Provider and licensee
The training provider's name and accreditation, plus your name and licence or registration number.
Don't get caught short
Evidence and audits: what to keep, and for how long
Completing the training is only half the job. If you can't produce evidence when a regulator asks, it's treated the same as never having done it. Here's what a valid record looks like, how long to keep it, and what an audit actually involves.
The paper trail
What a valid certificate needs to show
Most regulators expect the same core details, whether the activity was a webinar, a workshop or an online module.
Activity details
The activity title, topic area and the points, hours or session type it counts toward.
Date and delivery method
The completion date and whether it was delivered face-to-face, live online, or self-paced — some states only accept certain formats.
Assessment outcome
Where an assessment is required, evidence that you completed and passed it, not just that you attended.
Quick reference
How long to keep your records
Retention periods are set per state. When in doubt, keep evidence for the longest period that could plausibly apply to you.
NSW New South Wales Keep the required evidence for at least 3 years. → VIC Victoria REIV members should keep CPD evidence as required by REIV. Evidence rules for the statutory scheme will be confirmed as guidance is released. → QLD Queensland Keep proof of completion for 5 years. → WA Western Australia Keep CPD records for 4 years. → SA South Australia Keep role training and competency evidence as a sound professional practice. → TAS Tasmania Keep evidence for renewal and random audit. → NT Northern Territory Retain training records as evidence of current professional knowledge. → ACT Australian Capital Territory Keep CPD evidence for at least 3 years. →
What actually happens
Inside a CPD audit
Regulators don't audit every licensee every year, but the process is similar whenever they do.
1
You're selected for review
Selection can be random, complaint-driven, or triggered automatically at renewal or restoration.
2
You're asked to produce evidence
Usually with a short, fixed response window — often a matter of weeks, not months.
3
Your evidence is checked against the requirement
The regulator checks the provider's accreditation, the activity's topic and category, and whether the format and date are acceptable.
4
Outcomes range from a warning to licence action
Consequences scale with the gap — from a formal warning and a chance to make up a shortfall, through to licence conditions, fines, or non-renewal for repeated or serious non-compliance.
Build the habit
Make audit-readiness automatic
- Download or photograph your certificate the moment an activity finishes — don't rely on a provider's portal still being accessible years later.
- Store evidence somewhere it will survive an employer change, a merged agency, or a lost laptop.
- Label each record with the CPD year, category and points or hours it counts toward, not just the activity name.
- Keep evidence for your state's full retention period after the activity, not just until your next renewal.
- If a provider loses accreditation after you complete a course, keep extra documentation showing it was accredited at the time.