On the other hand, in Karmot Auto Spares Pty Limited v Dominelli Ford (Hurstville) Pty Ltd (1992) 35 FCR 560, Heerey J. said (at 565):
"... the document in question is not part of the records of the business of Walkers Auto Spares. It had passed out of the possession and control of that firm. I think the ordinary sense of business record' connotes a repository of information in organised form which is accessible in the usual course of and for the purposes of that business to those who conduct it." (Emphasis added) Likewise, in Cigna Insurance Australia Ltd. v General Newspapers Pty Ltd (1992) 7 ANZ Insurance Cases, 61-121, it was held that a library of photograph transparencies were not part of the "records" of an insured within the meaning of a policy of insurance. Clarke JA said (at 77,602): "Although records' is a word of wide meaning which may include something which is retained as a memorial its meaning in para (e) is governed by the context in which it appears. The primary context is one relating to what might be described as the business records of Federal Publishing Company although the reference to specifications, plans, drawings and designs' would indicate that, in the context of a publishing company, business records should not be understood too narrowly. Although plans and specifications would not normally be understood to form a part of the business records of a publishing company there may well be occasions in which such a company would have and retain such documents for its business purposes. On the other hand the computer systems records, documents, manuscripts, and business books would clearly form part of its business records as would securities and deeds which it kept at the premises. While, therefore, the paragraph refers to records of every description' it would seem clear to me that it refers only to those documents or items which were made or gathered together for the purpose of recording information which it was desired to keep for use in the business." (Emphasis added)
His Honour went on to say (at 77,603):
"In my opinion a transparency library would not be understood as a matter of ordinary language to constitute business records or records of the insured..."
In the United States, it has been held that records "are intended to serve as evidence of something written, said or done, and are not kept to gratify the curious or suspicious" (see Owens v Woolridge, 22 Pa. Co. Ct.Rep. 237,240 cited in Words and Phrases Permanent Edition (West Publishing Co.) at 37).
Finally, it should be noted that the circumstances may require one to look beyond the initial use of a document in order to ascertain whether it has come to be used as a "record" even if, originally, it had a different purpose. In Duke GRP (In liq.) v Arthur Young (1990) 3 ACSR 420, Perry J. (at 429) cited the following statement by Jacobs, Cox and Matheson JJ. in Burnside Sub Branch RSL Inc. v Burnside Memorial Bowling Club Inc., 28 November 1990, unreported:
"Often, no doubt, where a copy of a document is used as a record, it will have been made expressly for that purpose, but that need not be the case. The very use of the document, certainly over any length of time, may fulfil the purpose of recording a particular matter relating to the business, whether the document was originally created for that reason or not. It need not have had its genesis within the business if the user alternative is satisfied."
(Emphasis added)
In that case, the Full Court considered whether a typed copy of a lease held by the lessee, a bowling club, was a "business record". It did not appear that the copy was endorsed in any way by the club; it came forward simply as a document retained in the club's records. The Court said that it "was part of [the club's] records, kept in a safe place under the custody of its proper officer, and was evidently the only copy it had of the 1957 lease agreement" (see 3 ASCR, at 428-9).
(iii) The meaning of "record" in Reg. 38
It appears that the only decided case on the point is Deputy Commissioner of Taxation v Homebeech Limited, Supreme Court of Queensland, Shepherdson J., 30 October 1986, unreported, where, in an application to set aside a default judgment, a question arose as to the true construction of Reg. 29, the precursor to the present Reg. 38. Shepherdson J. referred to an affidavit sworn by the plaintiff's solicitor which stated -
"...that the record in the custody of the Deputy Commissioner of Taxation which gives the address of the defendant as C/- Barry Cronin, Primrose Couper
Cronin and Rudkin, 1st Floor, Custom Credit House, 35/39 Scarborough Street, Southport is the document being Folio 23 of the National Crime Authority working papers relating to the defendant ... [being Ex B] ..."
Exhibit B was a photocopy of a lined sheet with a serial number "023" on it. Towards the bottom of the sheet appeared the following:
"Barry Cronin
Primrose Couper Cronin Rudkin,
1st Floor, Custom Credit House,
35-39, Scarborough Street,
Southport. Qld. 4215."
Shepherdson J., having noted that all the document did was to record the address of Mr. Cronin, said (at 9):
"Mr. Gzell [for the defendant taxpayer] has submitted that [Reg.] 29 cannot [help] the plaintiff ... . He submitted ... that a record' means something more than just a name and address on a piece of paper. He referred to ... Schering [above] ... at 851-2. He submitted that record' means something more than any document and means something of an official recording. I do not find it necessary ... to rule on ... [this] because ... I find it quite impossible to construe that document as being the address of the defendant as described in a record, assuming it to be a record in the custody of the Commissioner."
His Honour, turning to the defendant's second submission that "the record has to be on its face the address of the taxpayer", said that "this obviously is not so."
As has been seen, the case is distinguishable from the present circumstances, where the document does refer to the taxpayer. Moreover, again as has been noted, Shepherdson
J. did not need to express any concluded view on the instant question which does not appear to have been considered in any other case.
(iv) Summary of the authorities on the meaning of "record"
It follows, we think, that the foregoing analysis may be summarised thus: the meaning of "record" in the present context is not the subject of any authoritative decision, although the recent English cases indicate a less rigorous approach than previously; the word does not appear to be used here as a term of art, or to have any special or technical meaning; and it appears to have been intended to have its ordinary dictionary meaning which emphasises that the writing is meant to preserve, for an appreciable time, the memory or knowledge of a fact or an event, even in an informal, or unofficial, fashion with the object of subsequent retrieval of the information; a writing may constitute an official or formal, or an unofficial or informal, record of a fact or event; but the latter type of writing could nonetheless fairly be described as a "record" for the purposes of Reg. 38 as, no doubt, could an official record, for instance, a formal document such as the Electoral Roll.
(v) The meaning of "custody"
As has been noted, Reg. 38 speaks of "the address of the person, as described in any record in the custody of the Commissioner" (my emphasis). What is the meaning here of
"custody"?
The primary dictionary (Macquarie) definition of "custody" is -
"1. keeping; guardianship; care."
As Spender J. noted (at 435), the meaning of the word "custody" where used in s.264 of the Act was considered by the High Court in FCT v Australia and New Zealand Banking Group Ltd. (1979) 143 CLR 499. Gibbs ACJ observed (at 519) that "custody" was a wider, vaguer word than "possession" so that a person who has "physical control" of something has "custody" of it even if legal possession of it is not held. Mason J., citing (at 532-3) the primary dictionary definition of "custody", said that it was wide enough to include "many types of possession which are not commensurate with full ownership".
In Roux v Australian Broadcasting Commission [1992] 2 VR 577, Byrne J., in a discovery context, said (at 589):
"A party has `custody' of a document where the document is within the corporeal possession of that party whether or not this is accompanied by a right to possession".