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Standard 4

Effective administrative and records management procedures

The RTO has effective administrative and records management procedures in place.

Standard 4.1

The RTO must document and implement procedures to assure the integrity, accuracy and currency of records that include, but are not limited to:

  1. secure storage, including backup of electronic records;
  2. retention, archiving and retrieval of sufficient information on client's results to enable the reissue of a qualification or statement of attainment if required, for a period of 30 years, and transfer of these records consistent with State or Territory registering body requirements in the event of closure of the RTO;
  3. retention, archiving, retrieval and transfer of all other records consistent with contractual and legal requirements and the requirements of the State or Territory registering body that has registered the organisation;
  4. compliance with external reporting requirements (for example the Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) for those RTOs in receipt of government funding;
  5. safeguarding any confidential information obtained by the RTO and committees, individuals or organisations acting on its behalf;
  6. ensuring that, except as required under the Standards for Registered Training Organisations or by law, information about a client is not disclosed to a third party without the written consent of the client; and
  7. access by clients to their personal records.
Standard 4.2

The RTO must maintain up-to-date records of:
  1. the verified training and or assessment and vocational competencies of all staff and persons working on behalf of the RTO as trainers and assessors, consistent with the requirements of Standard 7;
  2. enrolments and participation; and
  3. fees paid and refunds given.
Standard 4.3

The RTO must develop and implement version control procedures for managing materials that relate to its scope of registration (including Training Packages, accredited course documents and learning/assessment materials) so that:
  1. materials are reviewed for currency by authorised and competent staff prior to issue or re-issue;
  2. a list of materials with the respective issue and/or amendment status identified is maintained; and
  3. all persons required to perform any function under the RTO's scope of registration have ready access to all necessary current materials.