This record-keeping checklist promotes good record-keeping practice and supports charities in meeting their ACNC obligations. It is intended as a guide and is not meant to be an exhaustive list.
Download this checklist as a fillable PDF:
Does your charity:
Keep financial and operational records?
- It has a policy about record-keeping that includes which records it keeps, how they are kept securely and who is responsible for doing so.
- It has records that show all of its financial transactions.
- It has records that show charity activities.
Keep records in English or in a form that can be easily translated into English?
- It can quickly translate its records into English if needed.
Have a system or process for record-keeping?
- It has a specific role encompassing responsibility for record-keeping.
- It has other staff, volunteers or board members who have had training on the record-keeping system and process.
- It has 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 are readily accessible?
- Its record keeping policy describes where its records are kept and who is responsible for them.
- Its record keeping procedure describes its filing system and how its is maintained.
Secure any sensitive records?
- Its record keeping policy describes how sensitive records a kept securely, as well as who is authorised to access those records.
Back up any electronic records?
- It keeps a back-up of records at a secure site located separately from its computers.
- Its cloud-based systems and records are secure and backed up.
- It prints out only the records it needs to.
Keep paper copies of important electronic records?
- It organises paper records into files, boxes, folders or envelopes.
- It separates different paper records into categories (bank statements, communication, bills, receipts).
- It separates paper records by reporting periods (financial years)
Keep all records for seven years?
- Its record keeping policy includes the requirement to keep all records for seven years.
- It has enough storage space (including electronic storage) to keep records for seven years.
Report to other regulatory bodies which have their own record-keeping requirements?
- Its record keeping policy complies with state or Commonwealth legislation, statutory contracts or accreditation requirements.
- Its board receives at least an annual update of whether it is meeting record-keeping requirements.
If your charity can tick these off, and follows good record-keeping practices, it is likely to meet ACNC record-keeping obligations