Last updated:

September 28, 2023

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.

 

New Guideline: Representing Records in VEOs

September 2023: The Representing Records in VEOs Guideline is for technical developers building systems and tools to construct VEOs, and for agency record managers or system administrators creating VEOs for transfer to PROV. It describes how to construct VEOs so that they provide accurate and authentic representations of records from record systems. It outlines the criteria used by PROV when assessing VEOs for authenticity, a process known as archival assessment. Archival assessment is a component of the PROV VEO validation program.

This guideline supplements the technical requirements for VEO creation outlines in PROS 19/05 S4 Constructing VEOs and PROS 19/05 S5 Adding Metadata Packages to VEOs.

 

Revised Specification: Adding Metadata Packages to VEOs

July 2023: Please note that PROS 19/05 S5 Adding Metadata Packages to VEOs Specification has been revised. Changes have been made to the following:

  • Section 2.3 - Every IO must contain an instance of the standard metadata, instead of just the root IO. This reflects practice with ingest into the new digital archive.
  • Section 2.6.1 - Added to give clarity about how RDF subjects are identified.
  • Section 2.7 - Added to give clarity about expressing arbitrary XML metadata.
  • Section 4 - XML/RDF property names in table have had 'azns5478' prefix added.
  • Section 4.1.2 to 4.1.5 - Added to give concrete instructions for expressing ASNZS 5478 metadata as a single entity model in RDF.

 

New Strategic Management Standard and Guideline

May 2023: Please note that PROS 23/01 Strategic Management Standard and the associated Guideline have now been released. These documents replace PROS 19/03. For further information on changes made to the Standard, please see the Blog Post.

 

Strategic MagementCaptureControlStorageAccessDisposalOperations ManagementVERS

Standards framework

The Access Standard is comprised of the following areas:

  • Open access
  • Open access to records created in custody of Keeper
  • Accessibility

PROS 19/06 Access 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

The Operational Management Standard is comprised of the following areas:

  • System planning and procurement
  • System maintenance
  • Processes
  • Training and awareness
  • Contracting

PROS 19/04 Operational Management Standard

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

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.

To assist with implementation of this Standard and the Specifications, view the below guidelines and Fact Sheets. These documents are due to be revised and updated, but may still be useful for you. 

PROS 11/01 G1 APROSS 

PROS 11/01 G2 Implement a storage program

PROS 11/01 G5 Records storage

PROS 11/01 G6 Storage authorisation and inspection program

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.

 

PROS 19/05 Create, Capture and Control Standard incorporates the majority of requirements from the VERS Standards and Specifications. 

Agencies that have implemented and configured a system in accordance with PROS 99/007 requirements — namely VERS Version 2 VEO creation — can continue to refer to the PROS 99/007 Standard and its associated Specifications and Advices for the life of the system.

See VERS Standard for further information.

 

 

 

 

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

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