Record-keeping checklist

The ACNC has released a record-keeping checklist to promote good record-keeping practice and to support charities in meeting their ACNC obligations.

Topic
 Questions
Keep financial and operational records
 Does your charity have:
  • A policy about record-keeping that includes which records it keeps, how they are kept securely, and who is responsible for doing so?
  • Records that show all of its financial transactions?
  • Records that show charity activities?
Keep records in English, or in a form that can be easily translated into English
 Can your charity quickly translate its records into English if needed?
Have a system or process for record-keeping
 Does your charity have:
  • A specific role encompassing responsibility for record-keeping?
  •  Staff, volunteers, or board members who have had training on the record-keeping system and process?
  • A procedure that describes how records (for example, written, print-outs or electronic) are kept and secured, as well as who is responsible for record-keeping?
Keep records in a way that is readily accessible
 Does your charity have a record-keeping:
  • Policy that describes where its records are kept and who is responsible for them?
  • Procedure that describes its filing system and how it is maintained?
Secure any sensitive records
 Does your charity have a record-keeping policy that describes how sensitive records are kept securely, as well as who is authorised to access those records?
Back up any electronic records
 Does your charity:
  • Keep a back-up of records at a secure site located separately from its computers?
  • Ensure its cloud-based systems and records are secure and backed up?
  • Print out only the records it needs to?
Retain and organise paper records
 Does your charity:
  • Ensure paper copies of important electronic records are retained when appropriate?
  • Organise paper records into files, boxes, folders, or envelopes?
  • Separate different paper records into categories (bank statements, communication, bills, receipts)?
  • Separate paper records by reporting periods (financial years)?
Keep all records for seven years
 Does your charity have:
  • A record-keeping policy that includes the requirement to keep all records for seven years?
  • Enough storage space (including electronic storage) to keep records for seven years?
Report to other regulatory bodies that have their own record-keeping requirements
 Has your charity ensured its:
  • Record-keeping policy complies with state and commonwealth legislation, statutory contracts, and accreditation requirements?
  • Board receives at least an annual update of whether it is meeting record-keeping requirements?