Storage Of Checklists and How Long To Keep Them

[harshitha]

Does anyone know is there any regulation states that we have to keep all the checklists like cot checklist,nappy checklist,cleaning checklists etc after end of this year?if yes ,how long do we have to keep it?

Thank you ,

[niaz]

all paper work such as daily journal, weekly program, checklists should be kept for 1 year like always you should have the previous year. however, attendance record should be kept 3 years as far as I know.

[Lorina]

Does anyone know is there any regulation states that we have to keep all the checklists like cot checklist,nappy checklist,cleaning checklists etc after end of this year?if yes ,how long do we have to keep it?

Thank you ,

I just wanted to clarify that in the National Regulations you need to keep child records for a period of 3 years, depending on what the record pertains to:

I found this in the Regulations:

177 Prescribed enrolment and other documents to be kept by approved provider


(1) For the purposes of section 175(1) of the Law, the following documents are prescribed in relation to each education and care service operated by the approved provider—
(a) the documentation of child assessments or evaluations for delivery of the educational program as set out in regulation 74;

(b) an incident, injury, trauma and illness record as set out in regulation 87;

(c) a medication record as set out in regulation 92;

(d) a record of assessments of family day care residences and approved family day care venues conducted under regulation 116;

(e) in the case of a centre-based service, a staff record as set out in regulation 145;

(f) a record of volunteers and students as set out in regulation 149;

(g) the records of the responsible person at the service as set out in regulation 150;

(h) in the case of a centre-based service, a record of educators working directly with children as set out in regulation 151;

(i) a record of access to early childhood teachers as set out in regulation 152;

(j) in the case of a family day care service, a record of staff, family day care coordinators engaged by the service and family day care educator assistants approved by the service, kept under regulation 154;

(k) a children’s attendance record as set out in regulation 158;

(l) child enrolment records as set out in regulation 160;

(m) a record of the service’s compliance with the Law as set out in regulation 167;

(n) a record of certified supervisors placed in day to day charge of the education and care service under section 162 of the Law.

Here is some more information:

183 Storage of records and other documents

(1) The approved provider of an education and care service must ensure that records and documents set out in regulation 177 are stored—
(a) in a safe and secure place; and

(b) for the relevant period set out in subregulation (2).

(2) The records must be kept—
(a) if the record relates to an incident, illness, injury or trauma suffered by a child while being educated and cared for by the education and care service, until the child is aged 25 years;

(b) if the record relates to an incident, illness, injury or trauma suffered by a child that may have occurred following an incident while being educated and cared for by the education and care service, until the child is aged 25 years;

(c) if the record relates to the death of a child while being educated and cared for by the education and care service or that may have occurred as a result of an incident while being educated and cared for, until the end of 7 years after the death;

(d) in the case of any other record relating to a child enrolled at the education and care service, until the end of 3 years after the last date on which the child was educated and cared for by the service;

(e) if the record relates to the approved provider, until the end of 3 years after the last date on which the approved provider operated the education and care service;

(f) if the record relates to the nominated supervisor or staff member of an education and care service, until the end of 3 years after the last date on which the nominated supervisor or staff member provided education and care on behalf of the service;

(g) in case of any other record, until the end of 3 years after the date on which the record was made.

Hope this helps,

,
Lorina

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