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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
PROS 19/06 Access Standard sets out the principles and requirements that Victorian public offices must comply with in order to ensure records are accessible for the period of time they must be retained and that access is not restricted, unless required by legislation, regulation or policy.
This Standard is comprised of the following areas:
Open access
Open access to records in the custody of the Keeper of Public Records
PROS 25/02 S5 Adding Metadata Packages to VEOs Specification is for technical developers building systems and tools to construct VEOs. It sets out the requirements for adding metadata packages to VEOs.
Use PRO 53 Agency Storage Self-Assessment Checklist Form to undertake a self assessment of your storage facilities and areas. The results will assist you in determining the next steps in ensuring your storage meets the requirements of PROS 11/01 S1 Agency Records Storage Specification.
The completion of this checklist will also assist with determining the storage risks and developing a plan to improve storage within the Agency.
The Artificial Intelligence (AI) Technologies and Recordkeeping Policy was designed to address transparency and accountability concerns in relation to AI implementation and use and to enable explainable AI use. This includes the production of full and accurate records/data, as well as the appropriate management of those records/data in accordance with PROV Recordkeeping Standards.
This policy is a companion to the Approval Processes Policy which covers decisions and actions relating to an approval process (including those conducted by machine learning and related technologies). Public offices should apply its terms in line with the PROV Value and Risk Policy and the Recordkeeping Standards to relevant recordkeeping decisions and practice.
The Appraisal Statement for Public Records Required as State Archives is designed to support consistent and transparent appraisal by government and describe in summary the records of continuing value to the State of Victoria.
The Approval Processes Policy provides statements regarding capturing and managing records of approval processes, decisions and actions. Public Offices should apply its terms in line with the Value and Risk Policy to relevant recordkeeping decisions and actions.
PRO 44 APROSS Annual Attestation Form attests that the storage areas and/or facilities concerned continue to operate within any limitations or restrictions contained in the existing APROSS certification, issued under PROS 20/02 S1 APROSS Specification.
Commercial storage suppliers should use the PRO 39 APROSS Pre-Inspection Checklist Form to guide certification as an Approved Public Records Office Storage Supplier (APROSS).
To apply for certification, submit the form together with copies of the documents referred to in Section 3 of the form.
Use PRO 37 APROSS Registration of Interest Form to register an interest in having a facility become an Approved Public Record Office Storage Supplier (APROSS).
PROS 20/02 S1 APROSS Specification sets out the requirements which must be met by a storage provider for their facility to be certified as an Approved Public Record Office Storage Supplier (APROSS) and to retain this certification.
Victorian public offices can only store physical format records in a facility not controlled by them if that facility has been certified as an APROSS.
This Checklist should be used for the purposes of checking that business systems which will create or hold records are able to meet basic recordkeeping requirements.
The Managing Records in Business Systems Policy provides PROV's position on managing records in business systems, regardless of whether they are designed to be records management systems. It clarifies the main recordkeeping requirements to be implemented in all business systems.
PROS 20/02 S3 Class B Place of Deposit Requirements Specification sets out the requirements which must be met to obtain and retain appointment as a Class B Place of Deposit. It also includes guidance on how to meet these requirements.
Class B Places of Deposit are appointed by the responsible Minister under Section 14 of the Public Records Act 1973 to hold temporary value public records which are no longer required by Victorian government offices.
This allows communities to retain records about their own history, which may otherwise be lost or destroyed.
The Recordkeeping and Cloud Services Policy provides direction to support compliance with the mandatory PROV Standards when using externally provided technologies/infrastructure (cloud services). Records created and captured under cloud service arrangements remain public sector records and it is the responsibility of the public office to ensure they are managed in compliance with PROV Standards.
Collection Agent Authority Form is for government agencies wishing to retrieve agency records that have been transferred to Public Record Office Victoria (PROV) as State Archives.
PROS 19/05 S4 Constructing VEOs Specification is for technical developers building systems and tools to construct VEOs. It describes how to construct Version 3 VEOs which meet PROV requirements.
PROV has developed a package containing tools and code to generate and/or validate Version 3 VEOs. See our PROV VEO creation products page for further information.
The Create, Capture and Control Standard sets out the principles and requirements that Victorian public offices must comply with in relation to the creation, capture and control of records. It includes the requirements for the Victorian Electronic Records Strategy (VERS).
This Standard is comprised of the following areas:
The Data and Recordkeeping Policy provides policy statements addressing the following:
data is included in the definition of record under the Public Records Act 1973
data must be managed in accordance with PROV Standards
disposal of data requires authorisation from the Keeper of Public Records, which is through Retention and Disposal Authorities and the principle of Normal Administrative Practice.
This Checklist should be used for the purpose of ensuring that recordkeeping requirements are met when a business system such as a database, shared drive, email application or other business information system is removed from use in an organisation.
PRO 58 Digitisation Plan Template has been designed as a tool to assist agencies in developing digitisation plans.
It is a requirement underPROS 19/05 S1 Digitisation Specification for agencies to create a Digitisation Plan in cases where the digitised record will be treated as the official record.
PROS 25/02 S1 Digitisation Specification sets out the requirements which must be met when Victorian public offices plan to digitise original source records and use the digitised copy as the official record.
PROS 22/04 Disposal Standard sets out the principles and requirements that Victorian public offices must comply with in order to lawfully dispose of public records. Public records may be disposed of by authorised destruction or custody transfer.
Records created in all formats and held in all systems and storage environments must be disposed of in accordance with this Standard.
The Disposal Standard is comprised of the following areas:
The Enterprise Mobility Policy provides PROV's position regarding recordkeeping in situations where employees can work anywhere, anytime, thanks to a combination of mobile devices, applications and technologies that facilitate remote access to data. Devices, applications and technologies used may be owned by the business or personally.
Please note that it repeats multiple sections from the CAARA M365 Paper for ease of reference. Additional content strives to align the CAARA principles and requirements with PROV Standards to assist agencies with implementation in the Victorian jurisdiction.
This guideline covers the following areas:
Design and configuration of M365 implementations
M365 licenses, contracts, or agreements
M365 systems governance structures
Creation and capture of records of business conducted in M365
Access to records in M365
Contextual relationships between records in M365
Monitoring M365 for risk to records
Disposal of records in M365
Migrating records from within M365 to external systems
Decommissioning M365
Transferring permanent value records from within M365 to PROV
PROS 10/13 G2 Implementing a Disposal Programme Guideline covers the steps required to plan, implement and review a disposal programme. It provides useful and practical guidance on the implementation of a disposal programme which adheres to best practice recordkeeping principles identified in PROS 10/13 Disposal Standard.
Although this guideline is focussed on an ongoing programme of work, it can also be used to guide a project based initiative.
Also, this guideline does not provide information on specific planning templates that agencies may be required to follow. Agencies should determine whether or not they are required to follow specific planning methodologies.
It also does not include guidance on selecting or implementing recordkeeping systems or consultancy services.
PROS 19/05 S3 Long Term Sustainable Formats Specification sets out the requirements which must be met when Victorian public offices are preparing digital records for transfer to PROV. Permanent value digital records must be in one of the specified formats or able to be converted reliably and efficiently to one of these formats.
It is recommended that Victoria public offices also use these formats when temporary value records need to be kept for a long period of time.
PROS 99/007 Management of Electronic Records Standard is superseded and has been replaced by PROS 19/05 Create, Capture and Control Standard. PROS 99/007 was designed to assist agencies in managing their electronic records and create Version 2 VERS encapsulated objects (VEOs).
Please note:
Public offices 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 standard and its associated specifications and advices for the life of the system.
Public Record Office Victoria will continue to:
Accept digital record transfers in VERS Version 2 VEO format.
Test current vendor products against the PROS 99/007 requirements up until 30 June 2021. (After this time, PROV will only test vendor VEO creation validity for VERS Version 3 VEOs against PROS 19/05 requirements).
Vendors may continue to self-certify versions of their current products against PROS 99/007 up until 30 June 2025.
Implementation experience with PROS 99/007 Management of Electronic Records Standard highlighted a number of minor errors and inconsistencies in the Standard and its associated Specifications and Advices. Errata for PROS 99/007 Management of Electronic Records Standard corrected those errors and inconsistencies.
Technical development package
PROV has developed a package containing tools and code to generate and/or validate Version 2 VEOs. See our PROV VEO creation products page for further information.
Managing Records in Microsoft 365: A guide for Victorian public offices was developed to assist Victorian agencies in the management of records created and captured across the M365 environment. Whether your agency is implementing or currently managing an existing M365 environment, this guidance will be a useful resource in understanding the recordkeeping capabilities and limitations of M365.
The guide was developed by M365 expert Andrew Warland who has spent many years working as a consultant across industries including government, advising and guiding organisations on effective recordkeeping within the M365 environment.
It includes:
General information about Microsoft 365.
Suggestions and (where appropriate) recommendations for the configuration of settings relating to the management of records across Microsoft 365
Details of an approach to information architecture in SharePoint.
This guidance, originally published in November 2024, has been revised and is accurate as of 5 May 2025 thanks to Andrew Warland's updates.
PROS 19/05 S2 Minimum Metadata Requirements Specification sets out the minimum metadata elements which must be captured for the records (documents, information, data) created or received by Victorian public office staff in the course of carrying out their work.
All Victorian public offices must comply with this Specification when designing organisational processes and systems.
PROS 24/01 Operational Management Standard sets out the principles and requirements that Victorian public offices must comply with to ensure effective records management operations.
This Standard is comprised of the following areas:
PRO 35 Expression of Interest: Place of Deposit Form contains the conditions for appointment under the Public Records Act 1973 as a Place of Deposit (POD) for public records of a local community.
PROS 20/02 S2 Places Appointed to Store and Manage State Archives Specification sets out the requirements which must be met to obtain and retain appointment as a Class A Place of Deposit.
Class A Places of Deposit are appointed by the responsible Minister under section 14 of the Public Records Act 1973 to hold records of permanent value (State Archives), as well as records of temporary value.
PRO 61 Plan for Determining Retention of Records in APROSS is a template that has been designed to meet the following PROV requirement outlined in PROS 20/02 Storage Standard:
For physical records already held in an APROSS as at 17/12/2020:
Public offices must develop a plan detailing the actions they will take to determine required retention periods for those holdings where this is not known. The plan must meet requirements specified by PROV, be approved by the head of the public office or their delegate and provided to PROV upon request.
PRO 62 Plan for Transferring Records in APROSS to PROV is a template that has been designed to meet the following PROV requirement outlined in PROS 20/02 Storage Standard:
For the physical records already held in an APROSS as at 17/12/2020:
Public offices must develop plans to transfer to PROV those physical records held in commercial storage which are known or become known to have permanent value. The plan must meet requirements specified by PROV, be approved by the head of the public office or their delegate and provided to PROV upon request.
The purpose of the template is to aid public offices in their task of documenting their permanent value record holdings in APROSS. It helps with the process of planning and prioritising the work in order to begin making arrangements with PROV.
Please note: From 18/12/2020 public offices cannot move permanent value records to an Approved Public Record Office Storage Provider (APROSS). Permanent records already housed in an APROSS will require a plan to transfer the records to PROV. Under the Public Records Act 1973, public offices must transfer permanent value records to PROV once they no longer require ready access to them.
Use PRO 21A Proposal to Transfer Records Form to register a proposal to transfer permanent records (hardcopy or digital) to Public Record Office Victoria (PROV).
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 25/02 S5 Adding Metadata Packages to VEOs.
Use PRO 46B Request for a Disposal Authority – Appraisal Report (Single Instance) Form to record the appraisal results of the records not covered by a Retention and Disposal Authority (RDA). Form PRO 46B must be completed for each of the record types requested for appraisal.
Use PRO 36 Request for approval to transfer records to a Place of Deposit (POD) Form to request approval from Public Record Office Victoria (PROV) to transfer public records which have been sentenced as temporary to a certified Place of Deposit (POD).
This Checklist should be used when selecting a commercial storage provider for non-current physical format records. Public offices can only select a provider which has been certified by PROV as an Approved Public Record Storage Supplier (APROSS).
The information provided in PRO 21B Series Report: Subsequent Consignment Form provides the basis for registration of your record series and consignments in the PROV archival catalogue.
The information provided in PRO 21B Series Report: New Series Form provides the basis for registration of your record series and consignments in the PROV archival catalogue.
This Checklist is designed to assist organisations, particularly small public offices, with the steps they should take to meet recordkeeping requirements. The questions address baseline requirements and are designed to indicate the areas for improvement.
PROS 20/02 Storage Standard sets out the principles and requirements that Victorian public offices must comply with in order to ensure that records are stored appropriately and under arrangements authorised by the Keeper of Public Records. This includes requirements for public records held in all formats, whether stored in-house or by an external host or provider.
This Standard is comprised of the following areas:
Use PRO 52 Storing and Managing State Archives Pre-Inspection Checklist Form to seek appointment as an approved site to store State Archives.
The form contains a set of criteria that must be completed and the results submitted to Public Record Office Victoria (PROV) prior to an inspection taking place.
Please note: Nov 2024 - This form is currently under redevelopment. Please contact agency.queries@prov.vic.gov.au if you need further information.
PROS 23/01 Strategic Management Standard sets out the principles and requirements that Victorian public offices must comply with in relation to the establishment, governance and strategic management of the records management program.
This 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
The Value and Risk Policy provides policy statements regarding taking a value and risk-based approach to resourcing and implementing records management programs and initiatives.
This retention and disposal authority covers records documenting the function of providing settlement, training and employment assistance to refugees and newly arrived migrants to Victoria.
This retention and disposal authority covers records documenting the function of managing and monitoring offenders appearing before the Adult Parole Board.
This retention and disposal authority covers records documenting the function of regulating, supporting and delivering programs and services for older Victorians.
Functions in PROS 09/10:
CLIENT SERVICES
AGED CARE SERVICE PROVIDER REGULATION
INCIDENTS AND COMPLAINTS MANAGEMENT
TRAINING
PROGRAMS, RESEARCH AND GRANT ALLOCATION.
Keywords: aged care, elderly, nursing home, regulation, senior.
This retention and disposal authority covers records documenting the function of alternative dispute resolution management including mediation, conciliation, arbitration and neutral evaluation services.
This retention and disposal authority covers records documenting the function of detecting, investigating and preventing corruption and serious misconduct. It applies to records of the Independent Broad Based Anti-Corruption Commission and Office of Police Integrity.
Functions in PROS 10/15:
COMPLAINTS MANAGEMENT
INVESTIGATIONS MANAGEMENT
AUDITS, REVIEWS AND MONITORING
CORRUPTION PREVENTION.
Please note this RDA was previously titled RDA for Records of Office of Police Integrity.
Keywords: complaints, investigations, law enforcement, misconduct, police.
This retention and disposal authority covers the records of the building and plumbing regulation functions. These functions are carried out by the Victorian Building Authority (VBA) and its related statutory bodies.
This retention and disposal authority covers the function of sourcing, compiling and sharing reports between agencies in a formal information sharing scheme. It was developed specifically for the family safety information sharing scheme.
Please contact PROV if your agency would like to use this RDA for a comparable information sharing scheme.
Functions in PROS 21/03:
CENTRAL INFORMATION SHARING
Keywords: family safety, information, reports, sharing.
This retention and disposal authority covers records documenting the function of legislative drafting and publication in Victoria, carried out by the Office of the Chief Parliamentary Counsel.
This retention and disposal authority covers records documenting the functions of regulation and provision of care to children and young people at risk; adoption and permanent care; and the delivery of family service programs and services by the Department(s), their portfolio agencies and service providers responsible for these functions.
Functions in PROS 08/12:
CHILD PROTECTION
CSO, OUT OF HOME SERVICE PROVIDER & CARER REGULATION
CHILD DEATH INVESTIGATION & REPORTING
COMPLEX CARE COORDINATION
ADOPTIONS AND PERMANENT CARE
SUBPOENA COMPLIANCE
CONCESSIONS, GRANTS & REBATES
CHILD PROTECTION ORDER CHECK MANAGEMENT
FAMILY SERVICES CASE MANAGEMENT.
Keywords: adoptions, children, family, foster care, youth.
This retention and disposal authority covers records documenting the function of managing family and criminal cases involving children and young people.
The retention and disposal authority covers the functions of managing complaints and enquiries from the public, service providers, or other organisations, and conducting investigations and inquiries. It was developed for use by agencies that perform complaint handling as a major function.
This retention and disposal authority covers records documenting the function of consumer affairs regulation including the licensing, registration and regulation of business, occupations and groups as well as providing advice to consumers regarding renting and accommodation, shopping and trading.
Functions in PROS 11/04:
CONSUMER ADVICE AND SUPPORT PROGRAMS
REGISTRATION AND LICENSING OF BUSINESSES AND OCCUPATIONS
REGISTRATION OF INCORPORATED ASSOCIATIONS, LIMITED
PARTNERSHIPS AND COOPERATIVES
REGISTRATION OF ESTABLISHED PATRIOTIC FUNDS AND FUNDRAISERS
REGISTRATION OF BUSINESS NAMES
DISPUTE MANAGEMENT
COMPLIANCE MONITORING AND ENFORCEMENT
GOVERNMENT TRUST FUND MANAGEMENT
PRODUCT SAFETY
CERTIFICATION OF TRADE MEASUREMENT INSTRUMENTS
TRADE MEASUREMENT INSPECTIONS
MAINTENANCE OF TRADE MEASUREMENT REFERENCE STANDARDS
This retention and disposal authority applies to original or source records that have been converted or digitised. It can be used by all public offices.
Functions in PROS 19/07:
ORIGINAL OR SOURCE RECORDS THAT HAVE BEEN CONVERTED OR DIGITISED.
Keywords: conversion, digitisation, scanning, source records.
See our Digitisation page for step-by-step guidance on meeting PROV digitisation and disposal requirements.
This retention and disposal authority covers records documenting the function of managing Victoria's correctional system including offenders on custodial orders and of correctional facilities.
This retention and disposal authority covers records documenting the function of providing curriculum, assessment and reporting for Victorian primary and secondary school students
Functions in PROS 08/10:
CURRICULUM
ASSESSMENT AND PROCESSING OF RESULTS
MANAGEMENT OF CANDIDATES
REGULATION OF COURSE PROVISION
COMPLIANCE
RESEARCH, MEASUREMENT AND REPORTING
PROFESSIONAL DEVELOPMENT AND TRAINING PROGRAM MANAGEMENT
This retention and disposal authority covers records documenting the function of regulating, supporting and delivering programs and services for Victorians with disabilities.
This retention and disposal authority covers records documenting the function of providing dispute resolution services and training and accrediting mediators in Victoria.
This retention and disposal authority covers records documenting the functions of managing government schools and the licensing and regulating of children's services.
Functions in PROS 10/09:
SCHOOL EDUCATION AND EARLY CHILDHOOD DEVELOPMENT PLANNING AND PROGRAM MANAGEMENT
GOVERNMENT SCHOOL MANAGEMENT
INTERNATIONAL EDUCATION
SCHOOL TRANSPORT
RESEARCH
CHILD AND STUDENT HEALTH AND WELLBEING
CHILDREN’S SERVICES LICENSING AND REGULATION
CRITICAL INCIDENT MANAGEMENT – SCHOOLS
EMERGENCY MANAGEMENT
SCHOLARSHIPS AND AWARDS
STUDENT MANAGEMENT.
Keywords: childhood, children, education, schools, young people, youth.
This retention and disposal authority covers records documenting the function of electricity generation by the former Victorian Government agency, State Electricity Commission of Victoria.
Functions in PROS 22/03:
ASSET MANAGEMENT (PLANT)
BOARD
COMMUNITY RELATIONS
CONTRACTING SERVICES
ELECTRICITY MARKETS
ENERGY PROJECT DEVELOPMENT
ENVIRONMENT MANAGEMENT
FLEET MANAGEMENT
FUEL MANAGEMENT
GOVERNMENT RELATIONS
HUMAN RESOURCES
INDUSTRIAL RELATIONS
INFORMATION MANAGEMENT
LEGAL SERVICES
OCCUPATIONAL HEALTH & SAFETY (OH&S)
PLANT OPERATIONS
STRATEGIC MANAGEMENT
TRAINING & DEVELOPMENT
Keywords: electricity, energy, environment, plant, power plant
This retention and disposal authority covers records documenting the function of coordinating central services and resources to provide a comprehensive and integrated emergency management framework in Victoria.
This retention and disposal authority covers records documenting the function of regulating and monitoring Victorian workplaces in order to facilitate fair and
reasonable industrial relations practices as well as delivering services to support business development in Victoria.
This retention and disposal authority covers records documenting the function of delivering state-owned energy consumer and retail services in Victoria. It applies to records created by former Victorian government agencies including:
This retention and disposal authority covers records documenting the Energy Safety function. Includes the electricity and gas safety functions performed by Energy Safe Victoria.
This retention and disposal authority covers records documenting the function of providing state-owned energy services infrastructure in Victoria. It applies to records created by former Victorian government agencies including:
This retention and disposal authority covers records documenting the function of regulating essential utility services including electricity, gas, ports, rail and the supply of grain.
This retention and disposal authority covers functions unique to Expert Panels. Expert Panels occur where a group of specialised practitioners are appointed to a panel to discuss, deliberate, and make recommendations on a particular case or topic.
Functions in PROS 18/03:
PANEL ESTABLISHMENT AND ADMINISTRATION
CASE MANAGEMENT
COMPLAINTS.
Keywords: medical panels, expert panels, establishment, administration, determination, case management, complaints.
This retention and disposal authority covers secondary electronic records of expunged historical homosexual convictions held or controlled by Victoria Police and Office of Public Prosecutions.
Functions in PROS 16/04:
EXPUNGEMENT OF SECONDARY ELECTRONIC RECORDS OF HISTORICAL HOMOSEXUAL OFFENCES.
This retention and disposal authority covers records documenting the functions carried out by the Office of the Governor of Victoria, including its constitutional and ceremonial responsibilities and custodianship of Government House.
Functions in PROS 22/08:
CONSTITUTIONAL ROLE MANAGEMENT
PROGRAM DELIVERY - PATRONAGE AND CEREMONIAL
GOVERNMENT HOUSE AND HOUSEHOLD MANAGEMENT
Keywords: constitution, crown, Government House, Governor
This retention and disposal authority covers records of higher and further education institutions. The research function can also be used by all public offices conducting research in collaboration with institutions or the equivalent level of research.
This retention and disposal authority covers functions unique to the assessment of applications for the expungement of convictions or findings of guilt relating to "historical homosexual offences" as defined in the Historical Homosexual Conviction Expungement Scheme, created under Part 8 of the Sentencing Act 1991.
This retention and disposal authority covers records of administrative functions undertaken by hospitals and health services that support the provision of clinical services to patients.
This retention and disposal authority covers records documenting the function of managing public housing, providing services to public housing clients and the homeless as well as regulating non-government organisations such as Housing Associations.
This general retention and disposal authority supersedes four functions in PROS 07/01 RDA for Common Administrative Functions – Personnel Management, OH&S, Industrial Relations, and Staff Development.
A linking table connecting the superseded classes from PROS 07/01 to their replacements in PROS 24/03, and a glossary, are available below.
Records already sentenced using PROS 07/01 will not require resentencing. For further resentencing advice, please refer to the linking table.
This retention and disposal authority authorises the disposal of identity documentation provided by persons to public offices which do not use the Service Victoria infrastructure and processes to verify identity of individuals.
Public Offices are encouraged to destroy documents supplied to verify personal identity as soon as the records are no longer required for identity verification to reduce the risk of personal data privacy breaches.
For records of the identity verification function provided by Service Victoria see PROS 21/05.
This retention and disposal authority covers records documenting the function of information regulation, carried out by the Victorian Information Commissioner and its successor agencies.
This retention and disposal authority covers records documenting the function of developing programs related to Victoria's infrastructure including land planning, heritage and transport management.
Functions in PROS 00/02:
CONTRACT AND PROJECT MANAGEMENT
COMMITTEES AND WORKING PARTIES
COUNCIL AND PANEL APPOINTMENTS
FUNDING PROGRAMS MANAGED BY DOI OR
AGENCIES WITHIN DOI
HERITAGE
MARINE BOARD STANDARDS
MARINE OPERATIONS
MARINE POLLUTION
EXISTING AND NEW VESSELS SURVEY
PROVIDER MANAGEMENT
INCIDENT INVESTIGATIONS
REGISTRATION
BOATING SAFETY
STATE BOATING COUNCIL
STRATEGIC PLANNING AND POLICY
ANALYSIS, REVIEW, FORECASTING AND MARKET INFORMATION
PLANNING SCHEME MANAGEMENT
PLANNING PANELS
LAND MONITORING
LOCAL GOVERNMENT PERFORMANCE
COMPLIANCE AND AUDIT FOR LOCAL GOVERNMENT
MONITORING, ANALYSIS, FORECASTING AND MARKET INFORMATION – TRANSPORT
PUBLIC TRANSPORT SECURITY.
Keywords: boating, heritage, infrastructure, land planning, local government, marine.
This retention and disposal authority covers records documenting the function of overseeing the use of coercive and covert powers by select law enforcement agencies.
Functions in PROS 12/01:
OVERSIGHT USE OF COERCIVE POWERS
OVERSIGHT USE OF COVERT POWERS.
Keywords: corruption, law enforcement, police, surveillance.
This retention and disposal authority authorises the disposal of records of the Legal Aid function including the functions performed by Victoria Legal Aid.
This retention and disposal authority covers records documenting the function of administering the regulation of lobbyists, including records created under the Public Administration Act 2004. Records created and held by the Victorian Public Sector Commission are included within the scope of this Authority.
Functions in PROS 16/05:
REGULATION OF LOBBYSISTS.
Keywords: lobbying, lobbyists, Victorian Public Sector Commission, VPSC.
This general retention and disposal authority covers records documenting the functions of local government such as managing waste collection, public recreation facilities and town planning within local Victorian councils.
Functions in PROS 09/05:
ANIMAL MANAGEMENT
BUILDING
COMMUNITY AND ECONOMIC DEVELOPMENT
COMMUNITY SERVICES
EMERGENCY MANAGEMENT
ENVIRONMENTAL HEALTH
ENVIRONMENTAL MANAGEMENT
GOVERNANCE
LAND USE PLANNING
RATES AND VALUATIONS
RECREATIONAL AND CULTURAL SERVICES
SERVICE INFRASTRUCTURE MANAGEMENT.
Keywords: city, community, council, local government, municipality, shire.
This retention and disposal authority covers records of the Portable Long Service Benefits Authority (operating as the Portable Long Service Authority).
Functions in PROS 25/01:
REGULATORY ESTABLISHMENT
REGISTRATION MANAGEMENT
EMPLOYER REPORTING AND LEVY MANAGEMENT
WORKER BENEFITS AND CLAIMS MANAGEMENT
COMPLIANCE MANGEMENT
AWARENESS MANAGEMENT
Keywords: long service leave, leave entitlements, employment, industrial relations
This retention and disposal authority covers the delivery of major infrastructure and development projects, such as property, land, precinct and social and economic capital works projects. These functions are carried out by Development Victoria and the Department of Transport and Planning (DTP).
Functions in PROS 19/09:
PROPOSAL AND INITIATION
MANAGEMENT, BUILDING AND CONSTRUCTION
CLOSURE AND HANDOVER
Keywords: building, capital works, construction, development, infrastructure, land, planning, precinct.
This retention and disposal authority covers records documenting the function of managing the road network in Victoria including road planning and construction, maintenance and traffic and safety management.
Functions in PROS 10/05:
ROAD PLANNING AND CONSTRUCTION
ROAD SAFETY MANAGEMENT
ROAD INSPECTION AND MAINTENANCE
TRAFFIC MANAGEMENT
TRAINING
EMERGENCY AND INCIDENT MANAGEMENT
RESEARCH
DESIGN STANDARDS, SPECIFICATIONS AND MATERIALS MANAGEMENT
This retention and disposal authority covers records documenting the function of regulating mental heath, alcohol and drug services provided to the Victorian community.
Functions in PROS 09/09:
PROGRAMS, PRACTICE STANDARDS, GUIDELINES & RESEARCH
This retention and disposal authority covers records documenting the function of developing and managing collections, their exhibition and access by/engagement with audiences, and specialised commercial operations related to the acquisition and maintenance of the collection.
This retention and disposal authority covers records documenting various common administrative functions performed by national bodies established under national schemes where constitutional powers rest with states and territories, and not the commonwealth, and where the bodies concerned are not otherwise commonwealth bodies.
This retention and disposal authority provides agreed upon retention and disposal requirements across all Australian States and Territories for the records of unique functions of the National Registration and Accreditation Scheme for Health Practitioners.
Functions in PROS 18/01:
REGISTRATION AND ACCREDITATION STANDARDS, CODES, GUIDELINES AND PROCEDURES
HEALTH PRACTITIONER REGISTRATION AND REGULATION
ACCREDITATION.
Keywords: accreditation, health practitioners, registration, regulation.
This retention and disposal authority covers records concerning allegations and incidents of child sexual abuse. It includes reporting, inquiring and investigation of allegations, as well as the provision of support and redress to individuals.
It also includes the development, implementation and review of organisational policy and guidelines in relation to the prevention, identification, and response to child sexual abuse incidents and allegations. This includes records of this nature created through an agency’s reporting, oversight or regulatory relationships with other agencies.
Keywords: abuse, allegations, child, children, incidents, sexual abuse.
Notes on applying PROS 19/08
Exemptions
This RDA applies all public offices, however there are some exemptions when another RDA will take precedence over this RDA.
Please note: Additional RDAs may be added to the below exemption list over time.
Types of records
RDA to use
Records concerning allegations and incidents of child sexual abuse involving children who are or were under the care or custody of the State.
Patient information records of hospitals and health services who have provided medical care of treatment to children who are victims of child sexual abuse.
Please note that PROS 11/06 was varied (Variation 1, issued 14/11/2019) to include a new class to extend the retention of reported/suspected sexual abuse victims records to 99 years.
Investigation records of Victoria Police for criminal investigations undertaken into allegations and incidents of child sexual abuse.
Records of the Office of Public Prosecutions and courts / tribunals in relation to the prosecution and trial of persons for child sexual abuse.
Use the RDAs for the respective courts / tribunals and the Office of Public Prosecutions.
Scope
PROS 19/08 does not include “contextual records” that might be used as evidence (e.g. staff rosters, attendance records) unless those records are required as part of an investigation or report at which time the retention requirements of this new RDA will apply.
This means that agencies may continue to use their existing RDA and PROS 07/01 RDA for Common Administrative Functions RDA to sentence contextual if records of that type are not required, whilst assessing the likelihood that the contextual records may be required for a future investigation or legal proceeding and the risk should the records not be available.
PROV has reviewed all current and expired RDAs that may have been used by agencies to sentence records for shorter periods than specified in PROS 19/08. See:
Most RDAs have been superseded by PROS 19/08, except where the retention periods in the function specific RDAs are greater or there was a need for additional record classes.
The above list will be updated as more RDAs are varied.
Expired RDAs
The RDAs listed in the table below have expired. They may no longer be used to authorise destruction of records concerning:
allegations or incidents of child sexual abuse
reporting, inquiring and investigation of allegations
provision of support and redress to individuals.
Agencies must re-sentence records and apply either PROS 19/08 or the relevant RDA for their agency.
PROS number
Short title
PROS 82/08
Department of Community Welfare Services
PROS 83/07
Public Service Board
PROS 83/10
Royal Melbourne Institute of Technology
PROS 88/02
School Records
PROS 88/10
Victoria Police Communications District D-24
PROS 88/13
Police Briefs of Evidence and Related Records
PROS 88/16
Swinburne Institute of Technology - Grievances Records
PROS 91/05
Juvenile Corrective Services
PROS 92/06
Department of Health and Community Services - Child at Risk Register
PROS 93/06
Department of Health and Community Services –
Intellectual Disability Services Client and Administrative Records
PROS 94/02
Police Station - General Records
PROS 96/13
Common Administrative Records
PROS 98/01
Local Government - General Records
PROS 98/02
Department of Education & Early Childhood Development
PROS 98/08
Ambulance Services Victoria
PROS 99/04
Public Health Services Patient Records
PROS 02/01
Higher and Further Education Institutions
PROS 02/02
Victoria Police Ethical Standards Department
PROS 04/05
Victoria Police Communication
PROS 05/02
Victoria Police
Stakeholder consultation
As part of the consultation process, a draft of PROS 19/08 and appraisal report were published on the PROV website for a consultation period of four weeks. PROV also consulted directly with a number of stakeholders and conferred with the Council of Australasian Archives and Records Authorities members to ensure Victorian requirements were consistent with retention requirements across Australia.
All feedback received was closely reviewed and considered, PROV thanks everyone who took the time to provide input.
Overall there was consensus on the retention periods proposed in the RDA and there was general support for the class descriptions and language used within the RDA. The majority of the feedback we received was in relation to the scope of the RDA, relationship to other RDAs and contextual records.
The table below summarises the feedback received and the actions we took in response.
Comment / feedback received
PROV response
Be more explicit about how long contextual records are to be retained.
The introductory section of PROS 19/08 has been expanded upon to explain that contextual records are not covered by this RDA unless those records are required as part of an investigation or report at which time the retention requirements of PROS 19/08 will apply.
This means that public offices may continue to use their existing RDAs and PROS 07/01 RDA for Common Administrative Functions to sentence “contextual” records, whilst assessing the likelihood that the contextual records may be required for a future investigation or legal proceeding and the risk should the records not be available.
PROV has published advice on what is meant by contextual records that may be required. See Creating, Managing and Retaining Records for Current and Future Child Sexual Abuse Allegations.
Clarify the relationship between this new RDA and existing RDAs, in particular those RDAs that authorised disposal of records of children in care of the State.
The introductory section of PROS 19/08 has been revised to explain the relationship of this RDA to other existing RDAs. It includes a list of the RDAs that continue to apply. For example, PROS 08/12 Child Protection and Family Services Function RDA and PROS 08/16 Youth Services and Youth Justice Functions RDA will continue to apply to children in care of the State.
Clarify the relationship between this new RDA and PROS 11/06 Patient Information Records RDA.
The records of a health service that provides medical services to a victim will continue to be covered by PROS 11/06.
Please note PROS 11/06 will be varied to include a new class to extend the retention of reported/suspected sexual abuse victims records to 99 years.
Does this RDA only apply to incidents or allegations involving employees of an organisation; or is it broader than this.
This RDA applies if there has been incident or an allegation made against your agency. It may involve an employee, but it also could involve contractors, volunteers etc. The key is if there has been an incident or allegation made against your agency, then PROS 19/08 is to be applied.
Could the disposal trigger for class 1.1 not be tied to a specific action so that it could be applied to multiple scenarios.
We changed the trigger in response to feedback received to ‘after action completed’.
This general retention and disposal authority covers records documenting the function of delivering public medical services and managing patient information.
This retention and disposal authority covers records documenting the management of referrals received from planning authorities under the planning and environment legislation.
This retention and disposal authority covers records documenting the function of supporting and managing the provision of post compulsory education and skills training services in Victoria including apprenticeships.
This retention and disposal authority covers records documenting the function of the management of the program of business for cabinet and cabinet committees as well as advising government on emerging policy issues, managing inter-government relations and leading the Victorian public service.
This retention and disposal authority covers the records of the professional registration and accreditation function. These functions are carried out by the Victorian Legal Admissions Board (VLAB) (functions 1 and 3 only), the Veterinary Practitioners Registration Board of Victoria (functions 1 and 2 only), and the Architects Registration Board of Victoria (functions 1, 2 and 3).
Functions in PROS 19/02:
REGISTRATION AND ACCREDITATION STANDARDS, CODES, GUIDELINES AND PROCEDURES
This retention and disposal authority covers records documenting the function of providing guardianship and advocacy services for people who need advocacy assistance due to an impairment.
This retention and disposal authority covers records documenting the function of scrutinising and testing of applications made to courts and tribunals to determine if they satisfy the public interest.
Functions in PROS 13/04:
PUBLIC INTEREST OVERSIGHT OF APPLICATIONS TO COURTS AND TRIBUNALS.
Keywords: law enforcement, police, privacy, surveillance.
This retention and disposal authority covers records documenting the function of prosecuting serious offences and conducting criminal appeals in Victoria’s courts.
Functions in PROS 04/03:
WORK IN PROGRESS FILE
CONTROL RECORDS AND INDEXES
MELBOURNE COUNTY COURT AND COUNTY CIRCUIT COURT APPEAL FILES
This retention and disposal authority covers records documenting the public transport function including the management of the transport network and the delivery of passenger services via train, bus, tram and some ferry services.
This Retention and Disposal Authority (RDA) covers records created by Redress and Reparation Schemes funded by the State of Victoria. This includes:
Restorative Engagement and Redress Scheme
Stolen Generations Reparations Package
Fiskville Redress Scheme
Historical Forced Adoption Redress Scheme, including the Exceptional Circumstances Fund
Victorian Historical Care Leavers Redress Scheme
All other schemes established by the Victorian Government after the publication of this standard
Agencies participating in redress schemes administered by another jurisdiction, such as the National Redress Scheme, should refer to advice given by that jurisdiction. Also out of scope are records of redress provided by agencies that administer their own redress program as a matter of internal policy.
Functions in PROS 23/03:
SCHEME ESTABLISHMENT AND GOVERNANCE
APPLICATION AND ASSESSMENT MANAGEMENT
SUPPORT SERVICES AND REDRESS MANAEMENT
Keywords: care leavers, forced adoption,redress, reparation, restorative engagement, stolen generations
This RDA does not apply to original records accessed by the Scheme during the application and assessment process, such as employment or medical records. Any records accessed by Schemes remain the responsibility of the agency that manages them.
Participants should contact the specific Scheme for information about access.
This retention and disposal authority covers records documenting the function of registering and recording births, adoptions, marriages, deaths and name changes in Victoria, as well as providing family history and civil marriage services.
This retention and disposal authority covers records documenting the function of managing botanic gardens and collections of plants and botanical research and information.
This retention and disposal authority covers records of Royal Commissions, boards of inquiry and formal reviews established and conducted under the Inquiries Act 2014. This RDA only applies to records created and received by an inquiry body. Disposal of public offices' records of contribution to a formal inquiry is authorised by the General Disposal Authority for Records of Common Administrative Functions.
This retention and disposal authority covers records documenting the function of promoting and supporting rural industries and economic growth in regional Victoria.
This Standard replaces PROS 01/01 Retention and Disposal Authority for School Records.
Schools should note that retention periods for some records have been increased and records must be retained for the periods specified in this Standard. Schools should consult with the Records Management Unit at the Department of Education and Training for further advice.
Records that have already been sentenced as permanent under PROS 01/01, and proposed for transfer to PROV, may require resentencing before transfer at the discretion of PROV.
This Retention and Disposal Authority (RDA) covers the records created by government schools providing Foundation (formerly named but still also known as Prep) to Year 12 school education in the State of Victoria.
This RDA applies to records typically created and managed at schools and does not cover the records created and managed by the Department of Education and Training centrally or at regional level.
Non-Government Schools:
To comply with the Child Safety Standards Ministerial Order 1359, non-government schools should meet the minimum retention periods for records relevant to child safety and wellbeing, excluding the transfer to PROV obligation.
This retention and disposal authority is issued for the records of the Office of the Special Investigator, established by the Special Investigator Act 2021 to meet recommendations of the Royal Commission into the Management of Police Informants and abolished by the Special Investigator Repeal Act 2023.
This retention and disposal authority covers records documenting the function of standard setting and organisational performance monitoring. The following agencies can use this RDA: Victorian Public Sector Commission (VPSC); Dairy Food Safety Victoria; Office of the Victorian Information Commissioner; Environment Protection Authority (EPA); Victorian Building Authority (VBA); Crime Statistics Agency (class 1.2); Victorian Managed Insurance Authority (function 1); Energy Safe Victoria (function 1); Workplace Injury Commission (function 1); Labour Hire Licensing Authority (function 1). Please contact us if you would like to use this RDA.
This retention and disposal authority covers records documenting the function of administering Victoria's taxation legislation and collecting taxes, duties and levies.
This retention and disposal authority covers records documenting the function of providing financial and legal assistance to Victorians who, due to mental illness, injury or disability, are unable to fully manage their own affairs.
Functions in PROS 07/05:
WILLS SERVICES
ATTORNEYSHIP AND GUARDIANSHIP SERVICES
ESTATE MANAGEMENT
RETAIL FINANCIAL SERVICES
TRUST ADMINISTRATION
ADMINISTRATOR SERVICES FOR
REPRESENTED PERSONS.
Keywords: estates, power of attorney, trustees, wills.
This retention and disposal authority covers records documenting the function of governance of the public hospital system and public health services as well as health planning and the setting of health standards.
Functions in PROS 12/05:
HEALTH SERVICE PLANNING AND PROGRAM DEVELOPMENT
SETTING OF HEALTH STANDARDS
PUBLIC HOSPITALS AND HEALTH SERVICES GOVERNANCE
PRIVATE HOSPITALS AND HEALTH SERVICE PROVIDERS REGULATION
This retention and disposal authority covers records documenting the function of managing crown (government) land through land, cadastre and survey administration including the registration of surveyors.
This retention and disposal authority covers records documenting the function of managing and protecting Victoria’s natural environment and cultural heritage.
This retention and disposal authority covers records documenting the function of regulating taxi, hire car and driving instructor services in Victoria.
Functions in PROS 10/06:
DRIVER AND OPERATOR AUTHORISATION
COMPLIANCE
TAXI CONCESSION PROGRAMS MANAGEMENT
TAXI SECURITY.
Keywords: cars, driving instructors, hire cars, regulation, taxis, transport.
This retention and disposal authority covers records documenting the function of managing state-owned telecommunications infrastructure assets such as cables, network routers and switches.
This retention and disposal authority covers records documenting the function of developing and delivering accredited training within Victorian government agencies which are Registered Training Organisations.
This retention and disposal authority covers records documenting the function of developing and delivering non-accredited training within Victorian Government agencies.
This retention and disposal authority covers records documenting the function of managing the transport accident scheme such as providing services and assistance to transport accident victims as well as developing accident prevention programs in Victoria.
Functions in PROS 14/01:
NO FAULT COMPENSATION AND DAMAGES SCHEME MANAGEMENT
COMPENSATION MONITORING, INVESTIGATION, DEFENCE AND PROSECUTION
This retention and disposal authority covers records documenting the function of managing state-owned transport infrastructure assets such as rail tracks, locomotives, trams, bridges, rolling stock and stations.
This retention and disposal authority covers records documenting the function of management and administration of the state’s budget as well as providing economic, financial and resource management advice to the Victorian government.
This retention and disposal authority covers records documenting the function of regulating the registering of vehicles and the licensing of drivers in Victoria.
This retention and disposal authority covers records documenting the function of providing financial assistance to victims of crimes committed in Victoria.
This retention and disposal authority covers records documenting the function of providing policing services to the Victorian community.
The functions of Emergency Communications and Incident and Emergency Preparedness and Response have been streamlined and incorporated into PROS 17/02 Emergency Services Function RDA.
PROV recommends usage of PROS 17/02 however PROS 10/14 may be used to authorise records disposal until it expires.
Functions in PROS 10/14:
CRIME INVESTIGATION AND CRIME PREVENTION MANAGEMENT
CRIMINAL RECORDS AND INFORMATION ACCESS MANAGEMENT
INFRINGEMENT MANAGEMENT
CUSTODY AND OFFENDER MANAGEMENT
FORENSIC SERVICES
SEARCH MANAGEMENT
PATROLS MANAGEMENT
EXHIBITS AND LOST PROPERTY MANAGEMENT
EMERGENCY COMMUNICATIONS
INCIDENT AND EMERGENCY PREPAREDNESS AND RESPONSE
TRAFFIC AND TRANSPORT SAFETY
EDUCATION, TRAINING AND DEVELOPMENT
SKILLS, WELFARE AND PERFORMANCE MANAGEMENT
ETHICAL STANDARDS MANAGEMENT
RESEARCH GOVERNANCE
REGULATED INDUSTRIES LICENSING
MEDIA AND COMMUNITY ENGAGEMENT
MANAGEMENT OF VEHICLES AND EQUIPMENT
POLICE STATION OPERATIONS – NON CURRENT FUNCTIONS.
This retention and disposal authority covers records documenting the function of managing organised cervical screening and registering Pap test results within Victoria.
Functions in PROS 04/04:
MATCHING
A WOMAN’S RECORD
PATHOLOGY
FOLLOW-UP AND REMINDER SERVICE
CORRESPONDENCE
REPORTS.
Keywords: female, health, medical, pap tests, women.
This retention and disposal authority covers records documenting the function of managing proceedings heard before the Victorian Civil and Administrative Tribunal.
This retention and disposal authority covers records documenting the function of developing programs and events and managing grants and funding to support and strengthen Victorian communities.
Functions in PROS 06/03:
GRANTS MANAGEMENT
FESTIVALS, EVENTS & FORUMS
PROMOTIONS & AWARENESS
COMPETITIONS
TRAINING
VICTORIAN HONOUR ROLL OF WOMEN
LOCAL GOVERNMENT PERFORMANCE
COMPLIANCE & AUDIT FOR LOCAL GOVERNMENT
INDIGENOUS CULTURAL HERITAGE
SPORT & RECREATION FUNDING MANAGEMENT
SPORT & RECREATION LICENSING & REGISTRATION MANAGEMENT
EMPLOYMENT PROGRAMS MANAGEMENT
VETERAN’S AFFAIRS MANAGEMENT
ADMINISTRATION OF THE VICTORIAN SENIORS CARD PROGRAM.
This retention and disposal authority covers records of the functions of Victorian Government Reporting Service (VGRS), including the provision of high-quality recording, reporting and transcription services for criminal matters in Victoria's courts and tribunals, and in other cases as required.
This retention and disposal authority covers records documenting the function of providing legal advice and solutions to the Victorian Government and its statutory authorities.
This retention and disposal authority covers records documenting the function of regulating the legal profession in Victoria including the registration of legal providers, receiving and managing complaints about lawyers, and managing records acquired from close law practices and practitioners.
Functions in PROS 23/02:
LEGAL PROFESSION RULES DEVELOPMENT
LEGAL PROVIDER REGULATION
TRUST ACCOUNT ADMINISTRATION
APPOINTMENTS, APPROVALS & ELECTIONS
ADMINISTRATION OF EXTERNAL DELEGATIONS
COMPETITION INVESTIGATIONS MANAGEMENT
ENQUIRIES AND COMPLAINTS MANAGEMENT
DISCIPLINARY APPLICATIONS
MANAGEMENT OF RECORDS OF CLOSED LAW PRACTICES / PRACTITIONERS
This retention and disposal authority covers records of insurance and risk management functions carried out by Victorian Managed Insurance Authority (VMIA).
This retention and disposal authority covers records documenting the function of providing advice about what to do if a person has been poisoned, has overdosed, has made a mistake with medicines or has been bitten or stung.
This retention and disposal authority covers records documenting the function of managing, operating and protecting the water supply including the management of wastewater services.
This retention and disposal authority covers records documenting the function of screening workers and volunteers to prevent harm to vulnerable people.
Functions in PROS 25/05:
APPLICATION MANAGEMENT AND ASSESSMENT
APPEAL MANAGEMENT
Keywords: worker screening, working with children check, NDIS check, employment, volunteer, background check, criminal record, professional conduct, children, disability
This retention and disposal authority covers records documenting the function of administering Victoria's occupational health and safety legislation, providing workplace insurance and managing workers' compensation schemes.
This retention and disposal authority covers records documenting the function of delivering programs and services to young people and the management of the youth justice system by the Department(s) and their portfolio agencies, responsible for these functions.
Functions in PROS 08/16:
ADMISSION & REGISTRATION
COMMUNITY SUPERVISION SERVICES
CUSTODIAL SERVICES
CLIENT COMPLIANCE
PROGRAMS & SERVICES
REFUGEE MINOR PROGRAM
YOUTH SERVICES CASE MANAGEMENT.
Keywords: courts, crimes, justice, offender, refugee, young people, youth.