First Aid Alive Records Management Policy

Purpose

First Aid Alive is committed to maintaining accurate, secure, and accessible records in accordance with legislative, regulatory, and operational requirements. This policy outlines how records are created, stored, accessed, retained, and disposed of to ensure compliance and protection of personal and organisational information.

Scope

This policy applies to:

Learner records
Assessment records
Staff and trainer records
Financial and administrative records
Electronic and hard copy documents
All staff, contractors, trainers, and assessors

Policy Statement

First Aid Alive will ensure that all records are:

Accurate and up to date
Stored securely and protected from unauthorised access
Maintained confidentially in accordance with privacy legislation
Accessible only to authorised personnel
Retained and disposed of in accordance with regulatory requirements

Types of Records Maintained

Records may include:

Enrolment forms and learner information
Assessment evidence and outcomes
Statements of Attainment and certification records
Attendance records
Trainer and assessor qualifications and currency records
Complaints and appeals documentation
Validation and moderation records
Financial and administrative records

Storage and Security

First Aid Alive will:

Store electronic records securely using password-protected systems
Store hard copy records in secure locations with restricted access
Protect records from loss, damage, theft, or unauthorised access
Regularly back up electronic records where applicable

Only authorised personnel may access confidential records.

Access to Records

Learners may request access to their personal records by contacting First Aid Alive.

Access to records will:

Be managed in accordance with privacy legislation
Require proof of identity where appropriate
Only be provided to authorised individuals or regulatory bodies where required by law

Retention of Records

First Aid Alive will retain records in accordance with legislative and regulatory requirements, including:

Assessment records retained for the required compliance period
Qualification and Statement of Attainment records maintained as required under RTO standards
Financial and business records retained according to legal obligations

Disposal of Records

Records that are no longer required will be disposed of securely to maintain confidentiality.

Methods may include:

Secure shredding of paper records
Permanent deletion of electronic files
Disposal procedures that prevent unauthorised recovery of information

Responsibilities

Management

Management is responsible for:

Ensuring compliant record management systems are maintained
Protecting the security and confidentiality of records
Monitoring compliance with this policy

Staff and Trainers

Staff and trainers are responsible for:

Accurately completing and maintaining records
Following confidentiality and privacy requirements
Reporting any record management issues or breaches

Privacy and Confidentiality

All records containing personal information will be handled in accordance with the Privacy and Confidentiality Policy and relevant legislation.

Breaches

Unauthorised access, disclosure, alteration, or destruction of records may result in disciplinary action and reporting where required.

Review

This policy will be reviewed regularly to ensure compliance with legislative, regulatory, and organisational requirements.

Version: 1.0
Effective Date: 20/06/2026
Review Date: 20/06/2027

First Aid Alive

Committed to secure, accurate, and compliant records management.