Records

The Records page provides a simple document storage area for important society documents like the constitution (draft and final versions), officer consent forms, and other key records that need to be kept and easily accessed.

What You Can Do on This Page

• Add important society documents and records

• Store draft and finalised versions of the constitution

• Upload officer consent forms

• Keep other critical society documents in one place

• Search for stored documents

• View document details (name, type, status, filename, last saved date)

Key Parts of the Records Page

Actions Panel Currently shows no to-do items (displays when record-related actions are pending).

Obligations Panel Highlights three key purposes:

• Registration and Compliance: Store re-registration application documents

• Statutory Record Maintenance: Keep required statutory records

• Information Access and Transparency: Maintain documents for information requests

Society Documents Section Simple document storage featuring:

• Search bar to find documents

• "+ Add Record" button to upload new documents

• Table showing all stored records with their details

All Records Table Displays uploaded documents with columns for Record Name, Record Type, Record Status, Filename, and Last Saved date.

Common Tasks

Adding a Record

1. Click "+ Add Record" button

2. Enter a descriptive record name

3. Select record type (e.g. Consent Form, Policy)

4. Choose record status (Draft, Final, Approved)

5. Upload the document file

6. Save the record

Finding a Document

1. Use search bar to enter document name or keywords

2. Browse the All Records table

3. Click on document to view or download

Important to Know

About Document Storage:

• Use Records to keep important documents in one secure location

• Store both draft and final versions of key documents like the constitution

• Keep officer consent forms and other compliance documents here

• Organize with clear names and appropriate record types

About Required Records:

• Societies must keep certain documents by law (constitution, meeting minutes, financial records)

• Records typically must be retained for at least 7 years

• Some records must be available to members on request

Common Questions

• What types of documents should we store here? Store important society documents including: constitution (drafts and final), officer consent forms, policies, approved committee decisions, and any documents needed for re-registration or compliance.

• Can we store meeting minutes here? Yes, though meeting minutes are primarily managed in the Meetings section. Records can be used as backup storage or for special documents.

• How do we organise documents? Use clear, descriptive names and select appropriate record types when uploading. Update status as documents progress from Draft to Final or Approved.