What staffing records must Australian childcare services keep under the National Regulation?

Services must keep personnel files, qualifications, identity documents, induction records, Working with Children Checks, police history checks, health assessments, and rosters for each educator employed. Regulation 145 outlines the minimum content required in personnel records.

How long must staffing records be retained after an educator leaves?

Staffing records must be kept for five years after the educator's employment ends, as specified in Regulations 145 and 149. This applies to all documentation in the personnel file.

Do staffing records requirements apply to volunteers and students?

Partially. Volunteers and students may be subject to different clearance requirements depending on the nature and duration of their involvement. Review the volunteers and students in childcare compliance rules for specific guidance.

What happens if staffing records are incomplete or missing?

Incomplete records are a compliance breach that can result in regulatory action, including conditions placed on your service approval. Inspectors may direct you to provide missing documentation or suspend operations until records are rectified.

Can we store staffing records digitally, or must we keep paper copies?

Digital storage is permitted if it meets compliance standards: records must be secure, accessible, authentic, and retained for the required period. Many services use secure cloud systems, but paper records are equally acceptable if properly stored.

Staffing Records Services Must Keep: Regulations 145 to 152 Explained

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Free research summaries checked against the National Regulations reprint current at 12 August 2026. All guides →

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