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Tips for information sharing record keeping

Your record keeping requirements when using the Family Violence Information Sharing Scheme and the Child Information Sharing Scheme.

As Information Sharing Entities (ISEs), you have specific record keeping obligations under the Family Violence Information Sharing Scheme (FVISS) and the Child Information Sharing Scheme (CISS).

Many ISEs will already be recording much of this information as part of your existing record keeping and case noting practices.

ISEs can choose how they will meet their record keeping obligations, which might include written or online cases notes, specific record keeping forms or IT solutions, depending on the needs and requirements of your organisation or service.

  • Example record keeping forms for both Schemes 

When you receive a request to share information

You must record

  • The ISE that requested the information
  • The date of the request
  • If refusing a request, the request and the reason why it was refused - when you share information either voluntarily or on request. You should advise the requestor in writing about why you have refused their request for information

You should

  • Know what scheme you are sharing under – FVISS, CISS or both. This will help determine what information you need to record
  • Know and record who information is being shared about. This will help determine what information you need to record
  • Record how the threshold for sharing was met. Refer to the Family Violence Sharing Guidelines: Guidance for Information Sharing Entities and Child Information Sharing Scheme Ministerial Guidelines: Guidance for information sharing entities

You must record

  • The information that was disclosed
  • The date on which the information was disclosed
  • Relevant risk assessments or safety plans that have been prepared for a person at risk of family violence

Sharing information under CISS

Consider whether you are sharing about:

  • a child
  • a relevant family member of that child
  • any other person, in order to promote the child’s wellbeing or safety

Sharing information under FVISS

Consider whether you are sharing about this person as:

  • a perpetrator
  • an alleged perpetrator
  • an adolescent that uses violence
  • an adult victim survivor
  • a child victim survivor
  • a third party
  • any person where the victim survivor is a child

You do not need to record any other information when sharing about perpetrators and alleged perpetrators.

If sharing about:

  • adult victim survivors of family violence or third parties under FVISS (where a child is at risk)
  • a child’s parent under CISS
  • child victim survivors of family violence
  • any child in order to promote their wellbeing or safety

You must also:

  • Record whether you sought their views about their information - including the child and/or their parent depending on the child's capacity when sharing about the child. You may also want to keep records of their views as this might information steps you take to address their concerns
  • If their views were not sought, record the reason why
  • Record if they were informed that their information was disclosed. If the person was not informed you may also want to record the reason why that person was not informed as it could be relevant to future practice

If sharing about:

  • adult victim survivors of family violence (where no child is at risk), or
  • third parties (where no child is at risk)

You must also:

  • Record whether information was shared with consent and whether the consent was written, verbal or implied. You may also want to keep records of the consent
  • If the information was shared without consent, record the reason why. Where no child is at risk, information can be shared about an adult victim survivor or third party under the FVISS when it is necessary to lessen or prevent a serious threat to life, health, safety or welfare of an individual
  • If the information was shared without consent, record if the person was informed that their information was shared without consent. If the person was not informed you may also want to record the reason why that person was not informed as it could be relevant to future practice and inform ongoing assessment and management of family violence risk

Reviewed 22 February 2019