Record keeping policy template
A free, ready-to-edit record keeping policy template for Australian employers. Set out which employee records you must keep, how long to retain them, who can access them and how they are securely disposed of — built around your Fair Work obligations and the 7-year rule. No signup required.
Record keeping policy
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By downloading, you agree to our template disclaimer
This record keeping policy template reflects Australian Fair Work and record-keeping requirements at the time of publication and is provided as a general guide to adapt for your business — it is not legal advice. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
Why your business needs a record keeping policy
Under the Fair Work Act, every Australian employer must make and keep accurate, legible employment records and pay slips, and hold them for at least seven years. These records prove that you have paid the right wages, met award and National Employment Standards (NES) entitlements, and remitted superannuation correctly.
A documented record keeping policy turns those legal duties into a clear standard your whole team can follow. It defines exactly which records you keep, the format and language they’re kept in, who is responsible, how long they’re retained, and how they’re securely destroyed. That consistency is what protects you when a Fair Work inspector asks to see records, or when an employee disputes their pay.
The policy works best alongside accurate underlying data — your time and attendance records, rosters and payroll figures. Store the policy and capture employee acknowledgements in your digital HR records so you can show every worker has read and understood it, and keep an audit trail of who changed what.
What a record keeping policy should cover
The essentials of a compliant record-keeping framework
Mandatory employee records
Employer and employee details, employment type, and the relevant award or agreement.
Time & hours records
Rosters, timesheets, hours worked, overtime and breaks for each pay period.
Pay & superannuation records
Rates, gross and net pay, deductions, super contributions and pay slips.
Leave & entitlement records
Leave balances, accruals and requests across all leave types.
Retention & disposal
Minimum 7-year retention, secure storage and safe destruction once expired.
Access & inspection
How employees and Fair Work inspectors can request and view records.
What's included in this template
A complete framework for creating, storing and disposing of records
Purpose & scope
Why the policy exists and which records and people it applies to.
Legislative requirements
References to the Fair Work Act, Regulations, ATO and privacy obligations.
Employment records
Personal details, contracts, employment type and position information.
Time & attendance records
Hours worked, overtime, breaks and timesheet requirements.
Pay, super & entitlement records
Wages, pay slips, superannuation, deductions and leave balances.
Record principles
Records must be accurate, legible, in English and unalterable except to fix errors.
Retention & disposal
7-year minimum retention and secure disposal procedures.
Access rights
Employee inspection rights and Fair Work inspection procedures.
Security & privacy
How records are protected and confidentiality is maintained.
Review & acknowledgement
Policy maintenance, roles and employee sign-off.
Meeting your Fair Work record-keeping obligations
What Australian employers must keep, and for how long
Keep records for at least 7 years
Employee records and copies of pay slips must be kept for a minimum of seven years under the Fair Work Act. Records must be accurate, legible, in English, and not altered unless to correct an error. Store them digitally so they’re readily accessible and backed up — see how digital HR records keep everything in one secure place.
Pay slips have their own rules
Pay slips must be issued within one working day of payday and contain prescribed details such as gross and net pay, hourly rate, hours worked and superannuation. Failing to keep records or issue compliant pay slips can attract significant Fair Work penalties — and an inability to disprove an underpayment claim.
The records you must keep
General
Employer name and ABN, employee name, start date, employment type and the relevant award.
Pay & super
Pay rate, gross and net pay, deductions, super contributions and the fund details.
Hours of work
Hours worked where relevant, plus penalty rates, loadings and any agreed averaging.
Leave
Leave taken and the balance of each [leave accrual](/glossary/leave-accrual) for every employee.
Other categories include records of any individual flexibility arrangement, guarantee of annual earnings, and termination details such as how employment ended and notice given. See the payroll records glossary entry for a full breakdown.
Accurate records depend on accurate source data. Capturing hours through a digital clock-in and syncing pay and super through payroll integration means your records are reliable by default rather than reconstructed after the fact. For the underlying entitlements these records evidence, the Fair Work Ombudsman and the ATO set out the minimum periods that apply.
Who should use this template?
Every Australian employer must keep compliant employee records
Especially useful for owners and managers who handle payroll, onboarding and Fair Work inspections directly.
Compliance resources
Official guidance on employment records, pay slips and retention.
Keep compliant records the easy way
RosterElf captures time, leave and pay data automatically, stores your policies and acknowledgements, and keeps a secure, searchable audit trail — so your records meet Fair Work requirements without the paperwork.
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View templateRecord keeping policy FAQ
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A record keeping policy is a document that sets out how your business creates, stores, secures and disposes of its records. For employers it focuses on employee records and pay slips — defining which records you keep, the format and retention period, who can access them, and how they’re safely destroyed once no longer required — so you can demonstrate compliance with the Fair Work Act.
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Yes. This template gives you a compliant foundation, but you should tailor it to your industry, the awards or agreements that apply, and your own storage systems. For complex situations, seek independent legal or HR advice, and review the employment law guide for context.
Before you download
General information only — not legal advice
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.