Attendance records

Most agencies require a daily record of each child's arrival and departure time with a guardian signature. Digital check-in with timestamps and signatures satisfies this in many jurisdictions — confirm that yours accepts electronic records.

Ratios and group size

Keep a live count of children and qualified staff per classroom, and a record you can show for any past date. Ratio alerts help you catch a gap before an inspector does.

Child health files

Immunization records, allergy and medication authorizations, emergency contacts and authorized pickup lists should be current and retrievable in seconds.

Staff files

Background check dates, certifications (CPR, first aid), training hours and onboarding paperwork with expiration tracking.

Incident and medication logs

Time-stamped incident reports with parent acknowledgement, and a medication administration log showing dose, time and administering staff member.

Retention

Retention periods differ widely — commonly one to five years after a child leaves. Export and archive on a schedule that matches your local rule.

Disclaimer

This guide is general information, not legal advice. Your center is responsible for meeting the licensing, privacy and data-security requirements that apply where you operate.