The first thing to do in a new role is to set up a system for keeping records – it is time well spent. This will be in a format that works for you and could be a physical filing system or in electronic form. There is no right or wrong way. But be aware that there are some things which might have to be retained for a long time and in hard copy eg logbooks, minutes of Annual Meetings. Current financial records should all be kept together. Once an audit is completed, these records must be stored for future reference. Have close at hand the files that you use frequently or that change often – eg membership lists, meeting times, minutes, correspondence.
Elizabeth Adnams, Girl Guides Victoria
A number of records need to be kept by District Managers and Region Managers. All official documents remain the property of the SGGO. The State Executive Officer has the right to call for the presentation of any document.
Membership forms are kept at the State Girl Guide Office. You should rely on the State database for personal records of members, including appointment details, qualifications and training, rather than keeping your own version of these records.
If you store your own records digitally that will free up physical space, but ensure backup storage is on a separate device or use web backup. Any paper records must be kept dry, cool and termite free. Forms holding personal or sensitive information should be shredded when they are no longer needed.
The records which the District Manager and Region Manager are required to keep are set out below together with how long they should be kept for. The Manager should regularly make arrangements for the records to be sent to State Offices for archived. The State Archivist can advise on how to maintain District and Region archives in an appropriate way.
- Minutes: (including relevant reports and annual reports) indefinitely.
- Correspondence: two years after action completed; unless contentious in which case indefinitely. It is sufficient to keep digital copies.
- Financial records: books of account (for example cash books), cheque books, deposit books and receipt books – at least five years after their final use, five years in NSW & ACT and Queensland.
- Receipts: receipts for expenses of a recurring nature – seven years; receipts for capital expenses (for example meeting place building or alterations or purchase of equipment) – indefinitely.
- Waiver/indemnity forms (including camp):
- For youth members
- seven years from when they turn eighteen years of age, that is on their 25th birthday, unless there is an incident.
- Where there is an incident, twenty-five years from the date of incident (not their date of birth).
- For adult members,
- three years from date of event/activity unless there is an incident.
- Where there is an incident, twenty-five years from the date of incident (not their date of birth) unless member doesn’t claim, then seven years from incident.
- Ask your State Office about the arrangements for keeping these forms.
- For youth members
- Adult member health forms: discard after event unless there is an incident.
- Incident/accident forms: indefinitely.
- District log books/diaries: indefinitely.
Other information which might be held by the District Manager or Region Manager or other members of the Region team is set out below, although it will vary from Region to Region:
- contact information for all personnel (other personal information being accessible from the State database)
- key holders for all properties
- Learning Partners (including dates and details of Leaders or Managers assisted)
- Unit meeting details including venue, date and time and Leaders
- bank accounts including bank, branch, account number and signatories
- Support Group office bearers’ names and contact details
- loans and investments
- properties including ownership, lease agreements and sub-letting agreements
- Units and Districts opened, recessed or closed
- award nominations
- District annual reports.
In addition, records should be held of any Region camps, activities or events.
Last Modified: 04/05/17 at 1:02 PM