Registering an account
You will need to register and log in to order physical records. If you do not already have a Public Record Office Victoria user account, you can create one by clicking the "Login/Register" button in the top right hand corner of the PROV website.
Once you have created an account with your government email address, you can then register as a government agency user by filling out the Agency Users Application Form (PDF or word doc) and emailing it back to us.
Which records can I order?
Once your account has been activated, you’ll be able to order and view open records, and any closed records for which your agency is responsible.
Records can be ordered from the following catalogue pages:
- Search results
- Series, consignment, box and records details pages
- My Dashboard: order history
- My Dashboard: direct order
For wills, probate and inquest files go directly to those topic pages and search.
How many records can I order?
If you hold a Government user account you can order up to 24 records or boxes at one time. These can be open records, or closed records if your agency is responsible for those records.
I already know the citation of the records I need to order – how can I do this using direct order?
If you know the series, consignment and item details of records you wish to order, you can enter these into the direct order page. Direct order can also be used to bulk order multiple boxes from the same consignment.
Step 1: Log on to PROV’s online catalogue at prov.vic.gov.au. Register a government user account, if you do not already have one.
Step 2: Select “Direct orders” from your dashboard. The direct order page will be displayed. The remaining detailed instructions are on the direct order page, at the bottom of the page.
Step 3: Enter the requested data so that you can order either boxes or records, and select whether you are ordering copies, ordering records for a viewing room, or “borrow the original” to view offsite at your offices.
Note: digital records are available online and do not need to be ordered.
Digital records
Digital records transferred to PROV are accessible via our website. Open digital records can be viewed without a login. To access closed digital records managed by your agency, an approved Authorised Agency User account is required. For information on registering an account, see the top of this page.
Location of physical records
The repository at which the records are located (North Melbourne, Ballarat or Bendigo) will be shown on the location field of a search result on PROV’s online catalogue, and cannot be changed. Contact us if you have any problems ordering records.
Options for viewing records held at each location
North Melbourne (Victorian Archives Centre) | Ballarat (Ballarat Archives Centre - Ballarat Research Hub at Eureka) | Bendigo (Bendigo Regional Archives Centre) | |
| Open records (view in Reading Room) | Records are delivered Monday to Friday at 10.30am (records must be ordered before 8.00am to make the 10.30 am delivery.) Up to 8 records per day will be delivered to each researcher, for a maximum of 24 records on order at a time. Records are held in the Reading Room for 5 working days before being returned to the repository. If you require more time to use records that you have ordered, go to your current orders via your dashboard and use the “extend hold” option. Records held in cold storage require 24 hours before they can be delivered to a Reading Room. Records will be issued only to the person who has ordered them. If you would like someone else to view records on your behalf, you can specify this during the ordering process. The Reading Room is open Monday to Friday, 10am to 4:30pm and every second and last Saturday of the month. | Records will be issued only to the person who has ordered them. Written authorisation must be provided to enable someone else to view the records you have ordered. The Ballarat Archives Centre is open from 10.00 am – 4.30pm Monday to Thursday. Open records are delivered to the Reading Room at the Eureka Centre on these days. Order by 3pm for the 10.30am delivery the following day. Up to 8 records per day will be delivered to each researcher, for a maximum of 24 records on order at a time. | Records will be issued only to the person who has ordered them. Written authorisation must be provided to enable someone else to view the records you have ordered. The Bendigo Regional Archives Centre is open from 10.00 am – 4.30pm Wednesday and Thursday. For records held at the Goldfields Library: if the order is placed before 4pm, will be delivered the same day. For records stored offsite: order before 9am for the 11am delivery. Up to 8 records per day will be delivered to each researcher, for a maximum of 24 records on order at a time. |
| Open records (take offsite) | Open records can be taken offsite if they are ordered by a government user account holder who is from the agency responsible for the records. Select "send the original" during the ordering process. Orders that are made after 8am can be picked up on the next working day between 10am and 11am at the repository collection point, the loading bay at 112 Macaulay Road, North Melbourne. See below for further information on collecting records. Orders will be held for 10 working days before being returned to the repository. | Once your ordered records have been retrieved, Ballarat Archives Centre staff will contact you to arrange a time for you to collect the records. Records will be issued only to the person who has ordered them. Written authorisation must be provided to enable someone else to view the records you have ordered. The Ballarat Archives Centre is open from 10.00 am – 4.30pm Monday to Thursday. Order by 3pm for the 10;30am delivery the following day. Up to 8 records per day will be delivered to each researcher, for a maximum of 24 records on order at a time. | Records will be issued only to the person who has ordered them. Written authorisation must be provided to enable someone else to view the records you have ordered. The Bendigo Regional Archives Centre is open from 10.00 am – 4.30pm Wednesday and Thursday. For records held at the Goldfields Library: if the order is placed before 4pm, will be delivered the same day. For records stored offsite: order before 9am for the 11am delivery. Up to 8 records per day will be delivered to each researcher, for a maximum of 24 records on order at a time. |
| Open or closed records (use onsite viewing room) | This option is only available for closed records and open records for which your agency is responsible. If you wish to view records in a viewing room, contact us to arrange a date and time. During the discussion, the quantity of records requested, timeframes for delivery and length of time before the records are returned will be agreed. Once you have booked a time with PROV, order the records, selecting "use viewing room" during the ordering process. When you come to the Reading Room, let reception staff know that you have booked the viewing room, and they will contact staff to assist you. | This option is only available at the Victorian Archives Centre, North Melbourne. | This option is only available at the Victorian Archives Centre, North Melbourne. |
| Closed records (take offsite) | Closed records can only be ordered by a government user account holder who is from the agency responsible for the records. To arrange to take records offsite, select "send the original" during the ordering process. Orders that are made after 8am can be picked up on the next working day between 10am and 11am at the repository collection point, the loading bay at 112 Macaulay Road, North Melbourne. See below for further information on collecting records. Orders will be held for 10 working days before being returned to the repository. | Closed records are not held at the Ballarat Archives Centre. | Closed records are not held at the Bendigo Regional Archives Centre. |
Procedures for collection of open and closed records from the Victorian Archives Centre, North Melbourne for viewing offsite
- Authorised couriers can collect and deliver records on behalf of an agency, by arrangement with PROV. If your agency does not already have a courier service (or you are changing to a new courier service) complete a Collection Agency Authority form and send it to us by email.
- Staff members of the ordering agency who are collecting records must provide identification demonstrating that they are an employee of that agency, such as a staff card.
- People collecting orders from the Victorian Archives Centre can go to the repository loading bay located at 112 Macaulay Road and contact Record Issues Office staff on the intercom located by the roller doors. Records collections are available 10-11am weekdays.
- Records will be brought to the loading bay.
- The person taking delivery of the records will be required to sign for the collection of records.
Treatment of records and storage containers
To maintain the integrity and condition of records, and to ensure future access, it is vital that records are preserved in their original context and in their original physical condition. Please observe the following:
- do not add anything to the records
- do not remove anything from the records
- do not alter any record, rearrange the contents of the record or mark the record
- do not replace original records with photocopies or copies of any kind
- do not allow records to leave the custody of your organisation unless legally required. If this is necessary, please contact PROV prior to arranging this with the requester
- Public records must not be removed from the State Archive (deaccessioned) without the express authority of the Keeper of Public Records. PROV should be contacted immediately if such action is contemplated.
Storage containers and records should be handled with care. Please do not attempt to mend damaged records, particularly with adhesive tape. Your repairs may cause further deterioration to the records in the long term. If you have noticed damage to a record please advise PROV staff when you return the record. All storage containers and records have been assigned a permanent barcode. Most barcodes are placed on the face of the record or on the polyethylene bag which contains the record. Government users must ensure that all barcode labels remain intact on the records and that records remain in their correct file covers, file bags, delivery bags and containers, and that no other labels are affixed to records or their containers.
Return of records
Closed records which have been issued to you are to be returned within 60 days. Public Record Office Victoria will only accept returned records which have been issued by PROV. Records that were not previously in PROV custody must not be included with records being returned.
What happens if I try to order a record which has already been ordered?
Throughout the ordering process, you’ll receive notifications about your order. If you try to order a record that is currently on order by another user, the record will be placed on reserve for you and you will be notified when it's available. Contact us if you need the record urgently.