Last updated:

September 14, 2021

What is APROSS?

An Approved Public Record Office Storage Supplier, also known as APROSS, is a commercial storage facility which has been appointed by the Keeper of Public Records under section 12 of the Public Records Act 1973 for the storage of Victorian public records in physical formats. To become an APROSS, a commercial storage facility must be assessed by PROV as meeting the requirements of PROS 20/02 S1 APROSS Specification

Victorian public offices can only store physical format public records in a facility not controlled by them, if that facility has been certified as an APROSS. While stored in an APROSS, public records remain under the control of the agency which has responsibility for them. This means the head of the public office is responsible for the records and must ensure the APROSS manages the records appropriately. This would usually be done through a contract or agreement between the agency and the APROSS facility.

 

What records can be moved to an APROSS facility?

 

Agencies can move the following categories of records to an APROSS facility for storage:

Category of records Actions allowed under the Storage Standard
Records determined to have temporary value Move to APROSS at any time
Records where retention requirements have not been determined

Cannot be moved to an APROSS until the retention requirements have been determined

Records determined to have permanent value

Cannot be moved to an APROSS. Exemptions to this may be granted by the Keeper of Public Records or their delegate. If an exemption is granted, the agency must comply with the conditions set by PROV.

 

Selecting an APROSS

Agencies should confirm the site is certified by PROV as an APROSS.

Please note that many commercial storage providers operate across multiple sites, and that not all sites may be certified as an APROSS. 

Agencies should obtain legal advice prior to signing a contract. At a minimum, the contract should specify:

  • Any special requirements for the records
  • Access arrangements
  • Security arrangements
  • Exit fees (including permanent retrieval)
  • Setup costs and ongoing management fees.

The agency should confirm with their insurance provider that all records stored in APROSS facilities are covered.

Refer to PROS 11/01 G1 APROSS Guideline for more information.

 

Current approved APROSS facilities

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

Name

Location

Approved

Last Inspected

Next Inspection

Compliant

Advanced Record Management

140 Broderick Road, Corio
(2 sites)

2016

2016

2031

Y

 

123 – 129 Broderick Road, Corio
(2 sites)

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 Road, Wangaratta

2006

2006

2021

Y

Grace Information 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

 

199-201 Princess Highway, Hallam

2021

2021

2036

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

Secure It Records Management

5 Grandlee Drive, Wendouree

2019

2019

2034

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.