What a timestamped draw record tells you

Start with what the time refers to

A timestamp places a recorded event in time. In a promotion, that can help an organiser or reviewer compare an entry or result with the rules and other events. SafeDraw^™ timestamps product entries and results and retains them for audit for three years.

Before comparing times, establish what each timestamp represents and which time zone it uses. An entry being received, a result being recorded and that result being displayed can happen at different moments.

For instant win, an entry may be recorded before the participant opens the reveal. For a regular draw, entry receipt, random selection at the draw time and later winner notification are distinct events. Labelling each event clearly helps a promoter explain the sequence without leaving a reviewer to guess.

Follow the entry through the process

Start with the entry or reference you want to review, then identify the records that connect it to an outcome. SafeDraw^™ connects provider systems, calls TPAL for random number generation and presents results, so the roles of those systems help organise the enquiry.

Ask how the available records relate to one another, what they show about the entry and outcome, and which organisation can explain each stage. Keep the promotion’s terms alongside the records so timing and eligibility questions have the right context.

A timestamp is useful evidence of the time recorded for an event. A fuller review also looks at entry handling, the selection process and controls around access or changes. Those details explain how much can be concluded from the record.

Keep the retention statement specific

SafeDraw^™’s three-year audit retention applies to product entries and results. Website newsletter subscriptions and business enquiries serve different purposes and are not covered by that statement.

The promoter may need other records as well, such as prize distribution or the handling of unclaimed prizes. South Australian guidance identifies records operators must keep for the relevant types of trade promotion. Check the duties that apply to the complete promotion, including other jurisdictions where it runs.

Use records to answer practical questions

An organised set of records can help a promoter respond to an entry query, explain a result or assist a formal review. Agreeing who holds the relevant information and how it can be retrieved makes those tasks easier.

The aim is a sequence another person can follow, with each record’s purpose and limits clearly explained.