Record keeping

Good record keeping allows an association to document and retrieve information that can be used for the purposes of reporting, assessing, planning, monitoring and reviewing.  In addition, some records are required by legislation.  This chapter describes the kinds of records that should be kept, record keeping systems, storage and members’ access to these records.

Key Points

  • There is a wide variety of records an association needs to keep.
  • Members have a legal right to access the members’ register, record of office holders and the rules of association.  
  • Record keeping systems will vary from one association to another depending on the type of association, its activities and size. 
  • Records that are not active should be archived and kept for seven years.
  • Records can be stored off site by companies that specialise in document storage, management and retrieval