The important thing is for your agency to have a clear policy on how long your agency will retain the different types of personal information you collect, and to apply this consistently. If you have a policy that says you will hold a certain type of information for a specific period, but then fail to do so, then this may indicate that your agency has a problem with information security. We respect your Do Not Track preference. Provider Factsheet - Management of Client Records.
Provider Factsheet - Documentation and Record Keeping. Search Hearing Services Online. Text size: A. Default text size A.
Large text size A. Very large text size. How can I deliver services? Sub-pages of How can I deliver services? What must I keep in the client record? Relocating Clients When a client relocates to a new provider, or the record is requested by the department, it must include copies of any results and reports from systems such as in NOAH, Simply Hearing or Fitting Wizard in a format that is accessible.
How long must I keep client records? What do I do with client records that are older than the minimum retention period? You must not destroy a client record where any of the documents are within the minimum retention period. You also cannot destroy part of a client record, the record must remain complete for the entire minimum retention period. Client records must be accessible and complete for at least the minimum retention period.
What do I do if a client requests their record? If a client requests their record, you may give them a copy or allow them to view the record. Under APP 12, a client may submit, to either you or the department, a request for access to the personal information held about them.
Your Privacy Policy should inform the client how to request this. Access to the information does not give the client ownership or custody of the record. What do I do with client records when my business is closing? Where a business has been sold to another provider, client records can only be transferred to the new provider if clients have been notified of the transfer and have been given the option to change to a different provider. This occurs as part of the closure process.
How can I store paper records? What are the requirements for digitising paper records? This certification should include: the date the original paper client record was created the date the client record was digitised the name of the person who digitised the client record the date the quality check was performed any issues found during the quality check and how these were rectified the name of the person who performed the quality check. Individual documents relating to a client must be packaged in one complete client record.
The new electronic record becomes the original client record. Job applicant information must be kept for at least three years, even if you didn't hire the applicant. Ownership Records, such as business formation documents, annual meeting minutes, by-laws, stock ledgers and property deeds, should be retained permanently.
Accounting Services Records should be retained for a minimum of seven years. Accountants, being a conservative bunch, will often recommend that you keep financial statements , check registers, profit and loss statements, budgets, general ledgers, cash books and audit reports permanently. Operational Records, including bank account statements, credit card statements, canceled checks, cash receipts and check book stubs, follow the seven year rule.
Subscribe to Email Updates. We do not provide tax services, including but not limited to tax preparation, tax law, tax compliance, tax filing, and tax planning services. In general, you need to keep most records for five years. Starting from when you prepared or obtained the records, or completed the transactions or acts they relate to. Manual bookkeeping systems use a series of books or ledger accounts. You can often get these from your local newsagent, office supply or book store.
The ATO is moving towards all electronic records. So, now may be a good time to go electronic. Some advantages of digital record keeping include:. Check what software your accountant or business advisor recommends. Find out about the cloud computing software service on the ATO website. Are you confident using a computer, but don't have the funds for an accounting package? Consider setting up a series of spreadsheets for your accounts.
Visit the ATO website for more information on manual and electronic record keeping systems. As your business grows, you may find you need to update or upgrade to a POS system. These are computer systems that help you process sales and can support record keeping.
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