There are two ways to ask this question: “how long does the Regulator say?” and “how long should we actually keep it?” The answers are not the same, and a good records policy follows the longer one.
What the Regulator says
The Clean Energy Regulator’s guidance for registered agents is to keep the evidence supporting every STC created for at least five years, and the Regulator can ask for the documents during that period. Solar retailers have a similar requirement to keep a record of the required information for at least five years. The clock runs from the creation of the certificates.
You will see “seven years” quoted in forums and by some traders. That figure does not match the Regulator’s published guidance as at the time of writing, though it matches other business record rules, such as tax records. Treat the CER guidance as the minimum and check the Regulator’s page for your role, because the rules for agents, retailers and installers differ slightly and can be updated.
Why keep records longer
- Tax. Invoices, RCTIs and GST records follow their own rules. See RCTI, GST and ABN for STC payments.
- Warranty and disputes. A customer’s complaint can arrive well after the claim.
- Audit tails. An investigation can look back across a batch of jobs, not just the one in question.
- Staff turnover. A seven-year policy is easier to explain and apply than a rolling five-year one with exceptions.
What belongs in the job record
- The signed assignment form.
- Installation photos with original metadata. See the photo checklist.
- Panel, inverter and battery serial numbers, and evidence of how they were captured.
- Written statements from the retailer, designer and installer. See the retailer statement.
- The electrical safety certificate and network connection approval where applicable.
- Quote, contract, invoice and payment records.
- The STC claim record and the registry outcome.
Keeping them usable
A record you cannot find is a record you did not keep. Store each job in one folder or system entry with a consistent name, keep the original photo files and do not rely on a phone camera roll. Back everything up and keep access limited to people who need it, because assignment forms hold personal information.
From the desk: keep original image files, not screenshots or messenger copies. Compression often strips the location and time data an auditor expects to see.
What this means for installers
Write your retention period into a one-page policy and apply it to every job, whichever trader you lodge through. A trader’s own records do not replace yours; an audit can reach the installer directly. See how STC audits work, how it works and STC trading. More checklists are in the resources hub.