How Long Should I Retain Different Documentation?!
In 2022 my daughter's daycare manager spent HOURS trawling regulations and criteria to create a list of required docs, and how long they need to be retained for. Being a curious critter by nature - and now also invested in supporting ECE Managers to stay on top of some of these types of documentation, I thought I'd give her a hand updating it for April 2025.
I quickly found the MoE Licensing Criteria website pages were the main source of information about retention periods, and the PDF was comparatively quiet on the topic. And some documentation only had retention periods mentioned in the Funding Handbook.
This, I suspect, is not news to people!
We hope this will be a useful free resource and starting point for anyone wanting to check how long they should be keeping records for, in 2025!
How long are we supposed to store all of these documents, policies, and procedures for!?
Please feel free to share this resource, or give us feedback. Is there a particular document type or record that irks you to create or keep?
Note: we used these three sources of information -
Licensing criteria for centre-based ECE services (MoE Website)andECE-Licensing-Criteria-Booklets-Centre-Based.pdfandMoE ECE Funding Handbook website and chapters
Legal Disclaimer: This document is for informational purposes only and does not constitute legal advice. While we strive for accuracy, there may be omissions or updates to regulations that are not reflected here. Please refer to the official sources, and consult a legal professional for guidance specific to your situation.
| Required Documentation | Purpose | Update Frequency | Retention Period | Additional Requirements | Centre-Based Licensing Criteria | Legal Basis | Source Disparities |
|---|---|---|---|---|---|---|---|
| Annual Budget | Guide financial expenditure | Prepared once a year and reviewed every 6 months | No specified period | Should include projected income and expenses, broken down on a monthly basis | GMA9; Annual budget, ECE Funding Handbook; Chapter 11 | N/A | Consistent across sources |
| Annual Plan | To direct service's operation | Annual plan should be developed at the same time as annual budget | Current version (no specified period) | Identify 'who', 'what', and 'when' for key tasks to undertake each year, and in regards to NELP | GMA8; Annual plan | N/A | Consistent across sources |
| Assessment Records | To notice, document some of, and respond to individual children's learning | Ongoing | For duration of child's enrollment | Records should be informed by parents' aspirations | C2; Assessment, C4; Adult's knowledge | N/A | Consistent across sources |
| Attendance Records | To document daily attendance of children and staff | Daily | 7 years | Must include: date, hour of arrival and departure, signature of parent or person collecting the child. Evidence a parent or guardian has confirmed the attendance record; (refer to ECE Funding Handbook 6-3). | GMA11; Attendance records, ECE Funding Handbook; Chapter 6 | Education (Early Childhood Services) Regulations 2008 | Consistent across sources |
| Category i and iii Medicines | To document writen authority for categories i and iii medicines | On enrolment form | Keep for 7 years | Each category has different authorisation requirements (including brand names for category i), in Appendix 3 of the Licensing Criteria | HS28; Medicine Administration | Health and Safety at Work Act 2015 | Website states retention period, PDF doesn't specify |
| Category ii Medicines | To document writen authority for category ii medicines | Daily parental authorisation | Keep for as long as the child is receiving that medicine | Each category has different authorisation requirements, in Appendix 3 of the Licensing Criteria | HS28; Medicine Administration | Health and Safety at Work Act 2015 | Website states retention period, PDF doesn't specify |
| Child Protection Policy | To guide child protection practices | Regularly reviewed (website says every 3 years) | Current version must be maintained | Must include indicators and identification of abuse and neglect, reporting procedures, and procedures to respond | HS31; Child Protection | Children's Act 2014 | No mention of retention period across sources |
| Documentation of curriculum planning, implementation and evaluation | To guide education and care program | Ongoing/regular | Not specified | Must demonstrate implementation of curriculum principles and strands | C1-C13 | N/A | Consistent across sources |
| Emergency Drills Records | To document practice of emergency procedures | Keep a record of each emergency drill. Carry out trial evacuations on at least 3 montly basis; review annually to inform the service's emergency plan | Keep emergency drill records for 2 years | Must record date, time, type of drill conducted, and adults participating | HS8; Emergency drills | Fire and Emergency New Zealand Act 2017 | Website states retention period, PDF doesn't specify |
| Emergency Plan and Procedures | To guide response in emergencies and ensure the care and safety of children and adults at the service | Reviewed at least annually | Current version must be maintained | Must include evacuation procedures for fire, earthquake, etc, & a communication plan. Must be displayed or shared to parents. | HS7; Emergency plan and supplies | N/A | No mention of retention period across sources |
| Enrolment Records | To document child enrollment information | Upon enrollment and as needed | 7 years | Must contain: child's full name, date of birth, address, names and addresses of at least 1 parent; names of people authorized to collect the child; health information including allergies, food requirements, immunization status; must be signed by parent/guardian | GMA10; Enrolment records, ECE Funding Handbook; Chapter 6 | Education (Early Childhood Services) Regulations 2008 | Consistent across sources |
| Excursions Register/Records | To document off-premises activities | For each excursion | Both regular and special excursion full records should be kept for current year + 1 year | Must include risk assessment, parent approval, ratios, etc. | HS17; Excursions | Health and Safety at Work Act 2015 | Website states retention period, PDF doesn't specify |
| Fire Evacuation Scheme | Ensure fire safety compliance | Annual in accordance with FENZ | Must be current, with trial fire evacuations reported to FENZ within 10 days of taking place | Must be approved by Fire and Emergency New Zealand | HS4; Fire evacuation scheme | Fire and Emergency New Zealand Act 2017 | No retention period specified. Website notes that FENZ requires drills every 6mo, but MoE requires at least every 3mo |
| Food and Nutrition Records | To document food provided | Daily/After each meal | 3 months | Record of food provided; must detail menus and any dietary modifications | HS19; Food and nutrition | N/A | Consistent across sources |
| Hazard and Risk Management System: Building, premises, furniture, fittings, equipment, and materials inspection records | To document regular safety checks for hazards, analyse, and minimise or eliminate risks to children. | Daily | Keep the hazard and risk checklists for the current and preceding year. | Documented daily checks. Must identify hazards, how they will be eliminated, minimized or isolated | HS12; Hazard and risk management | Health & Safety at Work Act 2015 | Website states retention period, PDF doesn't specify |
| Injuries, Illnesses, or Incidents Records | To document children's accidents, illnesses, injuries, or incidents, to then analyse and reduce risks | As events occur | Keep for 2 years from date of incident, or 5 years if notifiable under Health and Safety at Work Act 2015 | Must include date, child's name, injury/incident, actions taken, outcomes, evidence parents have been informed | HS26; Response to infectious illnesses, HS27; Medical assistance and incident management | Health and Safety at Work Act 2015 | Consistent across sources |
| Medication Administration Records | To document administration of medicine, both prescription and non-prescription | As medicines are administered | The record of medicine administered to children should be kept for 2 years | Must include child's name, medicine, dose, time, date, staff signature, parental acknowlegement. Category i and ii require daily acknowledgement, iii requires every 3 months if dosage doesn't change | HS28; Medicine Administration | Health and Safety at Work Act 2015 | Website states retention period, PDF doesn't specify |
| Notifying of Serious Injury or Illness | To document any serious (or as defined) injury, illness, incident or allegation, send to specific agencies and MoE. | Where there is a serious injury or illness or incident involving a child while at the service | For any notifable insure under the HSWA 2015, it is a requirement to keep the records for 5 years from the date of the incident | Notification per agency forms/specifications | HS34; Incident notification to the Ministry of Education, HS27; Medical assistance and incident management | Health and Safety at Work Act 2015 | Website seems to specify retention period for HS34 under HS27, PDF does not specify |
| Philosophy Statement | To guide service's operation | As needed/reviewed; it is a 'living document' | Current version must be maintained | Must be displayed | GMA5; Philosophy statement | N/A | Retention period not mentioned across sources |
| Police Vetting Results | To document police checks for staff | Before employment, and again every 3 years | As long as the children's worker is employed or engaged (then, securely destroy) | Must meet Children's Act 2014 requirements | GMA7A; Safety checking | Children's Act 2014 | Website states retention period, PDF doesn't specifically mention police vetting |
| Practising Certificates & Qualification Records | Confirm staff credentials | Before certificates expire | 7 years | Copies of current and valid qualifications, Staff Records, employment contracts, salary determination, etc | Education Council Requirements, Funding Handbook Chapter 3 | Education and Training Act 2020 | Handbook only; not specifically mentioned in website or PDF |
| Safety Check Documentation | To document safety checks of staff | Before employment and updated every 3 years | As long as the children's worker is employed or engaged (then, securely destroy) | Must comply with Children's (Requirements for Safety Checks of Children's Workers) Regulations 2015; made up of 7 components including identity verification, police vetting, etc | GMA7A; Safety checking | Children's Act 2014 | Website states retention period, PDF doesn't specify |
| Self-Review Documentation | To demonstrate ongoing reflection and improvements | Regular/ongoing | Not specified | Must document process, schedule of review, and outcomes | GMA6; Self-review and internal evaluation | N/A | Retention not specified across sources |
| Sleep Monitoring Records | To document sleep checks | Every 5-10 minutes for under 2s | Current year plus 1 additional year | Must include time of check, staff name, observation | HS9; Sleep monitoring | Health and Safety at Work Act 2015 | Website states retention period, PDF doesn't specify |
| Staff First Aid training records | To document first aid training | Before expiry and as training is completed | Duration of employment | Must show current first aid qualifications | HS25; First aid qualifications | Health and Safety at Work Act 2015 | Website states retention period, PDF doesn't specify |
| Training to Administer Medicine | To record training provided to ensure adults at the centre are confident and capable of administering all medicines | When medications requiring additional training is needed (e.g. EpiPens, insulin injections) | Duration of the child's enrolment or the staff member's employment, whichever is longer. | Must be kept with child's enrolment record | HS29; Medicine training | Health and Safety at Work Act 2015, Part 2 of the Humans Rights Act 1993 | Website states retention period, PDF doesn't specify |
How Can Clasp Help?
Managing policies and remembering and recording emergency drills shouldn't be a time-consuming burden.
1. Securely store policies and emergency drill records for their full retention period, and beyond!
2. Effortless Policy Management – Bulk-upload, create, and update policies in one place
3. Automated Review Cycles – Set reminders to keep policies up to date
4. Full Auditable Visibility – Track whanau and staff engagement, review change logs, and see licensing-criteria alignment at a glance
Join your fellow ECE managers!
Our early-bird centres are loving how simple policy and drill management can be, and having the opportunity to shape Clasp to suit their needs.
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