AIM
The Licensee, Authorised Supervisor, Co-ordination Unit (Staff) and Carers will maintain and securely store all records required under legislation, ensuring confidentiality and access by authorised persons.

RATIONALE
Regulatory, Licensing and funding bodies require the retention and maintenance of records in relation to service stakeholders and children.  All records are required to be kept up to date, stored confidentially in a safe and secure area with access by authorised persons only. Organized systems are required in order to access records which are required by legislation to be kept in some cases up to 24 years.

STRATEGIES
In accordance with NSW Children’s Services Regulation 2004, the Licensee will ensure that:
•    An appropriate person is appointed to the position of Authorised Supervisor to ensure compliance with the relevant regulations andlegislation.
•    Required policies and procedures are made, implemented, maintained, reviewed and made available.
•    Appropriate records, dated and signed, are kept in relation to visitors (clause 93 - 3 & 4)
•    The Authorised Supervisor maintains and keeps up to date a record of attendance by children of the service (clause 94-4)
•    Written emergency and evacuation plans are made, maintained and kept up to date in accordance with (clause 83 – 1,2,3 & 5)
•    Records about programs for children, developmental records and daily routines are made, maintained and kept up to date (clause 95).
•    Records in relation to children (referred to in clause 92) are made, kept up to date and stored as per clause 96 – Retention of

Records.
•    All records will be made available to authorised persons (clauses 73, 86, 87 and 97).
•    There are written guidelines setting out policies and practices (clause 98).
•    A Family Day Care Register is kept and maintained (clause 100 & 101).
•    All documentation in relation to the appointment to the position of Authorised Supervisor/Temporary Authorised Supervisor is in accordance with clauses 15, & 102-105.
•    Any proposed changes to the Licensee or Management of the service are administered as per clauses 106-111 “notices of changes…”
•    Written notice regarding criminal convictions will be supplied in accordance with clause 114.

In accordance with NSW Children’s Services Regulation 2004, the Authorised Supervisor will ensure that:
•    Records will be made and maintained in accordance with Clause 92 (1) in relation to:                                                                                     

                                                      
        - Child/ren’s personal information – schedule 1
        - Child/ren’s health – clauses 80, 81(2), 82 (4), (7), schedule 1        
        - attendance – clauses 74(1), 94(4), schedule 1
        - excursions – clauses 77,78,79, schedule 1
        - complaints – schedule 1

•    Records of attendance by children in the service are maintained and kept up to date – clauses 74(1), 94(4)
•    Records about programs for children, developmental records and daily routines are made, maintained and kept up to date – clause 95.
•    Records in relation to children – clause 92 are made, kept up to date and stored as per clause 96(6).
•    Emergency and evacuation procedures are made and kept up to date as per clause 83(4).

In accordance with NSW Children’s Services Regulation 2004 the Carer will ensure that:
•    records are made and maintained in accordance with clause 92 (1) in relation to:                                                                                            

                                            
        - Child/ren’s personal information – schedule 1
        - Child/ren’s health – clauses 80, 81(2), 82 (4), (7), schedule 1
        - attendance – clauses 74(1), 94(4), schedule 1
        - excursions – clauses 77,78,79, schedule 1
        - complaints – schedule 1
        - Programs for children – clause 64

•    Information will be forwarded as required to the Director-General as per clause 86 -  “Information or documents required by the Director-General”
•    Any proposed changes to the Carers home will be notified as per clause 113.
•    Written notice regarding criminal convictions will be supplied in accordance with clause 115.

DURATION AND LOCATION OF RECORD RETENTION

• Childs personal information, Medication forms, excursion forms, injury reports -  2 years, from then on  until child reaches 24 years of age - to be held by the  Carer, from then on at a place approved by Director-General
• Visitors to the service  -  To be confirmed by the Director-General  -  to be held by the Licensee and Carer
• Children’s attendance - 12 months  -  to be held by the Authorised Supervisor
• Records of complaints    2 years, from then on until child reaches 24 years of age    Authorised Supervisor
• Children’s  programs, developmental records, daily routines, weekly record of service  - 12 months -  to be held by the Licensee, Authorised Supervisor and Carer.
  

REQUIREMENTS OF REGULATIONS AND OTHER STANDARDS
Australian Government, Department of Family and Community Services, Child Care Service Handbook 2005/6
NSW Children’s Services Regulation 2004
NSW Privacy Legislation 2001
Ombudsman Act
National Childcare Accreditation Council Quality Practices Guide 2nd edition 2004 Family Day Care Quality Assurance, Principle 6.3

AIM
The Licensee, Authorised Supervisor, Co-ordination Unit (Staff) and Carers will maintain and securely store all records required under legislation, ensuring confidentiality and access by authorised persons.

RATIONALE
Regulatory, Licensing and funding bodies require the retention and maintenance of records in relation to service stakeholders and children.  All records are required to be kept up to date, stored confidentially in a safe and secure area with access by authorised persons only. Organized systems are required in order to access records which are required by legislation to be kept in some cases up to 24 years.

STRATEGIES
In accordance with NSW Children’s Services Regulation 2004, the Licensee will ensure that:
•    An appropriate person is appointed to the position of Authorised Supervisor to ensure compliance with the relevant regulations andlegislation.
•    Required policies and procedures are made, implemented, maintained, reviewed and made available.
•    Appropriate records, dated and signed, are kept in relation to visitors (clause 93 - 3 & 4)
•    The Authorised Supervisor maintains and keeps up to date a record of attendance by children of the service (clause 94-4)
•    Written emergency and evacuation plans are made, maintained and kept up to date in accordance with (clause 83 – 1,2,3 & 5)
•    Records about programs for children, developmental records and daily routines are made, maintained and kept up to date (clause 95).
•    Records in relation to children (referred to in clause 92) are made, kept up to date and stored as per clause 96 – Retention of

Records.
•    All records will be made available to authorised persons (clauses 73, 86, 87 and 97).
•    There are written guidelines setting out policies and practices (clause 98).
•    A Family Day Care Register is kept and maintained (clause 100 & 101).
•    All documentation in relation to the appointment to the position of Authorised Supervisor/Temporary Authorised Supervisor is in accordance with clauses 15, & 102-105.
•    Any proposed changes to the Licensee or Management of the service are administered as per clauses 106-111 “notices of changes…”
•    Written notice regarding criminal convictions will be supplied in accordance with clause 114.

In accordance with NSW Children’s Services Regulation 2004, the Authorised Supervisor will ensure that:
•    Records will be made and maintained in accordance with Clause 92 (1) in relation to:                                                                                     

                                                      
        - Child/ren’s personal information – schedule 1
        - Child/ren’s health – clauses 80, 81(2), 82 (4), (7), schedule 1        
        - attendance – clauses 74(1), 94(4), schedule 1
        - excursions – clauses 77,78,79, schedule 1
        - complaints – schedule 1

•    Records of attendance by children in the service are maintained and kept up to date – clauses 74(1), 94(4)
•    Records about programs for children, developmental records and daily routines are made, maintained and kept up to date – clause 95.
•    Records in relation to children – clause 92 are made, kept up to date and stored as per clause 96(6).
•    Emergency and evacuation procedures are made and kept up to date as per clause 83(4).

In accordance with NSW Children’s Services Regulation 2004 the Carer will ensure that:
•    records are made and maintained in accordance with clause 92 (1) in relation to:                                                                                            

                                            
        - Child/ren’s personal information – schedule 1
        - Child/ren’s health – clauses 80, 81(2), 82 (4), (7), schedule 1
        - attendance – clauses 74(1), 94(4), schedule 1
        - excursions – clauses 77,78,79, schedule 1
        - complaints – schedule 1
        - Programs for children – clause 64

•    Information will be forwarded as required to the Director-General as per clause 86 -  “Information or documents required by the Director-General”
•    Any proposed changes to the Carers home will be notified as per clause 113.
•    Written notice regarding criminal convictions will be supplied in accordance with clause 115.

DURATION AND LOCATION OF RECORD RETENTION

• Childs personal information, Medication forms, excursion forms, injury reports -  2 years, from then on  until child reaches 24 years of age - to be held by the  Carer, from then on at a place approved by Director-General
• Visitors to the service  -  To be confirmed by the Director-General  -  to be held by the Licensee and Carer
• Children’s attendance - 12 months  -  to be held by the Authorised Supervisor
• Records of complaints    2 years, from then on until child reaches 24 years of age    Authorised Supervisor
• Children’s  programs, developmental records, daily routines, weekly record of service  - 12 months -  to be held by the Licensee, Authorised Supervisor and Carer.
  

REQUIREMENTS OF REGULATIONS AND OTHER STANDARDS
Australian Government, Department of Family and Community Services, Child Care Service Handbook 2005/6
NSW Children’s Services Regulation 2004
NSW Privacy Legislation 2001
Ombudsman Act
National Childcare Accreditation Council Quality Practices Guide 2nd edition 2004 Family Day Care Quality Assurance, Principle 6.3