Online Catalogue –
Registering and Maintaining a Government User Account
This PROVguide outlines step by step how to register and maintain a Victorian Government user account on PROV’s online catalogue. Registering a user account enables you to log in to Public Record Office Victoria’s (PROV’s) online catalogue and order physical records for viewing. Viewing closed electronic records online and access to closed physical records is also available to registered government users for the responsible agency. Other actions, such as searching and browsing the catalogue or viewing open electronic records online, do not require you to be logged in.
See PROVguide 4 Ordering and Collecting Records – Government Access, PROVguide 21 Ordering Records, PROVguide 3 Copying Services – Government Access for detailed information about PROV’s services to Victorian Government Agencies wishing to access records they are responsible for.
Who needs to register a government user account?
Only people who need to order closed physical records that their agency is responsible for, or need to view closed electronic records online that their agency is responsible for, need to register a government user account.
How long does it take to register a government user account?
The first part of registration takes around 2 minutes and is done online. The second part involves sending authorisation to PROV from your agency’s Records Manager, or other senior manager, that you have approval to create a government user account. It takes approximately 2 business days once this authorisation has been received by PROV’s Record Retrievals Office for your authorisation form to be processed. You will be notified by email once your government user account has been activated.
If you wish to access records on open access you can register a public user account which takes around 2 minutes online.
Step 1: Navigate to the Government User Registration page. Links to this page can be found on the Access the Collection page on PROV’s website, or from the Log In page.
Step 2: Fill in the details on the Government User Registration page. Click on the Continue button. The Terms and Conditions page will be displayed.
Step 3: To accept the terms and conditions of the user account, click on the I Accept button. To change any registration details, click on the Back button.
Step 4: After clicking on the I Accept button, a government user account is created, with a status of Pending, and the Government User Account Confirmation page is displayed, showing your User ID. Please note this as you will need your User ID and your password to log in to the online catalogue in the future.
Step 5: Click on the Government User Account Authorisation Form link and download the form. Once the form is completed by you and your Records Manager or other senior manager, and received by PROV, your account will be activated by PROV.
Step 6: Click on the Continue button. The page you were on before beginning registration will be displayed. You will be able to search and browse, and view open digital records online, but you won’t be able to order physical records or view digital records online that you are the responsible agency for until your account has been activated.
Managers who are authorising a government user account
Access to closed physical and electronic records that a government agency is the responsible agency for, will be granted to a holder of a government user account. Managers are reminded of the high level of security access they are authorising their staff to obtain.
Can someone else look at records I’ve ordered?
Under the terms and conditions of a user account, PROV will issue records only to the person who has ordered them under their user account. You may allow another person to view records with you in a reading room. If you are unable to visit a reading room to view records, you may provide written permission to PROV for a specific person to view records you have ordered under your user account.
How do I update my details?
To update your account details, firstly log in then select the My Account Details option from the My Details menu. The My Account Details page will be displayed, showing the information you entered when you registered your account. All details on this page can be updated except for your User ID and agency number.
How do I reset my password?
Government user account holders can contact the Record Retrievals Office at PROV to reset their password on (03) 9348 5609 Monday to Friday from 10am to 4:30pm or email recordsissuesoffice@prov.vic.gov.au.
Privacy and account expiry information
PROV reserves the right to close or deactivate user accounts that have not been used for 12 months or more. Please contact PROV if you no longer require your account so it can be closed.
All personal information collected through PROV’s online catalogue will be treated in accordance with Public Record Office Victoria’s Website Privacy Statement.
