Recordkeeping requirements for non-government organisations

The Department of Child Safety, Youth and Women (the department) is committed to working in partnership with non-government organisations and recognised entities (funded organisations) to keep records relating to children and young people secure and accessible.

Records relating to children and young people who are subject to the Child Protection Act 1999

Funded organisations are obligated to meet the specific recordkeeping requirements stipulated in their service agreements.

Organisations which are funded to provide services to children and young people who are subject to the Child Protection Act 1999 are required to:

  • keep individual files for each child or young person who is receiving services from their organisation
  • transfer these records to the department when the services to the child or young person cease for any of the reasons outlined within their service agreement.

The department is required to:

  • maintain the records in a useable format and retain them for as long as required in accordance with the Public Records Act 2002
  • ensure the records remain accessible in order to meet the requirements of the Right to Information Act 2009 and the Information Privacy Act 2009.

A guide has been developed to assist funded organisations to meet their recordkeeping requirements. The guide provides information in relation to the management of records for children and young people and outlines the process for transferring these records to the department. The guide is accompanied by two forms which will be completed as as part of the transfer process.

The relevant guide and forms are as follows:


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