Licensed premises workplace records
As part of your liquor licence requirements you must maintain records and make them readily available to inspectors or police when requested.
How to keep records
Licence holders can choose how to manage their records as long as:
- they can be made available upon request
- include all required details as required by your liquor licence
- they are kept up to date
- details are legible and clear.
Digital records
If you keep digital records, you must be able to export information that is easily accessible on request, such as records in a word or excel document.
Templates you can use
To help with your record-keeping responsibilities, the templates below have been created for your use.
This is a register of your employees' RSA and any refresher certificates.
You must keep a current copy of your staffs RSA certificates with the register, read more about RSA requirements.
The incident register, also known as a security register, is a record of any incidents and is required if you employ crowd controllers.
You must record each incident individually, not grouped into a single day's event.
If no incidents have occurred for the day, you must record this as 'nil'.
Keeping a log even when there are no incidents helps demonstrate an active log is being kept.
Examples of incidents:
- when crowd controllers begins and ends their shift
- where force was used by or against a crowd controller
- seizing fake ID
- drink spiking (customer reports or reasonable belief held by staff)
- extended late night authority only: exercising the exception to allow re-entry of patrons who have left the premises for more than 20 minutes after 3am lock out.
Choose the template based on whether or not you are running an event:
Read more about your camera surveillance and CCTV requirements.
Log the following:
- daily checks including:
- the date and time the equipment was checked
- the name of the person who checked it
- whether the equipment was operating effectively
- malfunctions, details to include:
- date and time the malfunction was identified
- the name of the person who identified the malfunction
- details of the arrangement made to repair the equipment
- when footage is viewed, copied or shared
- the staff trained and authorised to use it.
Get the registers:
You must keep a record of functions that have been approved by the director of liquor licensing, read more about getting approval for functions.
You must keep a record of the:
- nature of the function
- host’s name
- host’s contact information
- date of the function
- opening and closing times.
Licence holders with a club authority must keep a record of their members.
At a minimum your record must include:
- member’s name
- contact information
- membership number.
Licence holders with a club authority must keep a record of guests who attend the premises.
Your record must include:
- guest's name
- guest's address
- date and time of visit.
If you employ licensed crowd controllers, you must keep records of their:
- name
- residential address
- contact details
- crowd controller licence number
- number assigned to the crowd controller by their employee (the licence holder), this may be different to the crowd controller licence number.