Record Keeping

  MSW Notes > NGO Management 

4. Record Keeping

Meaning and Importance:
Record keeping in NGOs refers to maintaining accurate and systematic documents related to administration, finance, programs, and beneficiaries. It ensures accountability, transparency, and smooth functioning.

Types of Records:

• Administrative Records: Meeting minutes, staff attendance, policies.
• Financial Records: Cash books, vouchers, receipts, grant utilization reports.
• Program Records: Beneficiary data, project progress reports, impact assessments.
• Legal Records: Registration certificates, tax exemption documents, FCRA approvals.

Importance:

• Provides evidence for auditing and legal compliance.
• Helps in monitoring and evaluation of projects.
• Builds trust with donors and stakeholders.

Example:
An NGO running a child welfare program must keep attendance registers, food distribution records, and grant utilization reports to submit to the Ministry of Women and Child Development.