Record keeping arrangements

This page outlines the requirements of Accredited Certificate Providers in keeping records of their accredited energy savings project

This page outlines the requirements of Accredited Certificate Providers in keeping records of their accredited energy savings project.

Please note that our Record Keeping Guide was updated on 16 June 2015 to:

  • better identify what records are required to be kept by Accredited Certificate Providers to support ESC creation by prescribing accreditation conditions that refer to the evidence manuals published on our website, and
  • better communicate our requirements for record keeping arrangements to Accredited Certificate Providers and future applicants.  

An additional amendment was made in April 2016 to reflect that Evidence Manuals are no longer published for some methods.

Accredited Certificate Providers are obligated to keep records of their accredited energy savings activity.

The specific records kept by each Accredited Certificate Provider depend on the energy savings activity, but must include:

  • the location in which the energy savings activity occurred
  • the energy savings (calculated in accordance with the ESS Rule) arising from that activity, and
  • the methodology, data and assumptions used to calculate those energy savings.

You must ensure that you have record keeping arrangements that will:

  • facilitate the collection of the required records
  • allow accurate records to be provided to the Scheme Administrator or to an auditor at any time, and
  • retain the records for at least 6 years after ESC creation.

To fulfil the requirements, Accredited Certificate Providers should provide:

  • A document register that lists the records that must be collected and retained to support your ESC creation
  • Processes and/or procedures for keeping records eg, step-by-step details of how records will be obtained, processed, maintained and controlled and identify the position(s) of the person(s) responsible for each of these steps in a process/procedure document, and
  • Quality assurance controls to ensure records are accurate.

Record Keeping Guide236.31KB PDF FileExplains the general requirements of record keeping requirements for Accredited Certificate Providers.