Good record-keeping is essential to meet your reporting requirements to the organisation, funding bodies, clients, government and the community.
Community organisations that are incorporated in South Australia must make sure they record:
- and explain the transactions of the association and its financial position
- a public officer, who is the main administration contact person
- minutes of all committee and general meetings.
Visit Accounts and audits for more detail about recording finances in community organisations that are incorporated.
You will also need to keep any records that are required under other relevant legislation or agreements that you have with funding bodies if you receive grants.
To ensure that you are keeping your records properly, you'll need to understand:
- where it should be kept
- how it is meant to be used.
- what information is required
- who is responsible for collecting the information
- what procedure will be used collect the information
- how long it must be kept.
Co-operatives must keep a formal register of:
- cancelled members
- minute books.
Check schedule 2 of the Co-operatives National Regulations for details about other registers that are specific to your co-operative.
Location of registers
The registers must be kept in South Australia at:
- the co-operative’s registered office
- the main place of business
- an office where the register is worked on
- another place approved by Consumer and Business Services (CBS).
Notify CBS within 28 days if the registers are moved – late fees apply – and make sure the following are available in the same office for members to inspect:
- co-operatives legislation
- minutes of general meetings
- the last annual report
- register of directors
- register of members
- registers of loans and credit
Records that your organisation may keep to ensure that your organisation runs as well as possible could include:
- employee records
- management committee records
- volunteer records
- client records.
Your organisation will also need to ensure that any personal information is collected, kept and used in a way that meets the requirements of privacy legislation.
On this site
- Information for non-profit organisations - Australian Taxation Office
- Record keeping - Australian Tax Office
- Change particulars of a limited partner (60KB PDF) - CBS
- Change an officer's details (116KB PDF) - CBS
- Record-keeping for treasurers - Our Community