Recordkeeping Requirements

Last reviewed: April 2026

Recordkeeping is not only for large organisations. For SMEs, disciplined records are often the difference between a smooth claim and a painful reconstruction exercise.

Records to maintain

Maintain records across:

• approvals and conditions
• contracts and quotations
• invoices and payment proof
• project plans and milestone notes
• deliverables and completion evidence
• internal approvals and change records

Organisation method

Use a retrieval-first system:

• clear folder structure
• date naming convention
• single source of truth for final documents
• named owner for each record category

Retention mindset

Even when the business is busy, keep final versions and evidence in a way that another team member could understand later.

Important note

Note: Recordkeeping should be designed for retrieval under pressure, not just storage in quiet periods.

Next step

Continue to Procurement and Conflict-of-Interest Controls.