Amberley O.S.H.C.

Children are our future, We are dedicated to their success!

10.14 Record Back Up and Off Site Information Handling

Amberley OSHC acknowledges and recognises that considerable amounts of information pertaining to the daily and historical operations of Amberley OSHC are stored on computer or other files.

The storage and long term maintenance of this information is vital in the monitoring of compliance activities and to prevent Amberley OSHC from losing valuable information therefore it is important to maintain effective storage procedures.

Relevant Laws and other Provisions

The laws and other provisions affecting this policy include:

  • Commonwealth Child Care Act 1972 (Child Care Benefit)
  • Privacy Act 1988 and Regulations 2013
  • NQS Area: 7.1.1; 7.3.1, 7.3.2, 7.3.5.
  • Policies: 1 – Quality Compliance, 10.8 – Information Handling (Privacy and Confidentiality), 10.12 – Information Technology.


The Nominated/Certified Supervisor (or other relevant person) shall be responsible for conducting a daily/weekly backup of the entire computer system.  Some childcare management programs are web based and may be automatically updated by the software provider.

A back-up of the entire service files shall be done internally as well as on an appropriate external disk drive.

Record of the backup shall be maintained in the ‘Computer Record Backup Book’ and signed by the Nominated/Certified Supervisor or Administrator.  The backup shall be taken off site by the Nominated/Certified Supervisor and returned to site on the following working day.

Management shall provide the Nominated/Certified Supervisor with an appropriate lockable box in which to store the backup while off site to ensure information is safe, secure and inaccessible to public.

Services may use web based (cloud) data storage systems for back-up and archiving of records.  Records of back-up should be noted in the ‘Computer Record Backup Book’ with access to these records limited to the P&C Executive and the OSHC Coordinator.  To ensure the safety and security of service records, password protection may be considered.

Storage of computer data shall be carried out in accordance with any requirements of the organizations insurer.  This may involve completion of a risk management plan to ensure all foreseeable risks to data security are considered and managed appropriately.

Any data or memory sticks, compact disks or other computer storage devices purchased by Amberley OSHC, shall remain the property of Amberley OSHC.

No employee shall be permitted to copy files onto personal storage devices or to email information off site other than to an approved off site data storage company, unless express consent is provided by the employer.

Data storage devices shall be checked weekly to ensure appropriate functioning.

Updated  and  reviewed 8 September 2014, Reviewed 27 April 2015, Updated 12 May 2015

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