Record keeping

Documentation of discussions with applicant

A record of all contact with applicants making enquiries regarding AASP will be maintained by SP&C throughout the process. It will include summaries of all discussions with applicants and monitoring records from departmental contacts. AAD staff having discussions with potential applicants need to record the substantive issues of the discussion and pass on the record to SP&C.

Minutes of expert assessment panel meetings

All major issues discussed at meetings will be recorded, including:

  • meeting details
  • attendance
  • record of any potential conflicts of interest
  • decisions and recommendations made
  • actions agreed
  • responsibility and time frame.

Records of the assessment process will be maintained to allow for independent audit and review. The maintenance of appropriate records increases the accountability and transparency of the assessment process.