10A NCAC 09 .2318         Child CARE CENTER RECORD RETENTION

All records required in this Chapter shall be maintained for review by representatives of the Division as specified in G.S. 110-91(9), Rule .0304(g) of this Chapter, and as follows:

(1)           The records shall be available at the center during the hours of operation listed on the child care license.

(2)           Records may be maintained in a paper format or an electronic format, provided that all required signatures are preserved in a paper format, PDF or other used graphic format.

(3)           Records regarding administration of medications required by Rules .0302(d)(7) and .0803(13) of this Chapter shall be maintained during the time period the medication is being administered and for six months after the medication is administered.

(4)           All building inspections as referenced in G.S. 110-91, and in Rule .0302 of this Chapter shall remain on file at the center for as long as the license remains valid.

(5)           All fire, sanitation, and pool, inspections as referenced in G.S. 110-91, and Rules .0302 and .1403 of this Chapter shall remain on file at the center for a minimum of three years.

(6)           Each child care center shall retain records for children as follows:

Type of Child Record	In each child's file, for as long as the child is enrolled	For 1 year after the child is no longer enrolled
Child Medical Report Rule .0302(d)(2)	X	X
Immunization Record Rule .0302(d)(2)	X	X
Child Application Rules .0302(d)(2) and .0801(a)	X	X
Child Emergency Medical Care Information Rules .0302(d)(2), .0801(a)(1) and .0802(c) through (d)	X	X
Safe Sleep Policy Rule .0606(c)	X	X
Notice of Amendment to Safe Sleep Policy Rule .0606(d)	X	X
Safe Sleep Waiver Rule .0606(e)	X	X
Child Medical Action Plan Rule .0801(b)	X	X
Incident Report Rule .0802(e)	X	X
Parental Permission for Administration of Medication Rules .0803(3), (4), (6) through (9) and (11)	X	X
Supplemental Food "Opt Out" Statement Rule .0901(d)	X	X
Parental Permission for Transportation and Off-Premises Activities Rules .1003(i) and (j), .1005(b)(3) and (4)	X	X
Parental Permission for Aquatic Activities Rule .1403(i)	X	X
Discipline Policies Rule .1804(a)	X	X
Notice of Change to Discipline Policies Rule .1804(b)	X	X
Shaken Baby Syndrome and Abusive Head Trauma Policy Rule .0608	X	X

(7)           Each child care center shall retain records for personnel as follows:

Type of Personnel Record	For at least 1 year after employee is no longer employed	For 1 Year After Record Created	Until the record is superseded by a new statement	In each personnel file or designated emergency preparedness file
Application for Employment Rule .0302(d)(1)(A)	X
Staff Medical Report Rules .0302(d)(1)(C) and .0701(a)	X
Health Questionnaire Rules .0302(d)(1)(C) and .0701(a)	X
Proof of Tuberculosis Test or Screening Rules .0302(d)(1)(C) and .0701(a)	X
Staff Emergency Medical Care Information Rules .0302(d)(1)(C) and .0701(a)	X
Evaluation of Emotional and Physical Fitness (as applicable) Rule .0701(b)	X
Verification of Age Rules .0302(d)(1)(A), .0703, and .0704	X
Criminal Record Check Information Rules .0302(d)(1)(E);	X
Education and Equivalency Forms Rules .0302(d)(1)(B), .0703, .0704 and .2510	X
Record of On-going Training Rules .0302(d)(1)(D), and .1103(a)	X
Documentation of Staff Orientation Rules .0302(d)(1)(D), and .1101(a)	X
Documentation of Emergency Preparedness and Response in Child Care Training Rule .0607(b)				X
Documentation of Review of Emergency Preparedness and Response Plan Rules .0607(e), (f) and (g)				X
Documentation of First Aid training Rule .1102(c)	X
Documentation of CPR training Rule .1102(d)	X
Documentation of Playground Safety Training if applicable Rule .1102(e)	X
Documentation of ITS-SIDS Safe Sleep Training if applicable Rule .1102(f)	X
Documentation of Aquatic Activities Policy Receipt Rule .1403(h)		X	X
Documentation of BSAC training if applicable Rule .2510	X

(8)           Each child care center shall retain records for the program as follows:

Type of Program Record	As long as the license remains valid	A minimum of 30 days after record revised or replaced	A minimum of 1 year after record created, revised or replaced
Attendance Rule .0302(d)(3)			X
Daily record of arrival and departure times for children Rule .0302(d)(4)			X
Fire Drill Log .0604(t) Rule .0302(d)(5)			X
Playground Inspection Rules .0302(d)(6) and .0605(q)			X
Lockdown or Shelter-In-Place Drill Record Rules .0302(d)(8) and .0604(u)			X
Daily Schedule Rule .0508(a)			X
Activity Plan Rule .0508(a)		X
Manufacturer's Instructions for equipment and furnishings Rules .0601(b) and .0605(b)	X
Fire Evacuation Procedures Rule .0604(r)	X
Written plan for evacuation in centers that do not meet institutional building code Rule .0604(r)			X
Safe Pick-Up and Delivery Procedures Rule .1003			X
Safe Sleep Policy Rule .0606(a)	X
SIDS Sleep Chart/Visual Check Rule .0606(a)(7)		X
Emergency Preparedness and Response Plan Rules .0607(c) and (d)			X
Shaken Baby Syndrome and Abusive Head Trauma Policy Rule .0608	X
Emergency Medical Care Plan Rule .0802(a)			X
Incident Log Rule .0802(f)			X
Menu Rule .0901(b)		X
Allergy Postings Rule .0901(g)		X
Infant Feeding Plan Rule .0902(a)		X
Identifying Information for Children being Transported Rule .1003(d)			X
List of children being transported Rules .1003(l) and .1005(b)(6)			X
Schedule of Off-Premises Activities Rule .1005(b)(5)			X
Aquatic Activity Policies Rule .1403(g)	X
Documentation of emergency situation that necessitated a lack of direct supervision Rule .1801(a)	X
Discipline Practices Rules .1803 and .1804	X

History Note:        Authority G.S. 110-85; 110-91(9); 143B-168.3;

Eff. January 1, 1986;

Amended Eff. July 1, 2015; July 1, 2010; July 1, 2008;

Readopted Eff. October 1, 2017;

Amended Eff. February 1, 2021; September 1, 2019.