Archiving documents
There are various requirements and recommendations regarding the archiving and retention of documents. Specific requirements may vary depending on the nature of the organisation and the type of documents involved.
When archiving documents, it is important to ensure they are stored securely to maintain their integrity and protect sensitive information. Consider using appropriate storage methods, such as secure filing systems, electronic document management systems, or off-site storage facilities.
It is advisable to consult the specific legislation, regulatory bodies, and seek professional advice or legal counsel to determine the exact requirements and recommendations for archiving documents applicable to your circumstances.
| Club Tip Unless otherwise specified in legislation, policy or by a regulatory authority it is the club’s choice if they archive documents in paper (hard) or electronic (soft). It is also advisable that the club has an internal policy and process relative to archiving so documents can be easily sourced if needed. |
Governance Documents
| Australian Taxation Office (ATO) | The ATO has specific requirements for retaining financial records. Generally, businesses are required to keep records related to taxation for a period of at least five years, including income tax returns, financial statements, and supporting documentation. |
| Australian Securities and Investments Commission (ASIC) | ASIC requires companies to retain certain corporate records, such as financial reports, accounting records, and minutes of meetings, for a minimum of seven years. |
| Australian Charities and Not-for-profits Commission (ACNC) | ACNC recommends that registered charities retain important documents, such as governing documents, financial records, and records of donations, for a minimum of seven years. |
| Employment and Workplace Regulations | Various employment and workplace regulations may require organisations to retain employee records, such as contracts, pay records, and leave records, for a specified period. These requirements can vary depending on the type of record and the relevant legislation. |
Education Paperwork
It is necessary for the evidence from all Surf Life Saving Queensland’s accredited and non-accredited awards to be kept filed/archived in accordance with ASQA (accredited awards) or SLSQ (non-accredited awards). These records are required to be kept and produced for audit purposes when necessary. They can also be used as supporting evidence in the case where a candidate is marked NYC or for Probationary TAFs. Please see below table which outlines our archiving requirements:
| ITEM | RESPONSIBILITY | EVIDENCE | TIME FRAME |
| Accredited Award Paperwork (ie Bronze Medallion/ Certificate II in Public Safety, IRB courses, RWC, TAE and Beach Management courses including SRC courses post 01/07/2020) |
Surf Life Saving Queensland | Original:
|
As per the requirements outlined by ASQA |
| Branches | Copies (paperbased or electronic):
|
*Branches should investigate electronic storage solutions to keep these records indefinitely | |
| Emergency Care Courses (ART, First Aid and CPR) |
Surf Life Saving Queensland | Original:
|
As per the requirements outlined by ASQA |
| Clubs and Branches | Copies (paperbased or electronic):
|
As deemed necessary by the Club | |
| Non-accredited Award Paperwork# (ie Observers, Marine Stinger, Gold Medallion, Surf Rescue Certificate*, Radio Operator Certificate* (*non-accredited/pre 01/07/2020) |
Clubs |
|
12 months #Paperwork must first be submitted to your Branch for processing. It will then be returned to the Club for archiving. |
| Vehicle Induction Paperwork | Clubs |
|
Permanent Record |
| Trainer, Assessor, Facilitator (TAF) Awards | Surf Life Saving Queensland |
|
Permanent Record |
| Branches |
|
Permanent Record | |
| Skills Maintenance Attendance Sheet | Clubs |
|
Current season as well previous season |
| Branches |
|
Current season as well previous season | |
| Junior Competencies | Clubs |
|
12 Months |
| Branches |
|
12 Months | |
| Junior Awards | Clubs |
|
12 Months |
| Branches |
|
12 Months |
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