Introduction: A Small Rule with Big Implications
You may think of record keeping as the “back office” task that rarely deserves front-page attention. But in the world of Registered Training Organisations (RTOs), one rule consistently catches providers off-guard during audits:
You must retain assessment evidence for two years after the training product is completed.
Seems simple, right? Not quite—many RTOs misunderstand when the two-year period starts, and what counts as assessment evidence.
Let’s break this down in plain English and show you how to make this compliance requirement not just manageable—but marketable.
What Is Assessment Evidence?
Assessment evidence includes anything a student submits to demonstrate their competency, such as:
- Completed assignments and workbooks
- Observation checklists
- RPL documents and third-party reports
- Audio, video, or digital files submitted
- Assessors’ annotated marking guides or tools
It also includes RPL (Recognition of Prior Learning) evidence, which must be treated with the same care and recordkeeping rigour.
When Does the 2-Year Retention Period Start?
Here’s the most important part — the 2-year period begins from the date of completion of the entire training product, NOT the date an individual unit was assessed.
This is based on guidance from ASQA and the Standards for RTOs 2025 (Clause 10).
In practice:
- For a full qualification, it starts from the final unit’s successful completion date.
- For a stand-alone unit, it starts from that unit’s completion date.
Why Does This Matter?
- Audit Readiness
During an ASQA audit, your RTO must present assessment evidence that supports the final competency judgement. If it’s missing, you risk a non-compliance finding—even if you did conduct the assessment properly.
- Student Disputes
If a student appeals your decision after completion, or if a complaint is lodged, you’ll need the original evidence to support your RTO’s assessment decision.
- Quality Assurance
Retaining evidence helps identify patterns, gaps in delivery, and improvement opportunities.
How to Comply — Step-by-Step
| Step | Action | Responsible |
|---|---|---|
| 1 | Store all completed assessments (hard copy or digital) | Trainer / Admin |
| 2 | Use the course completion date to mark the start of the 2-year retention window | Compliance Manager |
| 3 | Ensure RPL and third-party evidence is also stored | Compliance Manager |
| 4 | Set review dates for file clean-up and secure disposal | Admin Officer |
| 5 | Conduct annual checks to ensure policy adherence | Compliance Officer |
💡 Tip: Use your Student Management System (SMS) to tag files and set automated retention alerts.
Marketing Advantage: Turn Compliance into Trust
Don’t just hide this in your back-end policies — make it a feature in your student materials!
Add this line to your Student Handbook or website:
“We maintain all assessment evidence for two years after course completion to support transparency and your right to appeal.”
This builds confidence and positions your RTO as transparent, ethical, and compliant—a selling point in a competitive market.
Frequently Asked Questions (FAQs)
Q1: Does this rule apply to RPL students?
Yes. All RPL-related evidence must also be stored for 2 years after the RTO awards competency.
Q2: What happens if we lose the records before 2 years?
That’s a non-compliance risk. Always back up digitally and store securely (e.g., encrypted cloud storage or SharePoint with permissions).
Q3: Is this 2-year rule based on each unit’s date?
No. The 2-year period starts from the final date the full qualification or unit (if stand-alone) was completed.
Q4: Do I need to keep copies of feedback provided to students?
If the feedback is part of the marked assessment tool, then yes—it supports the judgement made.
Q5: Who checks this at audit?
ASQA auditors will request samples of assessment evidence to verify your assessor’s decision-making process and compliance with the Principles of Assessment and Rules of Evidence.
Recordkeeping doesn’t have to be a burden. When understood and implemented well, it becomes a strength that boosts audit performance, student satisfaction, and even your marketing credibility.
Want a Free Template?
📥 Download a Free Assessment Retention Checklist + Retention Schedule Template
Disclaimer:
The information presented on the VET Resources blog is for general guidance only. While we strive for accuracy, we cannot guarantee the completeness or timeliness of the information. VET Resources is not responsible for any errors or omissions, or for the results obtained from the use of this information. Always consult a professional for advice tailored to your circumstances.
