When it comes to running an aged care service in Australia, keeping the right records is not just a good habit—it is part of the rules. Whether you are managing a residential care home, supporting clients in their own homes, or reviewing internal policies, record keeping forms the foundation of how you show accountability, safety, and compliance.

If your documents are scattered across desktops, drawers, or saved under “final final.docx” for the tenth time, it might be time to get serious. Good record keeping is not about hoarding paper or hoarding files. It is about knowing what you have, why you need it, where it lives, and when it needs to be updated.

So, let us walk through what aged care providers like you need to know to keep your aged care policy templates in good order—and in good standing when the auditors come knocking.

Why Record Keeping Matters

First things first: record keeping is required by law. The Aged Care Quality Standards, the Aged Care Act, and other regulations make it clear that records must be accurate, current, and secure. They are your paper trail, your evidence, your safety net.

Poor record keeping can lead to failed audits, legal trouble, and loss of funding. On the other hand, strong records show your team is reliable and consistent in providing safe care.

Think of record keeping like looking after a vegetable garden. If you do not label what you planted, record when you watered it, or keep pests out, you will end up with confusion and chaos. Good care needs a good system.

What Records You Need to Keep

You probably already know you need to keep incident reports, care plans, and medication logs. But what about the documents behind your service delivery—the ones that guide your team’s actions day to day?

Here are the policy documents you need to keep in good order:

• Infection prevention and control policies
  
• Staff conduct and behavioural policies
  
• Incident management procedures
  
• Privacy and confidentiality guidelines
  
• Medication handling protocols
  
• Workplace health and safety procedures
  
• Risk assessment templates
  
• Resident rights and responsibilities policies
  

If it shapes how your team acts, it needs to be documented—and it needs to be tracked.

You can browse updated aged care policy templates on the Governa AI Policy Templates page.

How Long You Need to Keep Records

In Australia, the length of time you must keep policy documents and other records depends on what kind of document it is. Some general guidelines include:

• Client and resident records: 7 years after the last entry or until the resident turns 25 (whichever is longer)
  
• Staff records: 7 years after employment ends
  
• Policy documents and procedures: Keep the current version, and previous versions for reference for at least 7 years
  
• Incident and complaint records: 7 years from the date of the incident or resolution
  

Keeping outdated documents may seem unnecessary, but auditors often want to see past versions to understand how your service has changed and how you addressed risks over time.

Document Control: Keeping Track of Versions

Now here is where the wheels often fall off. Document control is the process of managing who created what, when it was updated, and what version is current.

Without document control, your team could be following different versions of the same policy. That is like trying to build a puzzle when half the team is using the wrong box lid.

Every policy should include a version number, author or reviewer name, and the date of the last update. Keep a document control register so you can quickly check what is current and what needs review.

Here is what a simple register might include:

Secure Storage: Keeping Policies Safe

Once you have all these records, where do you keep them?

Secure storage means keeping records safe from both prying eyes and sudden disasters. Whether you are going digital or sticking with hard copies, you need systems that keep your documents:

• Accessible to authorised staff
  
• Protected from damage or loss
  
• Backed up regularly
  
• Safe from unauthorised access
  

Digital systems should use passwords, backups, and permissions. Hard copies should be stored in locked cabinets in restricted areas. It is also a good idea to keep copies off-site or in cloud-based systems, just in case your main location is flooded, burned, or accidentally deleted.

Remember, just because a file is stored in the cloud does not mean it is out of your hands. You are still responsible for keeping it safe and available.

Reviewing and Updating Your Policies

Having a set of aged care policies is not a one-and-done job. Policies need regular reviews to stay current with:

• Changes in legislation
  
• New Aged Care Quality Standards updates
  
• Audit findings
  
• Feedback from staff and residents
  
• Lessons learned from incidents
  

Create a review schedule and stick to it. Most policies should be reviewed every 12 months, or sooner if there is a significant change in practice or regulation. Make it someone’s job to check review dates and follow up.

An outdated policy is like an expired fire extinguisher—it might look fine, but when you need it, it will not work.

Training Staff on Your Policies

Good record keeping means nothing if no one is reading or following the policies.

Staff must know where to find your aged care policy documents, how to access them, and which version to use. They should also understand how to report issues or suggest changes.

Use team meetings and training sessions to go over new or updated policies. Make room for questions. Keep it clear and simple. There is no shame in re-reading a policy if it saves confusion later.

You might even say, “Better to ask twice than act once and regret it.”

Getting Support from Governa AI

You do not have to start from scratch. If keeping your aged care policy documents up to date feels like herding cats, Governa AI is here to support you.

We offer policy templates designed to meet Australian standards. You can edit them to suit your service, manage versions, and keep everything stored in one place. Visit our Policy Templates page to find tools built for aged care providers like you.

Our platform takes the guesswork out of compliance and gives you confidence in your documentation—without making it harder than it needs to be.

In Summary

Let us put it all together. Record keeping is more than paperwork—it is proof that you are doing the right thing. For aged care services, keeping your policies in order is key to staying compliant and protecting the people you support.

Here is what matters most:

• Keep clear, current, and complete policy documents
  
• Track versions using a document control register
  
• Store records securely and for the required time
  
• Review and update policies regularly
  
• Train staff to understand and use them
  
• Use resources like Governa AI to help lighten the load
  

Take Action Today

If your policy documents are hard to find, out of date, or scattered across folders, now is the time to tidy up. You do not need to do it alone.

Visit Governa AI to access ready-made aged care policy templates, smart record keeping tools, and everything you need to stay audit-ready—without chasing papers or playing detective.

Good records make good care. Start building yours today.