Good record keeping and timely reporting are essential parts of running a P&C. These processes support transparency, accountability and continuity, and help protect both the association and its volunteers. 

This resource explains what records P&Cs need to keep, who they report to, and why doing this well matters. 

Why this matters 

P&Cs are responsible for managing money, making decisions and meeting regulatory obligations. Clear and timely records help ensure that: 

• decisions can be understood and relied on 
• reporting obligations are met 
• new office bearers can step into roles with confidence 
• the association can demonstrate good governance 

Leaving record keeping to the last-minute increases stress, raises the risk of errors, and can lead to missing information or delays in reporting. 

What records P&Cs need to keep 

While the detail will vary, P&Cs are generally required to keep records relating to: 

• meetings, including agendas and minutes and declarations of interest 
• financial transactions, such as income, expenditure and bank records 
• decisions, including approvals and delegations 
• contracts, agreements and policies, including insurance policies 
• membership and governance documents, including the constitution 
• care and supervision of children (including OHSC) 

Records should be accurate, complete and stored securely. 

Keeping records as you go 

Good practice is to: 

• record decisions and transactions as they occur 
• store documents in a shared, accessible location 
• use clear and consistent naming conventions 
• avoid relying on personal email accounts or devices 

Regular, routine record keeping makes reporting far easier and reduces risk. 

Reporting obligations: who you report to 

Most P&Cs are: 

• incorporated associations registered with Access Canberra, and 
• registered charities with the Australian Charities and Not-for-profits Commission (ACNC). 

Where a P&C is registered with both, it generally only needs to report to the ACNC. ACNC and Access Canberra share information, so meeting ACNC reporting obligations helps meet incorporation requirements as well. 

Some P&Cs may only be registered with Access Canberra and must report directly to them. 

It’s important to know which category your P&C falls into. 

Why timely reporting is critical 

Failing to meet reporting obligations can have serious consequences. 

Depending on your registration status, this may: 

• place your incorporation at risk 
• affect your charity and not-for-profit status 
• trigger follow-on consequences with the Australian Taxation Office 
• create additional administrative burden and scrutiny 

Timely reporting helps avoid these risks. 

Financial reports, reviews and audits 

Record keeping underpins: 

• annual financial reports 
• financial reviews or audits 
• AGM reporting 

Keeping good records throughout the year makes these processes far less stressful. 

Detailed guidance on financial reviews and audits is covered in a separate resource. 

How long records should be kept 

Records should be kept for the period required by law and good governance practice. 

As a general guide: 

• financial records should be kept for at least seven years 
• governance records, such as constitutions and minutes, should be kept permanently 
• Where a P&C has a duty of care for children, such as through operating an OSHC service or supervising students at an event like a disco, records must be kept for a minimum of 25 years, including records relating to the staff or volunteers involved in delivering that activity. 

Storing records securely and accessibly supports continuity and accountability. 

Related resources 

• Managing P&C money and risk 
• Spending P&C funds 
• Financial review and audit 
• AGM and annual obligations 

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