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About local government

Local Government is the third level of government in Australia and consists of a combination of locally elected Councillors, government employees and community groups. There are 79 Councils in Victoria that operate in accordance with the Local Government Act 2020, providing services and setting regulations to manage local communities.


Recordkeeping responsibilities in local government

In Local Government, the head of a public office is usually the Chief Executive Officer (CEO) of the Council as they are employed by government, rather than being the Mayor or other elected Councillors. The responsibility for records or information management is usually delegated across the Council using position descriptions, contracts, agreements and work plans.

See Councillors Records for recordkeeping information regarding Councillors.


Recordkeeping Standards

PROV sets mandatory recordkeeping Standards and Specifications. All agencies, including local government, must comply with these.

See our Standards Framework for further information.


Roles and responsibilities

Recordkeeping responsibilities for CEOs:

  • Ensuring that full and accurate records of the business of the Council are being made and kept.
  • Carrying out within the Council a program of records management in accordance with the PROV Standards, and with the advice and assistance of the Keeper of Public Records.
  • Taking all action necessary for the recovery of any public records unlawfully removed from the Council.

Recordkeeping responsibilities for Senior Executives:

  • Council wide and strategic responsibility for recordkeeping

Recordkeeping responsibilities for Senior Officers:

  • Overseeing recordkeeping operations
  • Ensuring Council compliance with the recordkeeping requirements of legislation and regulations, including the Public Records Act 1973

Recordkeeping responsibilities for Records Management Specialists:

  • Providing expert records management advice, tools, procedures, standards, guidelines, delivery of compliance assessments and services consistent with the PROV Standards

Recordkeeping responsibilities for staff members with specialist skills in relevant areas:

  • Implementing and supporting the Council records management strategy (such as change management, training, communications, project management and information technology)

Recordkeeping responsibilities for all staff members:

  • Creating and capturing full and accurate records of Council business.

Recordkeeping responsibilities for volunteers:

  • Creating and capturing full and accurate records of Council business.

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