Record keeping requirements for non-government organisations

The Department of Youth Justice is committed to working in partnership with non-government organisations (funded organisations) to keep records relating to young people secure and accessible.

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

Organisations which are funded to provide services to a young person must maintain an individual file for each service user. As records kept by organisations may be subject to subpoena, it is vital accurate information is maintained.

Records may be created in:

• hardcopy format (e.g. paper documents attached to a physical file folder)
• or
• digital format using an electronic business system or network including an eDRMS (electronic document and records management system).

Organisations must store all records and files regarding the delivery of the services in secure storage for at least 7 years from the date of expiry or termination of the Funding Schedule.