Audit bundle — what to compile when someone asks for "your safety documentation"EasyStagecraft Module 4 · for WorkSafe / Dept of Ed / school board / insurer / VRQA requests · structured exactly as auditors expect to read it · two-hour assembly task with a current production folder
When this happens. An auditor calls — WorkSafe inspector, school-board WHS reviewer, the school's own insurer doing a periodic review, a VRQA spot-check on registration, or worst-case a coroner's office post-incident. They typically ask for "your safety documentation for the [year/show] productions". You have between 24 hours and 5 business days to assemble the bundle. This checklist is what they want; the order is the order they read in.
Do not invent records you don't have. If an item is missing, mark it "not held — explanation: [reason]" in the bundle. An auditor's lethal red flag is fabricated records found mid-audit; a missing record is a finding, but a recoverable one. Always be the most truthful person in the room.
Section 1 — Cover letter (1 page, your responsibility)
Letter on school letterhead from the principal naming the production(s) covered, the PM (you), and the date range of the bundle.— write fresh
Brief statement: "Records held are listed in the index below. Records marked 'not held' are noted with explanation. Records are available for inspection at [address]."— write fresh
Contact details: PM phone + email; principal phone + email; business manager phone + email.— write fresh
Section 2 — Index (1 page, alphabetised, page-numbered)
One-page table of every document included, with section number + page number. Auditors navigate by the index, not the bundle.— write fresh, after assembly
Section 3 — Production approval pack (signed)
The principal-signed Production Approval Pack from Module 1 — one per production in the window.approval-pack/[production].pdf
If the production had any scope-change addenda — include them.approval-pack/[production]-scope-change-[n].pdf
Production P&L final · actuals vs budget.finance/[production]/p-and-l.pdf
Invoice-vetting review records (Module 5) for any contractor invoice over A$1,000.finance/[production]/invoice-review/
Section 12 — Records-retention statement
Copy of the Records Retention Schedule (this pack — records-retention-schedule.html) showing your retention discipline.compliance/retention-schedule.pdf
How to assemble in 2 hours
Time
Action
0:00 - 0:15
Open the production folder. Filter on the audit-window years. Note any obvious gaps.
0:15 - 0:30
Draft cover letter + email principal for signature.
0:30 - 1:30
Compile sections 3-11. Use the checklist above as section headers. For each missing item: mark "not held — [reason]".
1:30 - 1:45
Index page — write last so page numbers are accurate.
1:45 - 2:00
Single PDF compile · check links · principal sign-off · send.
If the auditor asks for more
The bundle above covers ~95% of typical audit asks. If the auditor requests something not in it, they'll ask in writing — respond in writing with the doc or "not held + reason". Don't volunteer additional records unless asked. Don't speculate about why something is missing. Don't promise documents you can't deliver. Brief, factual, helpful.