Recordkeeping and Reporting in Human Resources
This guide helps in developing robust recordkeeping systems so that human resource (HR) professionals can effectively manage employee data.
Recordkeeping
These resources cover the process of tracking activities, transactions, and events in an information management system. Recordkeeping is key to compliance, tracking progress toward program goals, and supporting continuous quality improvement. Recordkeeping and reporting together make up one of the 12 program management systems.
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Designing Reports and Effective Recordkeeping Activities
Find resources to help design and distribute Head Start reports and manage recordkeeping activities.
1303.24 Maintaining records.
Programs must maintain child records in a manner that ensures only parents and officials acting on behalf of the program have access, and destroy them in a reasonable timeframe when they are no longer needed.
1303.23 Parental rights.
This standard outlines parental rights to inspect or amend a child record, request a hearing to challenge information, receive a copy of their child's record, and review any written agreements with third parties.
1303.22 Disclosures with, and without, parental consent.
Review the requirements for disclosing child records with parental consent, without consent but with parental notice and opportunity to refuse, and without parental consent.
1303.54 Record retention.
Grant recipients must retain records pertinent to the lease, purchase, construction, or renovation of a facility with Head Start funds for as long as they own or occupy the facility, plus three years.
1303.53 Copies of documents.
Review the timeframe for submitting copies of deeds, leases, loan instruments, mortgage agreements, notices of federal interest, and other legal documents related to the use of Head Start funds for a facility.
Recordkeeping and Reporting
Well-designed recordkeeping and reporting systems maintain the program's institutional memory and provide critical information to program leaders, staff, families and community partners.