Can an agency store public records with a commercial provider?

Victorian Government agencies are permitted to store public records with a commercial storage provider if they are no longer in business use.

 

Agencies can only store records with commercial storage providers which qualify as an Approved Public Record Office Storage Supplier (APROSS).

See PROS 11/01 G1 Approved Public Record Office Storage Suppliers (APROSS) Guideline for information about  selecting a supplier and what an APROSS storage agreement should cover.

 

What records can be stored in an APROSS facility?

Agencies can transfer the following records to an APROSS facility:

Records Agency Action
Sentenced as temporary Transfer to APROSS at any time
Awaiting sentencing

Agencies may only transfer unsentenced records to an APROSS as an interim measure until such time that they can sentence the records.

Agencies must produce a Sentencing Plan and have it approved by PROV prior to transfer to an APROSS.

Complete a PRO 41 Request for Approval of Sentencing Plan form and submit to us for approval.

Sentenced as permanent value (State Archives)

Agencies may only transfer permanent records to an APROSS as an interim measure until such time that they can transfer the records to PROV.

Agencies must produce a Transfer Plan and have it approved by PROV prior to transfer to an APROSS.

Complete a PRO 42 Request for approval of Transfer Plan form and submit to us for approval.

 

Agencies are responsible for all records they store in APROSS facilities. Every agency must document information about:

  • What records are stored in each box

  • Where each box is currently located

  • When the records were transferred.

 

Current approved APROSS facilities

The commercial storage suppliers listed below have been inspected and approved by PROV for the storage of:

  • sentenced temporary records,
  • unsentenced records (subject to approval by PROV), and
  • sentenced and permanent records (subject to approval by PROV).

 

Name

Location

Approved

Last Inspected

Next Inspection

Compliant

Advanced Record Management

140 Broderick Road Corio

2016

2016

2031

Y

 

123 – 129 Broderick Road Corio

2016

2016

2031

Y

Caval Ltd - CARM 1

3 Park Drive Bundoora

2003

2003

2018

Y

Caval Ltd - CARM 2

4 Park Drive Bundoora

2012

2012

2027

Y

Compu-stor

32-34 Burns Road Altona

2009

2009

2024

Y

The Doc Shop

16 Rocla Road Traralgon

2010

2010

2025

Y

Doc U Store

10 – 16 Osboldstone Rd Wangaratta

2006

2006

2021

Y

Grace Records Management

27/9 Ashley Street West Footscray

2004

2004

2019

Y

 

13 Baldock Court Eaglehawk

2005

2005

2020

Y

 

31/9 Ashley Street West Footscray

2008

2008

2023

Y

 

23 Kane Road Wodonga

2018

2018

2033

Y

 

22 Salta Drive Altona North

2009

2009

2024

Y

 

24 Industrial Place Breakwater

2011

2011

2026 

Y

 

38/9 Ashley Street West Footscray

2011

2011

2026

Y

 

13 Caravan Street Wendouree

2012 2012 2027 Y

 

39/9 Ashley Street West Footscray

2015

2015

2030

Y

ZircoDATA

28/9 Ashley Street West Footscray

2004

2004

2019

Y

 

29/9 Ashley Street West Footscray

2006

2006

2021

Y

 

30/9 Ashley Street West Footscray

2009

2009

2024

Y

 

35-36/9 Ashley Street West Footscray

2010

2010

2025

Y

  202-288 Greens Road Dandenong 2015 2015 2030 Y

Iron Mountain

37A/9 Ashley Street West Footscray

2009

2009

2024

Y

 

8-10 Healey Road Dandenong

2012

2012

2027

Y

 

451 Plummer Street Port Melbourne

2012

2012

2027

Y

  465 Plummer Street Port Melbourne 2012 2012 2027 Y
  477 Plummer Street Port Melbourne 2012 2012 2027 Y
 

578 Somerville Road, Sunshine 3020

2012

2012

2027

Y

 

Baranduna Drive Wodonga

2012

2012

2027

Y

Smart Records Group

32 Tarnard Drive Braeside

2018

2018

2033

Y

TIMG

Laverton

2010

2010

2025

Y

 

Abbotsford

2008

2008

2023

Y

Please note:

Grace Records Management facility at 61 Wigg Street Wodonga has been replaced by their facility at 23 Kane Road Wodonga.

LV Security facility at 19 Leesons Road Traralgon is no longer an APROSS facility.