You must keep records relating to your exports under:
- section 142 of the Recycling and Waste Reduction Act 2020
- section 18 of the Recycling and Waste Reduction (Export – Waste Glass) Rules 2021
- section 21 of the Recycling and Waste Reduction (Export – Waste Plastics) Rules 2021 and
- section 28 of the Recycling and Waste Reduction (Export—Waste Tyres) Rules 2021
If you don’t keep these records, you may face penalties of up to $82,500 (as at 1 January 2023). We may publish your non-compliance on our website.
We will also audit your export operations. When we do, your good record keeping will help you show us that you are complying with requirements of your export licence and regulations. Find out more about audits and compliance.
All records must be:
- in English or be translated into English by a translator accredited by the National Accreditation Authority for Translators and Interpreters
- accurate and legible and able to be audited
- kept for at least five years.
Records can be kept electronically.
The records you need to keep
The export declaration for the consignment
We may ask you to prove that what you have declared is true and accurate. Keeping good records will help you do this.
Evidence that supports the information in the export declaration
For each consignment, keep records that prove all of the following:
- the waste type in the consignment
- the quantity/weight of the waste
- the value of the waste
- the waste has been sorted and/or processed to the specification
- your commercial relationship with the importer/buyer, for example, contracts, purchase orders or receipts
- the destination country of the consignment. This country must be listed on your licence
- how the waste will be used in the destination country.
Photos of the consignment
For every consignment, take and keep photos of the following:
- the regulated waste material packed in its individual bales, bags or other packaging as each layer of the shipping container is packed
- the consignment when it is fully packed for export, including the container identification number.
The photos must have sufficient resolution, brightness and contrast to show the waste material and consignment clearly. They must also be time and date stamped.
You must ensure you have these records for every consignment, even if someone else packs the container for you.
Evidence of changes to your licence of operations
- let us know about changes to any information you provided in your licence application
- keep all documents you send us about the changes.
You must keep all other relevant documents.