Inc. - A Guide for Incorporated Associations
Introduction
- 1.1 Genesis
- 1.2 Layout and structure
- 1.3 Review of the Act
- 1.4 Sources and referencing
- 1.5 A note on copyright
- 1.6 A final word
Incorporated Associations
- 2.1 Effect of incorporation
- 2.2 Powers of an Incorporated Association
- 2.3 Not-for-profit
- 2.4 Getting down to business
- 2.5 Common seal
- 2.6 Key points
Becoming an Incorporated Association
- 3.1 Which groups are eligible for incorporation?
- 3.2 Steps to becoming an incorporated association
- 3.3 The certificate of incorporation
- 3.4 What happens if the application is not approved?
- 3.5 What are the costs of incorporation?
- 3.6 Key points
- CHECKLIST FOR RULES OF AN INCORPORATED ASSOCIATION
The management committee
- 4.1 Membership of the committee
- 4.2 Electing the committee
- 4.3 The role and duties of the management committee
- 4.4 Liability of management committee members
- 4.5 Orientation and training for management committee members
- 4.6 Key points
- 4.7 Key obligations of Associations under the Act
- 4.8 Rights and responsibilities of members
Record keeping
- 5.1 Types of records to be kept
- 5.2 Members' access to the records
- 5.3 Privacy and confidentiality of records
- 5.4 Record keeping and commerce
- 5.5 Record keeping systems
- 5.6 Storage management
- 5.7 Destroying and archiving records
- 5.8 Key points
Meetings
- 6.1 Types of meetings
- 6.2 Meeting procedures
- 6.3 Key points
Altering the rules
- 7.1 A step by step guide
- 7.2 Altering the objects of the association
- 7.3 Changing the associations name
- 7.4 Key points
- Checklist
Grievances and Disputes
- 8.1 Sources of grievances and disputes
- 8.2 Why adopt a grievance policy?
- 8.3 Internal grievance procedures
- 8.4 External grievance procedures
- 8.5 Key points
Accounts and auditing
- 9.1 Accounting requirements
- 9.2 Procedures for keeping accurate accounts
- 9.3 Auditing accounts
- 9.4 Disclosure
- 9.5 Key points
Taxation
- 10.1 Taxation concessions available for some associations
- 10.2 Types of taxation concessions
- 10.3 Pay As You Go
- 10.4 Registering with the ATO
- 10.5 Key points
Fundraising
- 11.1 Regulation of fundraising activities
- 11.2 Fundraising for charitable purposes
- 11.3 Other requirements relating to fundraising activities
- 11.4 Some other matters for consideration
- 11.5 Key points
Grants
- 12.1 Lotterywest Grants
- 12.2 Preparing Submissions
- 12.3 Finding the Grant
- 12.4 Key Points
Employment
- 13.1 Recruiting and appointing employees
- 13.2 But first . . . which system? Commonwealth or State
- 13.3 Establishing the terms and conditions of employment
- 13.4 Termination of employment
- 13.5 Some other employer obligations
- 13.6 Key points
Discrimination and harassment
- 14.1 What is discrimination
- 14.2 Grounds of discrimination
- 14.3 Issues for incorporated associations
- 14.4 Harassment
- 14.5 Dealing with discrimination or harassment
- 14.6 Key points
Insurance and risk management
- 15.1 Reasons for obtaining insurance
- 15.2 Types of insurance
- 15.3 Deciding on insurance
- 15.4 Exclusions
- 15.5 Risk management
- 15.6 Some hints when considering insurance and risks
- 15.7 Key points
Occupational safety and health and workers compensation
- 16.1 Occupational Safety and Health Act 1984
- 16.2 Workers' compensation
- 16.3 Key points
Volunteers
- 17.1 Volunteering Western Australia
- 17.2 Principles of volunteering
- 17.3 Role of volunteers
- 17.4 Rights and responsibilities of volunteers
- 17.5 Rights and responsibilities of incorporated associations
- 17.6 Recruiting volunteers
- 17.7 Volunteer liability and insurance
- 17.8 Key points
Sporting and recreational Clubs
- 18.1 Eligibility for incorporation
- 18.2 Rules of association and by-laws
- 18.3 Membership and members register
- 18.4 Safety in sport
- 18.5 Effect of the Civil Liability Act 2002
- 18.6 Waivers and participation agreements
- 18.7 Insurance
- 18.8 Key points
Copyright
- 19.1 What is copyright
- 19.2 Who has copyright
- 19.3 Infringing copyright
- 19.4 Copyright on the Internet
- 19.5 Trademarks
- 19.6 Key points
The end of the road
- 20.1 Ways of winding up an association
- 20.2 Cancellation of an incorporated association
- 20.3 Types of incorporated structures
- 20.4 Incorporation under the Corporations Act
- 20.5 Incorporation as a co-operative company
- 20.6 Incorporation under the Corporations Act
- 20.7 Transferring to another jurisdiction
- 20.8 Becoming an unincorporated association
- 20.9 Key points

Inc. - A Guide for Incorporated Associations > Record keeping > 5.6 Storage management

6. Storage management

Record keeping

The way in which records are stored will depend on:

the purpose of the records;
the type of records;
how long records must be kept; and
access needs.

An association may store records on-site at the place of business. If the association does not have sufficient and appropriate space, records can be stored off-site by storage companies. It is very important for documents to be stored in safe, secure and appropriate facilities. There are a number of factors to consider when deciding on a storage facility.

Storage facilities should, for example:

be conveniently located to the user;
comply with occupational heath and safety standards;
comply with building standards;
have secure and controlled access;
be appropriate for the kinds of documents to be stored;
facilitate easy access and retrieval;
have containers that are suitable, durable and appropriate for the kinds of documents; and
protect documents from disasters (eg fire) and deterioration (eg by excluding direct sunlight).