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5. Record keeping systems

There are various manual (eg filing cabinets) and electronic (computer-aided) ways to record, store and retrieve information. Each association will need to work out and decide on a record keeping system that suits its particular needs, circumstances and resources (eg availability of space or computers). Whatever the preferred system is, it should be functional, accurate, reliable and user-friendly.

In general, record keeping systems need to consider matters, such as the:

  • nature of information to be stored and retrieved;
  • security and access of files and information (particularly computer records);
  • validity and reliability of the information collected and the system on which it is recorded;
  • resources and training required; and
  • length of time that the records should be kept (general legal requirement is seven years).

5.1 Electronic records

An electronic record is any information that is put onto a computer system and used, stored and accessed via that system. Electronic records include document files, databases, spreadsheets, electronic mail and Internet documents.

While very convenient to use, electronic records need to be given special consideration. For example, without an appropriate security system, an original document (eg meeting minutes) might be amended without authority and without being readily detected. Electronic records need to be kept securely, and at the same time, be easily accessible for retrieval.

5.2 Tracking documents

It is very easy for there to be suddenly two or more versions of a document and no one is sure which is the most accurate! Associations could consider developing a simple policy that prescribes how documents are to be identified.

For example:

The Harmony Community Development Association's policies state that all official documents, minutes, reports, records, forms and orientation documents must:

  • Be clearly titled;
  • Show authorisation;
  • Show date of authorisation;
  • Show date of review;
  • Title original copies as 'Original Copy'; and
  • Title any non-original document as 'Copy'.

A register of all official copies will be kept for reference purposes.

5.3 Bring-up systems

Some organisations use bring-up systems to ensure that open files are regularly checked and policy or management decisions reviewed. A bring-up system is any systematic method used to remind the association that work needs to be done or a decision reviewed. The system can be manual or computer based.

Bring up systems help ensure that important matters are kept highlighted, policies and decisions regularly reviewed and that nothing important has been forgotten about. This is a useful quality assurance and risk management tool.

For example:

The Management Committee of the Harmony Community Development Association gives a date of review to all policies developed. The date of review is entered into a register maintained by the secretary and for each meeting; any policy 'coming-up' on the register as scheduled for review is put on the meeting's agenda.

The Harmony Community Development Association uses a computer bring-up system as a quality assurance mechanism for service delivery by community staff. Actions taken on a file are recorded and a bring-up date allocated before being given to administration staff for recording and filing. Each morning, a staff member accesses the bring-up list for the day, retrieves the files and places them on the desk of the employee who is working on the file. This reminds the employee that they had requested the file to be 'brought to the top of the pile' for follow up. It may be that a court date is getting near, or the employee wrote a letter four weeks ago and wanted to check if a response had been received.