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Evidence Guide for Business Services Workbook


What do you do with records of evidence?

All documented evidence needs to be kept in case it's needed later, for something like for an audit or a reassessment, or to review what progress the client has made.

Each business service will have their own systems for storing evidence. However, they will have one thing in common – the evidence will be stored securely. This is important for two reasons.

The service provider complies with the Information Privacy Principles of the Privacy Act 1988 in order to protect and respect the rights of individual service recipients. The service provider does not disclose personal information about service recipients without their informed consent.

According to the 'Evidence Guidelines' of the Quality Assurance Handbook – Version 2 (Department of Family and Community Services, 2003) evidence to support KPI 4.1 may include:

The Quality Assurance Handbook – Version 2 states that organisations should have documented privacy and confidentiality policies that address, at a minimum, data collection, use/disclosure, security, quality and disposal (KPI 4.1). So, if you're unsure about how to store records of evidence, refer to the policies and procedures of your organisation. They should outline what to do.

Information management

A good information management system is vital for the smooth operation of a business service. Again, each organisation will have its own way of managing information, but the basic principles are the same. A good information management system means information should be:

Here is an example.


Walldale is a small business service, and manages its information using a simple, paper-based filing system. All files are kept in a locked filing cabinet in the administration office. The manager and the administration officer each have a key to the cabinet, and they are the only people who can access, add or remove files from the cabinet. Each file has a 'tracking sheet' in it, which keeps a record of the dates, times and names of documents that are entered or removed from the file

Useful resources

Department of Employment and Workplace Relations, March 2006, Disability Maintenance Instrument Guidelines (Draft), (enter the term 'DMI' in the search box to access the document)

Department of Families, Community Services and Indigenous Affairs, November 2003, Quality Assurance Handbook – Version 2, Department of Family and Community Services, (enter the title in the search box to access the document)

Summary of key points

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