Record Keeping & Compliance policy template
Meet your Fair Work record-keeping obligations with confidence. This policy outlines requirements for employment records, time and wage documentation, and the 7-year retention period required by law.
Record keeping policy
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Why proper record keeping is essential
Under the Fair Work Act, all Australian employers must maintain accurate employment records for a minimum of 7 years. These records are critical for demonstrating compliance with wages, entitlements and modern award obligations.
Fair Work inspectors have the power to request and inspect employment records at any time. Without proper documentation, businesses face penalties starting at $16,500 for individuals and $82,500 for corporations — per breach.
Beyond compliance, good record keeping protects your business from disputes, supports workforce planning and provides evidence in unfair dismissal or underpayment claims.
Key elements of a record keeping policy
What your Record Keeping Policy should include
Employment record requirements
Comprehensive list of mandatory employment records under Fair Work regulations.
Time and wage record keeping
Requirements for recording hours worked, rates paid and wage calculations.
Leave and entitlement tracking
Systems for documenting leave balances, requests and accruals.
Record retention periods
Minimum 7-year retention period for employment records as required by law.
Access and inspection procedures
How employees and Fair Work inspectors can access employment records.
Digital record management
Best practices for storing records electronically with security and backup protocols.
What's included in this template
Comprehensive coverage of record keeping requirements
Purpose & scope
Why the policy exists and which records it covers.
Legislative requirements
Reference to Fair Work Act, Regulations and record-keeping obligations.
Employment records
Personal details, employment contracts and position information.
Time and attendance records
Hours worked, overtime, breaks and timesheet requirements.
Pay and entitlement records
Wages, superannuation, leave balances and deductions.
Leave records
Annual leave, personal leave, long service leave tracking.
Termination records
Notice periods, final pays and separation documentation.
Retention and disposal
7-year minimum retention and secure disposal procedures.
Access rights
Employee inspection rights and Fair Work compliance procedures.
Security and privacy
How records are protected and privacy maintained.
Who should use this template?
Essential for every Australian employer
Legal disclaimer
This template is designed to reflect Australian Fair Work requirements at the time of publication. It is provided as a general guide only and does not constitute legal advice.
You should review and tailor this template to suit your business, industry and applicable modern awards. For complex employment situations, seek independent legal or HR professional advice.
Regulatory sources
This template is aligned with official Australian workplace health and safety requirements.
Ready to establish compliant record keeping?
Download our comprehensive Record Keeping Policy template and ensure your employment records meet Fair Work requirements. Store this policy and track employee acknowledgements with RosterElf's HR software.
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Record keeping policy FAQ
- Different records have different retention periods. Employee records: 7 years after employment ends. Safety records: typically 30 years for health monitoring, 5 years for training and incident records. Financial records: 7 years. Check specific legislation for your industry.
- Records can be kept electronically or in hard copy. Electronic records must be readily accessible, legible, and able to be printed if required. Ensure proper backup and security for electronic records using digital HR records software. Some records may need to be in specific formats for regulatory purposes.
- Failure to keep required records can result in significant penalties under the Fair Work Act, WHS legislation, and tax laws. In employment disputes, failure to produce records can result in adverse inferences against the employer.
- Yes. This template provides a solid foundation, but you should tailor it to reflect your specific workplace hazards, industry requirements, and applicable WHS legislation. Consult with your workers and health and safety representatives during the customisation process.
- Distribute the policy during safety induction for new employees and via toolbox talks or safety meetings for existing staff. Ensure the policy is accessible on noticeboards or your intranet. Using HR software with policy management can track acknowledgements.
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Disclaimer
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.