How to Keep Home Daycare Records

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Keep your home daycare's records up to date.
Keep your home daycare's records up to date. (Image: Jupiterimages/Photos.com/Getty Images)

Keeping track of the official documents for your home daycare business as well as up-to-date records of the children and workers will help you to win the confidence of parents and have a smoother operation. Your daycare licence, background checks on the workers, the children’s medical and insurance records as well as your financial accounts should be updated regularly and filed in a secure place.

Things You'll Need

  • Secure file cabinet
  • Files

Make a file for each person who will be employed at the home daycare. Most states require childcare workers to undergo a background check and all states require childcare employees be screened for tuberculosis. Keep criminal background checks, vaccination records, resumes and tax information so that you can produce them for the authorities and parents when necessary. Place files in alphabetical order for easy retrieval.

Make a file for each child attending the daycare. Before the children are placed under your care, get consent forms, pertinent medical records and emergency contact information from their parents. Each state has standardized forms for collecting consent, medical records, and emergency contact information. Contact the Department of Health and Human Services of your state to get these forms.

Collect an affidavit of liability insurance for each child. Affidavit forms can be found at the Department of Health and Human Services. You may need to explain to parents that the home daycare is not liable for any harm to their children while under its care. Keep these completed forms in the file you have made for each child.

However, if you have liability insurance for your home daycare that covers the children under your care then you will not need the affidavits.

Keep track of the money that goes in and out of your childcare business. Like other businesses, home daycares must keep records of their revenue and expenses for tax purposes. The paperwork can be complicated for some people and keeping track will also be useful if you hire a bookkeeper or accountant to deal with your finances.

Keep your records in a secure place for a minimum of three years after they have been collected. If you are audited you will be required to produce records for the last three years of business.

Tips & Warnings

  • Home daycare businesses in the United States must be licensed by their state's Department of Health and Human Services, and you are expected to keep up-to-date records. Contact the Department of Health and Human Services for details about the fees and paperwork required.
  • The records must be kept confidential and in a location that can only be accessed by authorized individuals.

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