KindPath Collective Inc
Records Retention and Disposal Schedule
Version 1.0 | Effective: 29 August 2026 | Review: 29 August 2027 | Owner: Director
1. Purpose
To set out how long different categories of KindPath records are kept, and how they are securely disposed of once that period ends.
2. Legislative and standards basis
NDIS Act 2013 (Cth) and Rules (record-keeping obligations for registered providers); Privacy Act 1988 (Cth); HRIP Act 2002 (NSW); Associations Incorporation Act 2009 (NSW) — financial and meeting records.
3. Retention schedule
| Record category | Minimum retention | Basis |
|---|---|---|
| Participant support records (case notes, support plans, ABC data) | 7 years from last support provided (longer if participant was a minor at the time — until they turn 25) | NDIS record-keeping practice; HRIP Act health record standard |
| Incident and reportable incident records | 7 years | NDIS Commission expectations |
| Complaints records | 7 years | NDIS Practice Standards |
| Service agreements and consent records | 7 years from agreement end | Contractual/legal limitation periods |
| Worker screening and induction records | For duration of engagement plus 7 years | Employment/WHS record-keeping |
| Financial records | 7 years | Associations Incorporation Act 2009 (NSW); Australian Taxation Office requirements |
| Governance records (minutes, registers) | Permanently, or minimum 7 years | Associations Incorporation Act 2009 (NSW) |
| Conflict of interest disclosures | Permanently, or minimum 7 years | Governance standard |
4. Disposal
- Paper records are shredded, not placed in general waste.
- Digital records are securely deleted (not just removed from an active folder view) using a method that prevents recovery, once the retention period has passed and no legal hold applies.
- A participant’s request for earlier deletion is honoured where no legal retention obligation requires KindPath to keep the record.
5. Roles and responsibilities
- Director: oversees retention compliance and disposal; maintains a simple log of what’s been disposed of and when.
6. Related documents
Information Management and Privacy Policy
7. Review
Annually, or on legislative change to any retention period above.