Camp Documentation

Document, document, document! It is extremely important to keep well organized documentation and records on your camp operations as well as the administrative aspects of camp. Make policies on retaining and organizing your documents to ensure you are consistent with how you organize and keep track of your records. Here are some of the more important records you should be keeping well organized at camp. Larger organizations may have separate departments that do some of this for you, but it is always a good idea to have copies of every type of documentation that comes from your camp program.

Camper and Parent Information

  • Detailed contact information
  • Allergies
  • Swim levels
  • Authorized pick up lists
  • Attendance records
  • Special needs
  • Signed waivers

Administrative Documents

  • Receipts
  • Insurance certificates
  • Tax information
  • Tax Exempt paperwork and certificate
  • Not for profit credentials
  • Contracts
  • Ownership or lease documents
  • State or local licensing documentation

Human Resource Documents

  • New hire paperwork
  • Background Screens
  • Certifications
  • Training documentation
  • Evaluations
  • Discipline reports
  • Separation or termination documentation
  • Staff incident or accident reports
  • Employee benefits paperwork

Financial Reports

  • Budgets
  • Revenue and Expense Reports
  • Balance Sheets
  • Cash Flow Reports
  • Tax filings
  • Bank and credit statements

Camper Reports

  • Incident and Accident reports
  • Discipline reports
  • Camper log sheets
  • Roster reports

Facility Inspections

  • Maintenance Reports
  • Facility and equipment inspections
  • Repair reports
  • Facility plans or historical documents

Electronic Records

  • Email history
  • Camp registration system data
  • Social media history
  • Past flyers and marketing material


  • Daily communication logs for staff to staff communication
  • Staff to parent communication logs
  • Parent feedback
  • Surveys
  • Post camp improvement evaluations
  • Grant Reporting

Great documentation and record keeping will help limit your liability exposure, will assist you when something urgent may come up, and will help you keep track of past issues so you can always look for new opportunities to improve your camp operation.


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