Last updated:

December 8, 2021

In response to the COVID-19 pandemic Victorian public offices are required to create, receive and manage a range of new record types. To specify minimum retention periods and authorise disposal of COVID-19 related records we have updated a number of the current retention and disposal authorities (RDAs).

This page brings together the disposal coverage across our RDAs for easy reference. It will be updated periodically if an RDA is updated for COVID-19 related records. Please continue to refer to the RDAs on our website (accessible via the links below) as the RDA remains the authoritative document.

Do you know of COVID-19 records not included in the tables below? Please contact us via: agency.queries@prov.vic.gov.au

 

Disposal coverage for records of all public offices:

Function/Purpose of Records RDA Number & Title Disposal Class Title & Description Disposal Class Number & Action Explanation
Attendance records to support contact tracing PROS 07/01 RDA for Records of Common Administrative Functions

OCCUPATIONAL HEALTH  & SAFETY –

Public Health Compliance –

Records documenting attendees at a premises to enable contact tracing if required for public health reasons. Includes a register or record of the names of all persons (including staff) attending an agency
premise, their contact information, and the date and time they visited the premises.

Also includes records of staff attestations, which attest staff are fit and healthy to work prior to commencing a shift or day’s work such as indications they are free from symptoms. Attestations may be presented in verbal or written form, and can include results from testing.

11.13.1

Temporary –
Destroy in accordance with the Directions issued by the public health authority (e.g. Department of Health and Human Services).

Disposal coverage for attendance records that the Department of Health (DoH) requires organisations to create - i.e. name and phone number of people (staff and visitors) at a premise - to support contact tracing (if required).

Also includes logs created by government agencies sighting ‘vaccine passports’ of site visitors.

Also includes staff attestations. Health and aged care providers may require daily attestations from staff, which are needed to show that staff are symptom-free prior to commencing a shift or day’s work.

Vaccination Status of Persons PROS 07/01 RDA for Records of Common Administrative Functions

PERSONNEL MANAGEMENT –

Employment Conditions

Records documenting the employment conditions of ongoing and non-ongoing employees, including heads of agencies, that are not part of the consolidated employment history.

Includes the recording of evidence that is required relating to conditions of employment that are mandated by an employer or mandated by relevant legislation, such as public health orders.

[If records relate to exposure to hazardous materials, use class 12.5.6.]

12.5.4

Temporary –
Destroy 7 years after administrative use has concluded.

Disposal coverage for records documenting staff, volunteer and contractor vaccine status.  Includes the records documenting the sighting of evidence of vaccination status.
Vaccination Certificates PROS 07/01 RDA for Records of Common Administrative Functions

PERSONNEL MANAGEMENT –

Employment Conditions -

Records collected relating to conditions of employment that are mandated by an employer or mandated by relevant legislation, such as public health orders. Includes copies of records pertaining to staff vaccine certification, medical exemptions, and any other records which are provided by an employee to an employer to demonstrate compliance with public health orders.

12.5.9

Temporary –
Destroy after compliance with employment condition is verified.

Disposal coverage for agencies which collect copies of vaccine certificates/exemptions. The current advice from the Victorian Department of Health is that there is no requirement for agencies to collect nor retain vaccine certificates/exemptions.

 

Disposal coverage for local government, public hospitals and health services administering vaccines:

Function/purpose of records RDA Number & Title Disposal Class Title & Description Disposal Class Number & Action Explanation
Vaccines administered to Children – central register PROS 09/05 RDA for  Local Government Functions

COMMUNITY SERVICES –

Immunisation Management –

Records of the administration of vaccines to children including consent forms where there is a central Commonwealth register of the administration of vaccinations.

Includes records of patients subsequently added to the Australian Childhood Immunisation Register.

Includes records of consent of patients and records of patients where the patient suffers a significant adverse reaction and the matter is referred to another agency for support and continuing care.

Includes records of the handling of vaccines, vaccine preparation and administration, storage and cold chain management.

4.4.2

Temporary –
Destroy 7 years after administration of the vaccine.

Disposal coverage for records of administering vaccines to children - where there is a central Commonwealth register.
Vaccines administered to Children – no central register PROS 09/05 RDA for  Local Government Functions

COMMUNITY SERVICES –

Immunisation Management –

Records of the administration of vaccines to children including consent forms where there is no central Commonwealth register of the administration of vaccinations.  

Includes all vaccination records of vaccinations administered prior to the introduction of the Australian Childhood Immunisation Register.  

Includes records of consent of patients and records of patients where the patient suffers a significant adverse reaction and the matter is referred to another agency for support and continuing care.  

Includes records of the handling of vaccines, vaccine preparation and administration, storage and cold chain management.

4.4.1

Temporary –
Destroy 25 years after administration of the vaccine.

Disposal coverage for records of administering vaccines to children - where there is no central Commonwealth register.
Vaccines administered to Adults PROS 09/05 RDA for  Local Government Functions

COMMUNITY SERVICES –

Immunisation Management –

Records of the administration of vaccines to adults including consent forms.

Includes records of consent of patients and records of patients where the patient suffers a significant adverse reaction and the matter is referred to another agency for support and continuing care.

Includes records of the handling of vaccines, vaccine preparation and administration, storage and cold chain management.

4.4.3

Temporary –
Destroy 7 years after administration of the vaccine.

Disposal coverage for records of administering vaccines to adults.
Vaccination program administration records PROS 09/05 RDA for  Local Government Functions

COMMUNITY SERVICES –

Immunisation Management –

Records of the administration and facilitation of immunisation programs.

4.4.4

Temporary –
Destroy after administrative use has concluded.

Disposal coverage for records of the administration of vaccine programs.

 

Disposal coverage for records of the Department of Health:

Function/purpose of records RDA Number & Title Disposal Class Title & Description Disposal Class Number & Action Explanation
Communicable disease control including contact tracing PROS 08/15 RDA for Public Health Functions

COMMUNICABLE DISEASE CONTROL –

The control and prevention of the spread of communicable infectious diseases in the community by the State’s health authority

3.0.0

Disposal coverage for records of the State’s health authority (currently the Department of Health).

NB: PROS 08/15 is currently under review

COVIDSafe data PROS 08/15 RDA for Public Health Functions

Records collected or generated through the operation of the COVIDSafe application (i.e. COVIDSafe app data) which is downloaded/extracted to the Department's Secure Data Store established to separate the COVIDSafe app data from the departmental contact tracing records.

This class does NOT refer to the Department's contact tracing records and data, see class 3.1.3

3.1.6

Temporary –
Destroy as soon as practicable when no longer required for contact tracing purposes, or immediately following the declaration of the end of the COVIDSafe data period, whichever is sooner.

Disposal coverage for source or original COVIDSafe Application records when no longer required for contact tracing in alignment with the agreement between the Commonwealth and the State of Victoria.

 

Disposal coverage for records of Service Victoria:

Function/purpose of records RDA Number & Title Disposal Class Title & Description Disposal Class Number & Action Explanation
QR code generation to support contact tracing PROS 21/05 RDA for Service Victoria

Records from customer and agency interactions –

Records documenting customer and service agency interactions, including customer applications and transactions with Service Victoria, where the information is not saved to an account.

Includes:
- records of customer transactions where Service Victoria received all the information the customer was required to provide
- records of customer transactions where customers didn’t provide all the information needed, and the customer has abandoned the transaction or not returned in time to complete it
- records of information retrieved from the systems of a service agency to display to a customer
- records of a request from a service agency for support to customers, and information collected or generated in response to that request.

1.3

Temporary –
Destroy after administrative use has concluded, but no later than specified by legislation.

Service Victoria receives requests to generate QR codes for customer check-in purposes related to contact tracing.  Service Victoria receives the required information, generates the code, and then delivers it to the service agency.  Class 1.3 covers the requests to generate QR codes, the generating of the code, and the delivery of it to the applicable agency.

This class also covers records relating to COVID-19 vaccine certificates linked to the Service Victoria app.  Actual copies of certificates are not stored by Service Victoria – they are stored on the customer’s device only. There are some back-end system records that are stored that record the customer interaction of linking the vaccine certificate to a certain device.  These logging records are covered by this class - as a record of a customer interaction, where the information is not saved to an account.

 

PROV also has a pilot project to redevelop selected functions of PROS 07/01 Common Administrative Functions RDA. Agencies continue to be invited to submit feedback to PROV on the existing RDA PROS 07/01. Please refer to our Project Page for further information and instructions on how to submit your feedback to us.

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