Recordkeeping and Documentation Tips for Child Care Providers - post

Why does recordkeeping matter in child care?

Recordkeeping matters because it helps everyone stay on the same page.

When records are up to date, you can:

• Share clear information with families (meals, naps, behavior, milestones)
• Track #health needs (allergies, medications, special instructions)
• Show you are following #safety rules (ratios, supervision, #emergency plans) 
• Protect #staff and programs if questions come up later (incident details, pick-up times)

Many state licensing systems also expect programs to keep policies, staff records, and training/background check documents ready to review.  

What documents should child care providers keep?

Every program is a little different, but most providers keep records in these groups:

Child records

• Enrollment forms and emergency contacts
• Immunization and health forms
• Allergy and special care plans
• Medication permission forms + medication logs
• Daily sheets (meals, diapering/toileting, naps)
• Incident/accident reports
• Development notes (observations, screening info, goals)

Family communication records

• Copies of signed policies/handbooks
• Notes about important conversations (date + what was agreed)
• Conference notes and action plans

Program and staff records

• Staff training certificates and required documentation
• Background check paperwork (as required)
• Emergency drill logs
• Cleaning/sanitation checklists
• Maintenance checks ( #playground, equipment)

Tip: If you’re not sure what your state requires, check your licensing checklist and ask your director or licensor.

How can you keep files organized (without spending a lot of time)?

A simple system beats a complicated one. Pick a system your team can follow every day.

Try this easy “3-place” system

1. Child File (one folder per child)
2. Classroom Binder (daily logs, sign-in/out, checklists)
3. Program File (staff training, policies, drills, inspections)

Quick organization tips

• Use the same order in every child folder (example: Contacts → Health → Permissions → Notes)
• Color-code by #classroom ( #toddlers = green, #preschool = blue)
• Keep a “To Be Filed” tray and empty it at the same time each day
• Use a short file name rule for digital files: 

When should you document something right away?

Some items should be written down as soon as possible while details are fresh.

Document right away when it involves:

• Injuries or safety concerns
• Medication given (or refused)
• Severe behavior (biting, hitting, running away)
• Custody/pick-up issues
• Anything that may need a follow-up plan 

If you wait until the end of the week, you may forget important details.

How do you write notes that are clear and fair?

Good notes are objective (what you saw and heard), not opinions.

Objective notes sound like this

• “Jordan cried for 3 minutes and said ‘I want Mommy.’ Jordan sat in the #cozy corner and held a stuffed animal.”
• “At 10:15 a.m., Sam pushed a chair toward the door. Staff blocked the door and guided Sam to the calm space.”

Avoid notes like this

• “Jordan was dramatic.”
• “Sam was bad.”

Use this simple format

• Time/Date
• What happened
• What staff did
• What happened next
• Parent/guardian notified (yes/no + time)

This kind of writing helps families trust your documentation. #earlychildhoodeducation

What are easy daily documentation habits that actually stick?

If documentation feels hard, it may be because it’s too big. Make it small and routine.

Daily 5-minute checklist

• ☐ Attendance/sign-in-out complete 
• ☐ Meal counts and allergies checked
• ☐ Medication log updated (if used)
• ☐ Notes for anything unusual (injury, big behavior, new skill)
• ☐ “To Be Filed” tray cleared

Weekly 15-minute reset

• File loose papers
• Check missing forms (immunizations, emergency contacts, permissions)
• Back up digital files (or scan important forms)

How should you handle privacy and confidentiality?

Records often include private family information. Keep files secure and share information only with people who truly need it.

Good confidentiality habits include:

• Store child files in a locked cabinet or locked office
• Do not discuss a child’s needs in hallways, parking lots, or on social media
• Use initials (not full names) on classroom clipboards when possible
• Keep screens private if you document digitally

ChildCareEd’s course “Confidentiality Is a Must!” is a helpful refresher on what can (and can’t) be shared in child care communication.

How can observation notes support child #development (and save time later)?

Observation notes are not just for assessments—they help you plan activities that match children’s needs.

A simple approach:

• Write short notes (1–2 sentences)
• Focus on skills ( #language, motor, social-emotional)
• Add a next step idea (what you will try tomorrow)

ChildCareEd’s course “Observations And Goal Setting in Childcare” connects observations to goals and planning, which can make documentation feel more useful and less like paperwork. 

ChildCareEd courses that support stronger documentation

Here are three ChildCareEd courses that connect directly to documentation, recordkeeping, and communication:

• CDA: Essential Tools for Record Keeping 
• Observations And Goal Setting in Childcare 
• Confidentiality Is a Must! 

Free ChildCareEd resource to help you stay organized

If you like checklists (and who doesn’t?), this #free resource is great practice for organizing “proof” documents in one place:

• Updated Checklist for Earning Your CDA Credential 

Related ChildCareEd article to keep learning

If you want a practical example of how paperwork and records show up in real licensing steps, this article is a helpful read:

• How to Start a Daycare in Michigan: A Step-by-Step Guide 

Follow ChildCareEd for more tips and quick how-to videos

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