The Child Safe Framework Procedure for record keeping relates to the documentation and safe and secure storage of records in relation to keeping young people safe, of reports of concerns about young people and of reporting of incidents.

  1. In the documentation and storage of records we will consider the National Privacy Act principles, ie.
    • that private information is only collected if necessary;
    • individuals concerned are advised of its intended use;
    • personal information collected is stored securely and not divulged to others without the consent of the individual involved;
    • any personal information the organisation is keeping, which is no longer required, is out of date or incorrect, is either destroyed or amended to be accurate.
  2. The Board will delegate the task of adequate documentation and secure storage of all records to the Young Life Australia Database Manager.
  3. The Database Manager is responsible for the implementation of our record keeping procedures.
  4. Child Safe records will be kept in secure (locked or pass-worded) storage for a period of not less than 45 years.
  5. The Area Manager will collect information using information and permission forms for giving permission in situations including but not limited to:
    • collecting, retaining, and distributing of personal information of program participants;
    • taking photos, displaying photos of attendees in hard copy or electronic forms such as communication or social media platforms;
    • providing details of persons appearing in photos in either hard or electronic forms.
  6. Employment records, including all documentation as part of our Child Safe Procedures will be securely stored electronically by the Database Manager.
  7. Child protection reports and records, including all documentation as part of our Child Safe Procedures will be securely stored electronically by the Child Safety Office. These records will be kept permanently.
  8. Incident reports and records including all documentation as part of our Child Safe Procedures will be securely stored electronically by the Database Manager. These records will be kept permanently.