A folder full of screenshots, certificates and work documents can be difficult to make sense of—even when it contains strong evidence of your skills. If you are preparing for recognition of prior learning (RPL), a simple filing system can help you see what you have, identify what is missing and explain your experience clearly to an assessor.
There is no single folder structure that suits every qualification. The registered training organisation (RTO) conducting your assessment decides what evidence it needs and how you should submit it. Use the steps below as a starting point, then follow the RTO’s instructions if they differ.
Start with the assessment requirements
Before sorting files, confirm the qualification or units you are seeking to have assessed. Look at the RTO’s evidence guidance and check the relevant qualification and unit details on the Australian Government’s training.gov.au register. A job title alone will not tell you which skills and knowledge need to be demonstrated.
Ask the RTO which file formats it accepts, whether it has a naming convention or upload portal, and whether it requires particular declarations, third-party reports or identity documents. Do not collect or send sensitive information simply because it might be useful later.
Create a folder structure you can understand
Keep one main folder for the RPL application. Within it, make a small number of plainly named folders rather than a complicated tree you will struggle to maintain. For example:
- 01_Assessment_instructions: the RTO’s checklist, unit information and submission directions.
- 02_Work_history: your résumé, role descriptions and relevant employment records.
- 03_Training_and_licences: existing statements of attainment, certificates or current licences, where relevant.
- 04_Work_samples: permitted examples of work, grouped by project, role or unit.
- 05_Third_party_evidence: references or reports requested by the RTO.
- 06_Evidence_index: your file list and notes about any gaps.
These categories are organisational aids, not a list of mandatory RPL documents. If the RTO provides its own template, organise your files around that instead.
Name files so their purpose is obvious
A useful file name identifies what the document is and, where appropriate, when it was created. For example, 2025-03_maintenance-log_site-A_redacted.pdf is easier to recognise than scan-final-2.pdf. Use a consistent date format such as YYYY-MM, and add a short description rather than a long string of keywords.
Keep an unedited original of any important document and make a separate copy if you need to add notes or remove information. Avoid changing a record in a way that could misrepresent what happened. If you are unsure whether a redacted copy will be acceptable, ask the RTO before submitting it.
Make an evidence index
An evidence index can be a basic spreadsheet or document. Include the file name, a one-line description, the date or date range, your role in the work, and the unit or requirement you think it may relate to. Add a column for questions you need to put to the RTO.
For a team project, explain what you did rather than treating the whole project as your own work. If a photograph or finished product needs context, add a short note explaining the task and your contribution. This makes your submission easier to navigate, but it does not replace the assessor’s judgement about whether the evidence is sufficient, current, authentic and relevant.
Protect workplace and personal information
Work samples may contain customer names, staff details, confidential pricing or information you do not have permission to share. Check your employer’s policies and obtain permission where needed. Remove unnecessary personal information where the RTO permits it, and ask what alternative evidence it will accept if a record cannot be shared.
Store files in a protected account, check who can access any shared folder, and use the RTO’s approved submission method. Avoid public links or sending sensitive records through an unprotected channel. The Office of the Australian Information Commissioner provides Australian privacy guidance if you need a starting point for handling personal information.
Do one final check before submitting
- Open every file to confirm it is readable and correctly oriented.
- Check that file names match your evidence index.
- Remove accidental duplicates, but retain relevant versions that show how work developed.
- Confirm that shared links work for the intended recipient and do not grant wider access.
- Compare your submission with the RTO’s current checklist.
Good organisation helps an assessor find and understand your evidence; it does not guarantee an RPL outcome. RPL Access Australia can help you plan and organise an evidence portfolio. The RTO is responsible for assessing your evidence and deciding whether to issue a qualification or statement of attainment. If you are not sure what belongs in your submission, ask the RTO before you upload it.