Now, where did I put that? - by Chris Casey

Trying to manage the records and information generated for each student presently studying within your Registered Training Organisation (RTO) as well as all the other previous students’ records can be a challenging task. Trying to do it with limited space, personnel and money can be overwhelming.

The main objective of any good recordkeeping system is to ensure the information you require is current, secure, and easily retrievable and that it is in a controlled environment that is managed efficiently.

If possible, when establishing a records management system you can appoint a Records Administrator or Manager or assign a person within your organisation to be the contact or control point as far as records, forms and training materials are concerned. This person will be the pivot between the requirements under the AQTF and the requirements of the business.

What records should you keep?
Trainers files should contain their CVs and certified copies of their qualifications. These should be verified with previous employees or training organisations, TAFEs or universities to ensure authenticity.
A record of who verified the qualifications and when they were sighted should also be contained in their file. You should include information on what professional development your trainers are currently undertaking or have previously undertaken and how are they ensuring that their skills are in line with their industry’s needs?

Students files can become quite extensive while the student is studying with you. Attaching a check list to the front of each students file to ensure you have included all the necessary information in their file is a practice more and more Record Administrators are adopting.

Records can be kept electronically or on hard copy; there is no definitive rule on which method to use as long as you back up. Copies of students records must be kept off site in the event of a fire, flood or being destroyed in another way.

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