About our standards

Public Record Office Victoria (PROV) sets standards for the efficient management of public records under Section 12 of the Public Records Act 1973. The standards apply to all records created by the Victorian Government and detail requirements for the creation, maintenance and use of these records.

For every recordkeeping function, PROV has set mandatory recordkeeping principles - these are contained in the Standards. All agencies must comply with each principle by implementing certain requirements. These requirements are detailed in the Specification/s.

A series of guidelines, factsheets and forms have been developed to help agencies to implement the requirements.

 

Standards framework

Select a recordkeeping function to access the corresponding standard and specification/s, and their relevant guidelines, fact sheets and forms.

Image Map

 

About our policies

PROV's recordkeeping policies provide direction for Victorian government agencies on best practice records management upon new technologies, emergent issues or legislation. Policies can also outline a set of principles which underpin one or more aspects of recordkeeping that PROV has adopted. 

Recordkeeping policies

The Victorian government has a strong focus on building and maintaining a sustainable environment. PROV strongly supports this ongoing commitment and acknowledges the importance of the move towards achieving environmental sustainability across Victorian government.

The Recordkeeping and the Environment Issues Paper  offers five observations about the environmental impacts of recordkeeping and proposes two recommendations.

Read the issues paper here.

The use of mobile technology can improve and streamline government processes and also reduce operational costs. From a recordkeeping perspective, mobile devices allow information to be accessed and managed without being anchored to a set physical location or work station.

However, any uptake of new technologies also creates new risks.

These risks need to be managed.

The Recordkeeping Policy: Mobile Technologies was developed in accordance with issues determined by the Mobile Technologies and Recordkeeping Issues Paper and subsequent feedback from stakeholders. It discuses recordkeeping risks associated with using mobile technologies.

Read the issues paper here.

Read the policy here.

 

This policy enables agencies to confidently address recordkeeping issues when moving into cloud technology. 

When conducting a risk assessment of adopting cloud solutions, agencies should include records risks . Particular care needs to be taken when the information is of a sensitive or private nature. Records should only be stored in a cloud environment that complies with all Victorian legislation and policy.  Agencies should ensure that agreements with vendors include clauses that protect agency data. The Guidelines provide assistance in complying with these requirements.

Read the issues paper here.

Read the policy paper here.

Read the cloud computing for decision making guideline here. 

Read the cloud computing tools guideline here. 

The Recordkeeping policy: use of back up technology to archive was developed in accordance with issues determined by the Use of back up technology to archive issues paper and subsequent stakeholder feedback from stakeholders.

Read the issues paper here.

Read the policy paper here.

 

The Appraisal Statement specifies in summary the records of government administration required for permanent retention as State Archives.

It is designed to:

  • Support consistent and transparent appraisal by Victorian government
  • Assist government agencies to undertake appraisal
  • Communicate our collecting objectives to our stakeholders
  • Describe in summary the types of records we will preserve as Archives for future discovery and use.

Government agencies undertaking appraisal will be expected to address the statement’s permanent record characteristics in the development of disposal authorities submitted for the approval of the Keeper of Public Records.

Read the Appraisal Statement here.

Public officers create records when using social media as part of their duties.

Requirements for record creation, control, storage and disposal contained in the PROV recordkeeping standards are not media-specific and also apply to social media.

Read the issues paper here.

Read the policy here.

 

How are our policies developed?

Each policy is first circulated as an issues paper. The issues paper provides an opportunity for stakeholder input and to indicate the proposed direction and recommendations.

Policies may impact on other products issued by PROV, including recordkeeping standards. Where this occurs, the products concerned and the likely changes will be identified in the relevant issue paper.

Following the consultation period, a formal policy document is drafted. There may be an opportunity provided for stakeholders to comment on this draft document.

After the consultation period, the final PROV recordkeeping policy is issued.