Caring for Our Children (CFOC)

Chapter 9: Administration

9.4 Records

9.4.1 Facility Records/Reports Maintenance of Records

The facility should maintain the following records:

  1. A copy of the facility’s license, insurance coverage, child care regulations or registration, all inspection reports, correction plans for deficiencies, and any legal actions;
  2. Physical health records for any adult who has direct contact with children;
  3. Training records of the caregiver/teacher and any assistants;
  4. Criminal history records and child abuse and neglect records, as required by state licensing regulations;
  5. Results of well-water tests where applicable;
  6. Results of lead tests;
  7. Insurance records;
  8. Child health records;
  9. Attendance records and sign-in/sign-out records, as well as authorization for pick-up;
  10. List of reportable diseases;
  11. Incident reports;
  12. Fire extinguisher records and smoke detector and carbon monoxide detector battery checks;
  13. Evacuation, emergency, and shelter-in-place drill records;
  14. Play area and equipment warranty, maintenance, and inspection records;
  15. Consultation records;
  16. Medication administration logs; and
  17. Nutrition and food service records.

The length of time to maintain records should follow state regulation requirements. A sample of a state regulation is below.

Operational control to accommodate the health and safety of individual children requires that information regarding each child in care be kept and made available on a need-to-know basis. These records and reports are necessary to protect the health and safety of children in care.

An organized, comprehensive approach to injury prevention and control is necessary to ensure that a safe environment is provided for children in child care. Such an approach requires written plans, policies, and procedures, and record keeping so that there is consistency over time and across staff and an understanding between parents/guardians and caregivers/teachers about concerns for, and attention to, the safety of children.

A file of all purchased equipment and toys with warranty information and model numbers will help identify items that have hazard warnings or are recalled by the U.S. Consumer Product Safety Commission (CPSC). A photo of the purchased items can be added to the file.

A sample of state regulations for length of time to maintain records is below.

Retention of Records

  1. Documentation of the previous twelve months activity should be available for review. Records should be accessible during the hours the facility is open and operating.
  2. For licensing purposes, children’s information should be kept on file a minimum of one year from date of discharge from the facility.
  3. For licensing purposes, personnel records should be kept on file a minimum of one year from termination of employment from the facility.
  4. For licensing purposes, staff training certificates and continuing education certificates should be kept on file for a minimum of five years for currently employed staff (1).
Center, Early Head Start, Head Start, Large Family Child Care Home, Small Family Child Care Home
RELATED STANDARDS Staff Recruitment Initial Orientation of All Staff Orientation for Care of Children with Special Health Care Needs Orientation Topics First Aid and Cardiopulmonary Resuscitation Training for Staff Topics Covered in Pediatric First Aid Training Cardiopulmonary Resuscitation Training for Swimming and Water Play Continuing Education for Directors and Caregivers/Teachers in Centers and Large Family Child Care Homes Continuing Education for Small Family Child Care Home Caregivers/Teachers Training of Staff Who Handle Food Child Abuse and Neglect Education Training on Occupational Risk Related to Handling Body Fluids Pre-Employment and Ongoing Adult Health Appraisals, Including Immunization Notification of the Facility About Infectious Disease or Other Problems by Parents/Guardians List of Excludable and Reportable Conditions for Parents/Guardians Testing of Drinking Water Not From Public System Testing for Lead and Copper Levels in Drinking Water Water Test Results Emergency Safe Drinking Water and Bottled Water Testing for and Remediating Lead Hazards Reports of Annual Audits/Monthly Maintenance Checks of Play Areas and Equipment Records of Proper Installation and Maintenance of Facility Equipment Facility Insurance Coverage Availability of Documents to Parents/Guardians Records of Illness Records of Injury Documentation of Parent/Guardian Notification of Injury, Illness, or Death in Program Review and Accessibility of Injury and Illness Reports Record of Valid License, Certificate, or Registration of Facility Maintenance and Display of Inspection Reports Written Plan/Record to Resolve Deficiencies Availability of Reports on Inspections of Fire Protection Devices Evacuation and Shelter-In-Place Drill Record Documentation of Child Care Health Consultation/Training Visits Records of Nutrition Service Contents of Child’s Records Pre-Admission Enrollment Information for Each Child Contents of Admission Agreement Between Child Care Program and Parent/Guardian Contents of Child’s Primary Care Provider’s Assessment Health History Contents of Medication Record Contents of Facility Health Log for Each Child Maintenance of Attendance Records for Staff Who Care for Children