Filing systems

Filing systems

The aim of a filing system is to make the retrieval of information easy. Your centre can develop a system that works for everyone. Note that records relating to enrolment, accidents, medicines, finance and bulk funding must be kept for up to 7 years under the 2008 Early Childhood Regulations. In general the following principles apply:

  • File the most recent material at the front.

  • Regularly weed outdated material that does not need to be kept.

  • Archive centre specific material, minutes, officeholders’ lists, registers and annual financial reports.

  • Keep only correspondence referring to constitutional issues.

  • Close all financial records (invoices, receipts, etc) at the end of each year and store for seven years.

  • Store confidential information about individuals securely in locked files.

Posted: Monday 4 January 2016