content across files — StrataCheckAI detects and handles duplicates
- Set the correct jurisdiction (state) when creating your report — this determines which legislation applies
- Add the property address when creating the report — this helps the analysis focus on the correct lot