Standards framework | PROV

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Last updated:

January 6, 2026

About our Standards

As required by the Public Records Act 1973, the Keeper of Public Records sets mandatory Standards for the management of public records. The head of every Victorian public office is responsible for ensuring compliance with them.

The Standards apply to data/information/records held across the public office, in all formats, systems and storage environments. Some Standards have Specifications setting out technical requirements. PROV provides a range of guidelines and tools to assist public offices.

The Standards enable compliance with Australian and International Standards and support other Victorian Government requirements.

Review of the Access Standard

6 January 2026

As part of our continuous review program of the Standards Framework, PROS 19/06 Access Standard is currently under review. This Standard was last issued in August 2019.

External feedback is now being sought - please see the Blog Post for further information, including where to access the feedback form.

Feedback is due by Friday 20 February 2026.

Standards framework

Access Standard

The Access Standard is comprised of the following areas:

Open access
Open access to records in custody of the Keeper
Accessibility

PROS 19/06 Access Standard

Create, Capture and Control Standard

The Create, Capture and Control Standard is comprised of the following areas:

Create and capture
Preserve
Control

PROS 25/02 Create, Capture and Control Standard

PROS 25/02 S1 Digitisation Specification

PROS 19/05 S2 Minimum Metadata Specification

PROS 19/05 S3 Long Term Sustainable Formats Specification

PROS 19/05 S4 Constructing VEOs Specification

PROS 25/02 S5 Adding Metadata Packages to VEOs Specification

To assist with implementation of this Standard and related Specifications, view the Representing Records in VEOs Guideline.

Disposal Standard

The Disposal Standard is comprised of the following areas:

Authorisation
Implementation
Transfer obligation

PROS 22/04 Disposal Standard

To assist with implementation of this Standard, view these resources Disposal Standard webpage.

For information on Retention and Disposal Authorities, please view the Retention and Disposal Authorities (RDAs) webpage

Operational Management Standard

The Operational Management Standard is comprised of the following areas:

System planning and procurement
System maintenance
Processes
Training and awareness
Contracting

PROS 24/01 Operational Management Standard

To assist with implementation of this Standard, view the Operational Management Guideline.

Storage Standard

The Storage Standard is comprised of the following areas:

Authorisation
Protection and security
Survival as readable records
Risk management
Use of external storage providers

PROS 20/02 Storage Standard

PROS 20/02 S1 APROSS Specification

PROS 20/02 S2 Places Appointed to Store and Manage State Archives Specification

PROS 20/02 S3 Class B Places of Deposit Requirements Specification

PRO 61 Plan for Determining Retention for Records in APROSS

PRO 62 Plan for Transferring Records in APROSS to PROV

New guidelines and templates to support the new Storage Standard and APROSS Specification are being developed and will be published shortly.

Major changes between the old and new storage requirements are outlined here: PROS 20/02 FS1 Major changes to the new Storage Standard.

Strategic Management Standard

The Strategic Management Standard is comprised of the following areas:

Valuing records
Establishment, governance and accountability
Strategic planning
Policy
Digital transition
Assessment and measurement
Transferring functions between Victorian public offices
Transferring functions outside the Victorian Public Sector

PROS 23/01 Strategic Management Standard

To assist with implementation of this Standard, view the Strategic Management Guideline.

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