Records Management Best Practices

Modified on Fri, 7 Oct, 2022 at 12:48 PM

Every childcare centre generates a large number of digital records through Cheqdin. For your peace of mind, we perform regular backups, however, we store older records for a limited period of time depending on your region's data retention regulations and standards.

In addition to having your data in the cloud, we highly recommend you download and save these essential reports to your local systems so that you can still access records further down the line.

You own your data. When you download and save reports to any external device please make sure you are storing them in secure locations with limited or restricted access for data security purposes.

Before you start saving records locally to your systems, here are five crucial record management best practices that you should follow:

Control storage and access
Be aware of data retention and disposal procedures applicable to your setting/region
Record, track and monitor movement or storage of records - Barcoding or Excel tracker
Destroy and/or delete
Outsource records management where possible (For larger groups or chains)

Monthly Downloadables

Here are a few reports for which we recommend you create folders by month/year and save records in your local systems. Where possible organise monthly/yearly folders into master folders so that your record-keeping stays organised and consistent. The folder structure shown below is an example only.