Record keeping for independent support workers
The records independent support workers must keep: shift notes, incident records, invoices, service agreements and consent. How long to keep them, privacy and good note habits.
Why record keeping matters for independents
Support records you must keep
Business records you must keep
How long to keep records
Privacy and confidentiality
Good note-writing habits
Setting up a simple system
Frequently asked questions
What records do independent support workers have to keep?
Two kinds: support records (shift/progress notes, incident records, consent, service agreements, care instructions) and business records (invoices, expense receipts, bank records, insurance and screening certificates, tax and super records). Support records evidence safe care under the NDIS Code of Conduct; business…
How long do I need to keep my records?
Keep business and tax records for at least five years, per current ATO guidance, and support or incident records potentially longer — especially anything involving incidents, children or safeguarding. When retention periods differ, keep the record for the longest that applies. Confirm current periods with the ATO for…
How should I write good shift notes?
Write them at the time or straight after, stick to facts rather than opinions, be specific about times and what you observed and did, and use respectful person-first language since the participant may read them. Never edit a past note — add a dated correction instead. Sign and date every entry with the shift it relates…
How do I keep participant information private?
Collect only what you need, use it only for its purpose, store it securely and share it only with consent or where legally required. In practice: password-protect and back up devices, use reputable secure storage, keep notes out of sight in cars or on shared computers, and be careful with names in messages or on social…
Can I keep my records digitally?
Yes, and it's usually easier and safer than paper. Use reputable, secure cloud storage with automatic backup so a lost or broken device doesn't mean lost records. Keep a folder per participant for agreements and consent, an invoicing app for the money side, and check that any apps store data securely and ideally in…
Do I need to keep records if the participant is self-managed?
Yes. Regardless of how a participant's plan is managed, you should keep shift notes, incident records, consent, a signed service agreement and copies of your invoices. Your record-keeping and Code of Conduct duties don't change with plan management type — and your own business and tax records are required either way as…