NDIS 7-Year Record Keeping: What Providers Need to Know

Since 27 August 2026, NDIS providers must keep claim records for 7 years. 

Here's what changed, what to keep, and how to check your records would stand up to an NDIA review.

In this resource

1. What's changed
2. Which records are covered
3. What every record must show
4. Test your evidence trail
5. Common gaps to fix
6. Record keeping checklist

1. What's changed

The Securing the NDIS for Future Generations Act 2026 made record keeping a legal requirement with penalties attached.

• How long: 7 years for providers. The clock starts on the day the claim is made, not the day the support was delivered.
• Penalties: failing to keep the required records can attract a civil penalty. If you can't back up a claim during an NDIA review, you may also have to repay the funds.
• Shorter periods possible: the NDIS rules can set a shorter retention period for particular records.
• Others have different periods: plan managers keep records for 3 years, nominees for 5. Don't rely on them holding your evidence.

2. Which records are covered

The 7-year rule applies to records about NDIS claims and the supports behind them. In practice, keep:

• Proof of delivery: case notes, support logs, rosters, timesheets and attendance records for group supports.
• Agreements: service agreements and any changes to them.
• Claim and payment records: invoices, claims lodged, payments received and reconciliations.

Other records, such as worker screening, training, incidents and complaints, have their own rules under registration, employment, tax and privacy law. Check each separately, and don't assume 7 years covers everything.

3. What every record must show

At a minimum, each support record should identify:

• the participant's name and NDIS number
• the date(s) the support was delivered
• the type of support
• the hours or quantity delivered

Invoices also need your business name and ABN, the support item number, the amount and any GST. For therapy, that means the correct suffix item for each part of the service (session, travel, report, cancellation).

Case notes should say what actually happened. Copied or generic notes are a red flag in a review because they don't prove a specific support took place.

4. Test your evidence trail

An NDIA review checks that one support can be traced all the way through. Pick a few recent claims and follow each one:

1. Roster or timesheet: who delivered the support, and when?
2. Case note or support log: does it describe that support on that date?
3. Invoice: do the date, item number and hours match?
4. Claim: does what was claimed match the invoice?
5. Payment: is the payment recorded and reconciled?

If any step doesn't match, find the cause and fix the process, not just that one record.

5. Common gaps to fix

• Mismatched dates or hours between timesheets, case notes and invoices.
• Missing case notes for supports that were invoiced.
• Wrong item numbers on invoices or claims.
• Records scattered across personal drives, phones and email, with no single filing system.
• No backup, or records stored in only one place.
• Records lost when staff leave because they were kept in a worker's own files.

What to do: store records in one secure system with access controls and backups, set a 7-year retention rule from the claim date, and run a small evidence trail check every quarter.

6. Record keeping checklist

Use this to check you can quickly find the right evidence for each participant and claim.

Service delivery

• ☐ Support logs (signed by the participant or their representative, where required)
• ☐ Case notes and progress notes
• ☐ Rosters and timesheets
• ☐ Attendance records for group supports

Participant files

• ☐ Name and NDIS number
• ☐ Service agreement (required in writing for SDA)
• ☐ Consent forms
• ☐ Support plans, goals and risk assessments
• ☐ Relevant communications
• ☐ Incident and complaint records

Invoices and claims

• ☐ Invoices showing business name, ABN, participant details, support date, item number, quantity, total and GST
• ☐ Claims lodged with the NDIA or plan manager
• ☐ Payments received and reconciliations

Workforce

• ☐ Worker screening checks
• ☐ Qualifications, training and competency records
• ☐ Induction and supervision records

Not all of these fall under the 7-year claim rule, but auditors and the NDIA may ask for any of them.

Further reading

• NDIS 7-Year Record Keeping Requirements 2026: Complete Guide for Providers (ISO Professionals): full checklist and internal audit steps.
• What records must I keep of my NDIS spending (Plan Hero): retention periods for providers, participants and plan managers.
• What's changing with the NDIS and when? (CYDA): the full 2026–2028 reform timeline.

Credit: this resource and checklist are adapted from NDIS 7-Year Record Keeping Requirements 2026: Complete Guide for Providers by ISO Professionals. Thank you to the ISO Professionals team.

General information only, current at 29 October 2026. Check the NDIA and NDIS Commission for the latest guidance.