Author: Government recordkeeping

PROV has drafted a new policy on Managing Records in Business Systems.

A word version of this policy is available for download and review from our Policies A-Z topic page.

We would love to hear your thoughts to ensure this policy is readable, useable and practical.

Please send your feedback to by COB Friday 27 January 2023.

Some background:

  • This policy was developed as an instrument that provides, in a summarised form, the main recordkeeping requirements to be implemented in all business systems (regardless of whether or not they are designed to be records management systems).
  • The idea is that a summarised document which points to the PROV standards and specifications and RDAs for details, but which is not system specific, will help with communicating recordkeeping requirements. Especially to those who are procuring, designing, configuring, and implementing business systems but who do not have a strong understanding of records management.
  • The policy was based in part on the principles in the CAARA paper on managing records in Microsoft 365.

If you have any questions, or would like to discuss anything in relation to the policy, please email

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