Author: Government recordkeeping

A new draft policy on Data and Recordkeeping is now available. We would love to hear your thoughts to ensure this policy is readable, useable and practical.

A word version of this policy is available to download and review here.

The Data and Recordkeeping Policy was developed to confirm that the definition of public record includes data. Data, information and records are all public records that require management in accordance with the Public Records Act 1973 (the Act).

  • The Act and the recordkeeping Standards issued under it are technologically neutral and apply regardless of the medium or format used (including paper, film, audio tape, and digital).
  • Data is included in the definition of 'record' under the Act.
  • Any record created or received by a public officer in the course of their duties is a public record and must be managed in accordance with the Standards issued by the Keeper of Public Records.

The policy centers around lawful management, retention and disposal of data, which must be done in accordance with PROV Standards.

Public offices should apply the Data and Recordkeeping Policy, in line with the PROV Value and Risk Policy, to all relevant recordkeeping decisions and practices.

Please send your feedback and questions to Xander Hunter at xander.hunter@prov.vic.gov.au by COB Friday 1 March 2024.

Material in the Public Record Office Victoria archival collection contains words and descriptions that reflect attitudes and government policies at different times which may be insensitive and upsetting

Aboriginal and Torres Strait Islander Peoples should be aware the collection and website may contain images, voices and names of deceased persons.

PROV provides advice to researchers wishing to access, publish or re-use records about Aboriginal Peoples