A clearer home for your NDIS documents
A current-document index, missing-document request and sharing check. Use with paper folders, digital storage or an agreed care-team workspace.
Prepared 22 September 2026.
Full guide and official source links: https://www.kinovo.com.au/resources/organise-ndis-documents

Current-document index card
Copy one card per useful document. The index tells people where the right file is; it does not require everyone to have a copy.

Document title and what it is used for: ___
Author / issuing service: ___
Date on the document / version, if supplied: ___
Status: current confirmed / draft / superseded / needs confirmation
Who confirmed its status, and when: ___
Where the agreed working copy is stored: ___
Who holds the original or required record: ___
Person who has agreed to obtain updates: ___
Who needs this information for their role: ___
Participant's sharing choices / authority to clarify: ___
What is missing, unclear or awaiting a response: ___
Next action, accepted owner and check-in date: ___
Review date or event that should trigger a check: ___
Older copies: where retained and how labelled: ___


Ask for the right document
Name the document, why it is needed and the agreed sharing method. Do not attach unrelated personal information to make the request look complete.

Subject: Request for [document title / current version]
Hi [name],
With [participant's] agreement, I am helping organise [specific next step].
We need [document / confirmation of the current version] for [purpose].
The copy we currently have is [title, author, date / no copy held].
Could you confirm whether this is current, or provide the appropriate version?
The agreed recipient is [person and role].
Please use [agreed secure channel / contact us to arrange one].
Let us know if you need to confirm consent or authority before sharing.
If a new report or charge would be involved, please explain this before proceeding.
Could you confirm an expected response date?
[Name] has agreed to follow up on [date].
Thank you, [name and role]


Before sharing or replacing a file
Work through the prompts with the participant or appropriate authorised person. An organising note does not replace a required consent or provider process.

What task needs this document: ___
Exact recipient and role: ___
Information they need, and why: ___
Current file / version checked with: ___
Participant's agreement or other authority confirmed through: ___
Any limits on what should be shared: ___
Delivery method and correct address / access checked: ___
Who will confirm the recipient can open the file: ___
If replacing a file, which version becomes superseded: ___
Who needs to know about the new version: ___
Required original records and older copies retained where: ___
If someone's role has ended, who will review workspace / link access: ___
Date and person recording this check: ___
Reminder: removing online access cannot recall copies already downloaded.


Optional coordination tool. Not an NDIA form, clinical instruction or funding approval.
Store completed copies appropriately and share only with the people who need them.