Section 69 of the Evidence Act 1995
55It is a matter for the tendering party to establish, on the balance of probabilities, that documents sought to be tendered are business records admissible under the section. It provides:
"69 Exception: business records
(1) This section applies to a document that:
(a) either:
(i) is or forms part of the records belonging to or kept by a person, body or organisation in the course of, or for the purposes of, a business, or
(ii) at any time was or formed part of such a record, and
(b) contains a previous representation made or recorded in the document in the course of, or for the purposes of, the business.
(2) The hearsay rule does not apply to the document (so far as it contains the representation) if the representation was made:
(a) by a person who had or might reasonably be supposed to have had personal knowledge of the asserted fact, or
(b) on the basis of information directly or indirectly supplied by a person who had or might reasonably be supposed to have had personal knowledge of the asserted fact.
(3) Subsection (2) does not apply if the representation:
(a) was prepared or obtained for the purpose of conducting, or for or in contemplation of or in connection with, an Australian or overseas proceeding, or
(b) was made in connection with an investigation relating or leading to a criminal proceeding.
(4) If:
(a) the occurrence of an event of a particular kind is in question, and
(b) in the course of a business, a system has been followed of making and keeping a record of the occurrence of all events of that kind,
the hearsay rule does not apply to evidence that tends to prove that there is no record kept, in accordance with that system, of the occurrence of the event.(5) For the purposes of this section, a person is taken to have had personal knowledge of a fact if the person's knowledge of the fact was or might reasonably be supposed to have been based on what the person saw, heard or otherwise perceived (other than a previous representation made by a person about the fact)."
56It was submitted for Mr Thaler and Mr Koncepolski that s 69 of the Evidence Act gave the Court a discretion as to the admission of the documents, which would be exercised consistently with the requirements of s 56 of the Civil Procedure Act, that is, it was argued, without the necessity of evidence being called as to the provenance of the documents. I do not accept that s 69 gives the Court such a discretion. The section establishes an exception to the hearsay rule. It is for the party tendering a document to establish that it is a business record falling within the section. Neither the section, nor s 56 grants the Court a discretion to dispense with such proof.
57Contrary to the submissions advanced for Mr Thaler and Mr Koncepolski, the conclusion that the documents sought to be tendered are business records, cannot properly rest on the face of these documents alone, apart from the printed CommSec document I have already dealt with. In my view, in the absence of evidence as to either provenance, or the matters dealt with in s 69(2), an inference cannot safely be drawn from the face of the documents alone, that they are business records admissible under the section.
58Also necessary to be considered is that on their face, some of the documents were recently created. They thus appeared to fall within the exception provided in s 69(3), but it was argued for Mr Thaler and Mr Koncepolski, that it would be concluded that they were not self serving documents, because it would be accepted that, in the most part, they had been prepared by independent third parties and contained historical representations, even if information about those representations was recently provided.
59It was also submitted that s 69(3) required that the person seeking to tender a document must have recognised that it had some part to play in the litigation and that the document itself must indicate a recognition that it had been prepared for the purpose of the litigation.
60This may not be accepted. Section 69(3)(a) is not concerned only with the creation of documents, it is concerned with the purpose for which a document was either prepared, or obtained. Nor does it depend upon that purpose being disclosed in the document itself.
61That some of the documents sought to be tendered were recently created, of itself, suggests that they were obtained for the purpose of conducting these proceedings and more particularly, for the purpose of conducting the costs application. No evidence was led to suggest otherwise.
62In Timms v Commonwealth Bank [2003] NSWSC 576, relied on for Mr Thaler and Mr Koncepolski, there was evidence led as to the circumstances in which various documents came to be created, at a time when litigation was in contemplation. Barrett J there concluded on the evidence, that the documents in question had not been prepared either in contemplation or in connection with the proceedings, but rather for other requirements which applied, irrespective of the legal proceedings.
63Such satisfaction is not available in relation to the recently created documents sought to be tendered in this case. In the absence of any evidence of either how they came to be created and by whom, or who obtained the documents and for what purpose, the onus which falls on Mr Thaler and Mr Koncepolski under s 69 has clearly not been met.
64It is also pertinent to have regard to Hamilton J's observations in Lewis v Nortex Pty Ltd (In Liq); Lamru Pty Ltd v Kation Pty Ltd [2002] NSWSC 1083, at [4] - [8], where his Honour observed as to the propositions which flow from the authorities as to the proper construction of s 69 to which he earlier referred at [4] - [8]:
"[4] It should also be noted that what is referred to in subss (3)(a) and (b) respectively is not the proceeding in which the tender of material is sought to be made, or a proceeding to which the investigation referred to in (b) has led, but simply a proceeding or an investigation.
[5] This links with what Barrett J has said to be the policy of the section in Vitali v Stachnik supra at [12]:
"The purpose of the exclusion is, as I see it, to prevent the introduction through this exception to the hearsay rule of hearsay material which is prepared in an atmosphere or context which may cause it to be self-serving in the sense of possibly being prepared to assist the proof of something known or at least apprehended to be relevant to the outcome of identifiable legal proceedings."
[6] The point, as I apprehend it, is that the contemplation or existence of any proceedings may lead even persons of good intent to make purely self serving statements that may, without the exclusory provisions of subs (3), be admissible through the scheme of s 69. From this natural tendency to make self serving statements springs the policy that statements made in those circumstances ought be excluded from the ambit of s 69 which is, in general terms, generous towards the admission of statements contained in documents that meet the criteria of the section.
[7] It is not, as Mr Motbey has suggested to me, a requirement of subs (3) that a conclusion be reached that the creator of the document had the purpose of making self serving statements, whether true or false. It is, rather, that the possibility, bearing in mind human nature, to make self serving statements in such circumstances, leads the Act to exclude all statements made in such circumstances as a precaution against purely, and particularly false, self serving statements being taken into evidence.
[8] Whilst, as was said by Hope J in Albrighton v Royal Prince Alfred Hospital [1980] 2 NSWLR 542 at 548 - 549 (cited by Einstein J in Schipp v Cameron (No 3) supra), the business records provisions have the tendency to make the law of evidence approach reality, it is in the interests of reality that the old rule against self serving statements is preserved to the extent that I have indicated, even when such statements are made in business records."
65It follows that in the absence of relevant evidence led to establish that the recently created documents do not fall under s 69(3), it may not be inferred simply from the face of the documents tendered, that they do not fall within the exception. Unlike Vitali v Stachnik [2001] NSWSC 303, on which Mr Thaler and Mr Koncepolski also relied, here there was no evidence led as to who had created the various documents, or their knowledge as to their contents. In Vitali evidence was led as to the circumstances in which the documents had come to be created, after the proceedings had been commenced. In the result, Barrett J concluded at [18] that:
"The fact that this litigation had begun when the content of MFI 2 was prepared and that its preparation was recognised by the defendant at the time as bearing a relevance to and as potentially playing a part in that litigation must mean, as I see it, that the "in contemplation of" aspect or the "in connection with" aspect (or each of them) is satisfied. I hold, therefore, that s.69(3)(a) precludes the operation of s.69(2) in relation to MFI 2 so that the hearsay rule applies to make that document inadmissible."
66Contrary to the case advanced for Mr Thaler and Mr Koncepolski, given the dates of the recently created documents which they sought to tender and the circumstances of their tender, the inference that they were obtained for the purpose of this litigation, seems unarguable. That makes the documents inadmissible, for the same reasons that Barrett J gave in Vitali.
67In the result, in the circumstances of this case, I am not persuaded that any of the documents remaining in issue have been proven to be admissible under s 69 as business records.
68I am not persuaded that it can properly be inferred that the documents form part of the records kept or belonging to any particular business or person, or that they were prepared or provided for requirements which applied, irrespective of these legal proceedings.
69Nor is there evidence that such historical information as the documents variously appear to contain, was prepared by a person who had or might reasonably be supposed to have had personal knowledge of the asserted facts, or on the basis of information directly or indirectly supplied by a person who had or might reasonably be supposed to have had personal knowledge of the asserted facts.