Updated October 2026
Why Charity Record Keeping Matters
Record keeping was a priority area in the Australian Charities and Not-for-profits Commission’s (ACNC) regulatory focus for 2025–26, with a clear and consistent message: good record keeping underpins everything. For charities, this is not a new obligation, but it’s an area where the ACNC continues to see weaknesses across the sector.
The ACNC’s 2026–27 focus areas have moved to governing documents and working effectively with partners. Record keeping remains an ongoing priority, and both new focus areas rely on good records: a governing document that is current, and partner arrangements that are clearly documented.
Strong record keeping is fundamental to meeting the ACNC Governance Standards. And it supports a charity’s ability to demonstrate transparency, accountability, and proper use of funds.
From a regulatory perspective, poor records often underlie other compliance issues, including inaccurate financial reporting, weak governance, and an inability to respond to ACNC queries or reviews.
What Records the ACNC Expects
Charities are expected to maintain records that:
- Correctly explain their financial position and transactions
- Enable preparation of true and fair financial statements
- Demonstrate compliance with governance standards
- Support decisions made by the board* and management
Records must be retained for at least seven years and be accessible if requested by regulators, auditors, or the ACNC.
We’ve prepared a practical guide and checklist to help your charity meet ACNC expectations ahead of your next year end and Annual Information Statement.
Download your free checklist below ↓
Common Problem Areas in Charity Record Keeping
In our experience auditing charities, and consistent with ACNC commentary on compliance, issues often arise where charities:
- Have informal or undocumented processes
- Rely heavily on key individuals rather than systems
- Do not retain supporting documentation for key transactions
- Lack clear audit trails for restricted funds, grants, or donations
- Have limited documentation of board decisions and oversight
These expectations and issues are not limited to large charities – smaller charities are equally expected to meet minimum standards, even where resources are constrained.
Getting Ready for Year End and Your Annual Information Statement
Ahead of each year end, charities should take time to:
- Review whether financial and governance records are complete and up to date
- Ensure board minutes and key decisions are properly documented
- Confirm supporting documentation exists for major transactions and balances
- Identify gaps early, before year-end reporting and audit processes begin
- For charities with a standard 30 June year end, the Annual Information Statement is due by 31 January the following year. You can confirm your charity’s due date in the ACNC Charity Portal.
Good record keeping reduces compliance risk, supports smoother audits, and helps charities respond confidently to ACNC queries if they arise.
Next Steps
Record keeping doesn’t have to feel overwhelming – but it does need attention.
If you’re unsure where your charity’s record keeping practices stand against the ACNC’s expectations, the Synectic team can help. Grab your checklist below, or reach out to our specialist advisers to get started today. We work with charities of all sizes to review record keeping practices and navigate governance requirements with confidence.
Download Your Free Record Keeping Checklist for Charities
Use this practical checklist to assess your charity against the ACNC’s record keeping requirements.
Important: This checklist provides general information only. It should be adapted to reflect your charity’s size, complexity and specific circumstances. You should seek professional advice tailored to your organisation’s individual circumstances.
Support for Meeting Your Record-Keeping Requirements
Contact the Synectic team to discuss your charity’s record-keeping practices and ensure your charity meets ACNC governance standards.
* References to the “board” include the charity’s Responsible Persons, as defined by ACNC: “The term Responsible Person refers to someone responsible for governing a charity.”
