Documents and records of a Victorian Incorporated Association
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New laws for Victorian incorporated associations came into effect on 26 November 2012. The resources in this section have been updated to reflect the new laws. The new Associations Incorporation Reform Act 2012 (Vic) can be accessed here, and you can read more about the changes at Consumer Affairs Victoria's website here.
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An incorporated association deals with a number of important documents, records and registers. In addition to ensuring that certain records and registers contain accurate information and are up-to-date, associations must prepare official and public documents during each financial year. This role is usually performed by the secretary.
*NOTE* There are new laws regulating charities and a new charities regulator - the Australian Charities and Not-for-profits Commission (ACNC). If your group is a registered charity, the changes will affect you. For more information go to the PilchConnect information on the ACNC here.
This information sheet deals addresses the following important issues:
- the members' register and recording information
- maintaining 'relevant documents' of the association, as defined in the Associations Incorporation Reform Act 2012
- access and restriction of access to registers, relevant documents and minutes of an association
- safekeeping and retention of documents and records, and
- preparing public and official documents.
Members Register
There are special requirements and procedures for the memebrs register of Victorian incorporated associations. Some requirements are new, coming into effect on 26 November 2012.
The following fact sheet provides detailed guidance on how to keep and maintain a members register, how to appy to have member details restricted, and details how the information on the members register can be inspected, copied, and used.
For detailed information on registers, records and official documents of a Victorian incorporated associations, see A Secretary's Satchel - Guide for Secretaries:
For more information about general record keeping requirements, go to Document and record keeping FAQs.