It is important that records of potential interest to the Royal Commission are accessible and are not destroyed, even if they are time expired or there is a disposal authorisation in place.
Records must be produced according to the process and within time frames set by the Royal Commission. In some instances, time frames set by the Royal Commission can be very short, potentially within 7 to 14 days of a request being made.
The period for which records might be requested by the Royal Commission is unlimited.
Organisations may have created and will be creating records for accommodation services, day programs or individual service provision. Examples of records that may be requested by the Royal Commission include, client case management files, client accommodation files, residential day report books and diaries, residential communication books, client expenditure records, incident reports, complaint records, DINMAs (Disease, Injury, Near Miss, Accident form) and inspection records (Workcover related), personnel records (current and former), policies and procedures (current and superseded.
Records may be for current clients (but who now receive their funding from the NDIS) and clients who have left the organisation, including deceased clients. Records include those stored in any location, whether on or off site, electronic and hard copy.
Records available ‘by client’ will make it easier for organisations to produce records for the Royal Commission, if requested.
Recordkeeping guidance is available on the Funded Agency Channel Policies and Procedures page, ‘Records Management for Funded Organisations’ section.
For enquiries, contact the DHHS Records Service Centre by email or telephone 1300 344 727, choose option four.