Record keeping

The LIP requires records to be made within 3 days and retained for 7 years. The LIP prescribes what events must be recorded, but not how records must be kept. A diary system or computer system is most commonly used. If using a computer system, it is important to ensure:

  • it is easy to work backwards along an audit trail;
  • records are retrievable for the full seven years, even if hardware or software is updated. 

Records to be kept by the record keeper (Wine Australia Act, Section 39F)

  • The identity of the record keeper;
  • The kind of wine goods to which the record relates;
  • The date the record keeper receives the wine goods;
  • The identity of the person from whom the wine goods are received;
  • The quantity of the wine goods received;
  • The vintage, variety and geographical indication of the wine goods;
  • Details of steps taken by the record keeper that changed or affected any of the following:
  • The vintage, variety or geographical indication of the wine goods;
  • The tank or other storage unit in which the wine
  • goods were stored;
  • The volume of the wine goods stored in the tank or storage unit;
  • The date the record keeper supplies the wine goods;
  • The identity of the person to whom the wine goods are supplied;
  • The quantity of the wine goods that are supplied;
  • The vintage, variety and geographical indication of the wine goods;
  • Any other details in relation to the wine goods that are prescribed by the regulations.

Records must be made within three days and retained for seven years.

Exemptions to record keeping (Section 39G)

Grape growers are considered the first link in the chain and accordingly are not required to record some of the details outlined in 39F. Grape growers are still required, however, to keep certain records and supply specific information when they supply wine goods to a third party. Wineries that grow and process ‘estate’ fruit are also still required to record the below details relating to each fruit intake.

For each grape delivery or transaction, a written record must be made containing:

  • The supplier’s (grower) name and address;
  • The receiver’s (or winery) name and address;
  • The date the grapes are supplied;
  • The quantity of the grapes supplied; and
  • The vintage, variety and registered Geographical Indication of the grapes supplied.

Please note:

  • A winery and grower can share the same record, provided it’s made on same day that grapes are supplied and both parties retain a copy of it (for example, a copy of the weighbridge note or a carbon-copy docket containing sufficient information would suffice).
  • The most specific Geographical Indication that the grapes are entitled to should be recorded to support any potential future label claims.

Retailers are not required to record details of the supply of wine goods in the case of direct sales to a consumer. However, the following records must be kept of aggregate sales over a period not exceeding 12 months:

  • The total quantity of wine goods sold during the period;
  • The vintage, variety and geographical indication of the wine goods.

Identity of a person (Section 39H)

The details required to identify a person along the supply chain include a name and address sufficient to identify the person and in the case of a winery, the name and  address of the  winery.

Manufacturing wine (Section 39H)

In the case that wine goods are changed or affected in  any way, an audit trail containing a history of the changes to the wine goods must be kept in a readily traceable record. The record must be checked for discrepancies by following the sequence of the steps recorded.

Blends (Section 39H)

In the case of blended wines from different vintages, varieties or geographical indications, the records must show what proportions of the blend are represented by each blended wine and the vintage, variety and geographical indication of each blended wine.

Grape extract (Section 39H)

Grape extract derived from grapes of different vintages, varieties or geographical indications must show the proportion of the wine goods derived from each kind of grape and the vintage, variety and geographical indication of each kind of grape.