Standards, Policies & RDAs

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 13/03:

• EDUCATION AND TRAINING
• SETTLEMENT SERVICES
• EMPLOYMENT SERVICES

Keywords: English, multicultural, migrant, refugee.
 

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of managing and monitoring offenders appearing before the Adult Parole Board.

Functions in PROS 12/03:

• GUIDELINE DEVELOPMENT
• OFFENDER CASE MANAGEMENT.

Keywords: corrections, offender, parole, prisoner.

RDA expiry date: N/A; current until revoked

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.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of alternative dispute resolution management including mediation, conciliation, arbitration and neutral evaluation services.

Functions in PROS 15/04:

• CONCILIATION MANAGEMENT
• ARBITRATION MANAGEMENT

Keywords: arbitration, conciliation, dispute, injury, mediation, workplace

RDA expiry date: N/A; current until revoked

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.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 20/01:

•     REGISTRATION AND LICENSING MANAGEMENT
•     COMPLIANCE MANAGEMENT
•     REGULATION MANAGEMENT.

Keywords: building, plumbing, registration, licensing, permits, levy, compliance, regulation

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of managing and maintaining cemetery and crematoria sites in Victoria.

Functions in PROS 15/01:

• GOVERNANCE
• CEMETERY STRUCTURES
• DISPOSAL OF REMAINS
• LAND MANAGEMENT
• INVENTORY MANAGEMENT
• MEMORIALISATION
• EPHEMERAL DOCUMENTS.

Keywords: burials, cemeteries, cremation, funeral, graves.

If you are a Class B Cemetery Trust refer to Information for Class B Cemetery Trusts and Crematoria in Victoria.

RDA expiry date: N/A; current until revoked

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.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 22/02:

• LEGISLATIVE DRAFTING
• LEGISLATIVE PUBLICATION

Keywords: legislative, publication, print, printer

RDA expiry date: N/A; current until revoked

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.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of managing family and criminal cases involving children and young people.

Functions in PROS 09/04:

• CASE MANAGEMENT
• COURT ADMINISTRATION.

Keywords: children, courts, law, legal, youth.

RDA expiry date: N/A; current until revoked
 

This general retention and disposal authority covers records documenting common administrative functions performed by Victorian Government agencies.
 

Functions in PROS 07/01:

• COMMITTEES
• COMMUNITY RELATIONS
• CONTRACTING-OUT
• EQUIPMENT & STORES
• FINANCIAL MANAGEMENT
• FLEET MANAGEMENT
• GOVERNMENT RELATIONS
• INDUSTRIAL RELATIONS [This function has been superseded - use PROS 24/03]
• INFORMATION MANAGEMENT
• LEGAL SERVICES
• OCCUPATIONAL HEALTH & SAFETY (OH&S) [This function has been superseded - use PROS 24/03]
• PERSONNEL MANAGEMENT [This function has been superseded - use PROS 24/03]
• POLICY
• PROPERTY MANAGEMENT
• PUBLICATIONS
• REPORTING
• STAFF DEVELOPMENT [This function has been superseded - use PROS 24/03]
• STRATEGIC MANAGEMENT
• TECHNOLOGY & TELECOMMUNICATIONS.

Keywords: committees, equipment, finance, property, vehicles.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 21/04:

• COMPLAINTS AND ENQUIRIES MANAGEMENT
• INVESTIGATIONS AND INQUIRIES

Keywords: complaint, enquiry, inquiry, investigation.

RDA expiry date: N/A; current until revoked

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
• LICENSING OF WEIGHBRIDGES
• TRADE MEASUREMENT EXEMPTIONS MANAGEMENT
• TRADE MEASUREMENT ADVICE AND CONSULTATION.

Keywords: consumer affairs, regulation, renting, shopping.

RDA expiry date: N/A; current until revoked

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.

RDA expiry date: N/A, current until revoked

This retention and disposal authority covers records created by the Coroners Court of Victoria.

Functions in PROS 23/04:

• CORONIAL INVESTIGATIONS
• RESEARCH
• COURT ADMINISTRATION

Keywords: coroner, death, investigations, inquest

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 12/02:

• CORRECTIONAL PROGRAM DEVELOPMENT
• ADMISSION & REGISTRATION
• MANAGEMENT OF OFFENDERS ON CUSTODIAL ORDERS
• MANAGEMENT OF OFFENDERS ON NON CUSTODIAL ORDERS
• POST SENTENCE SCHEME
• COMPLIANCE, DISCIPLINE AND MONITORING
• CORRECTIONAL FACILITY MANAGEMENT.

Keywords: offender, prison, prisoner.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records of the functions of the County Court.

Functions in PROS 20/04:

• CRIMINAL JURISDICTION
• CIVIL JURISDICTION
• COURT ADMINISTRATION
• PROGRAMS AND SERVICES MANAGEMENT
• LEGACY RECORDS.

Keywords: civil, courts, criminal, justice, law, legal.

RDA expiry date: N/A; current until revoked

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
• AWARDS.

Keywords: education, primary schools, secondary schools, teaching.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of regulating, supporting and delivering programs and services for Victorians with disabilities.

Functions in PROS 08/13:

• CLIENT ADMISSION & REGISTRATION
• NON-RESIDENTIAL CLIENT SERVICES
• RESIDENTIAL CLIENT SERVICES
• DISABILITY SERVICE PROVIDER REGULATION
• INCIDENTS AND COMPLAINT MANAGEMENT
• TRAINING AND ADVICE
• PROGRAMS, STANDARDS AND RESEARCH.

Keywords: disability, disabled, health, regulation.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of providing dispute resolution services and training and accrediting mediators in Victoria.

Functions in PROS 09/01:

• DISPUTE RESOLUTION
• QUALIFICATION MANAGEMENT
• MEDIATOR ENDORSEMENT.

Keywords: dispute, mediation.

RDA expiry date: 30/06/2026

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.

RDA expiry date: N/A; current until revoked

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

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 15/06:

• EMERGENCY MANAGEMENT.

Keywords: disaster, emergency.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of emergency services first response agencies.

Functions in PROS 17/02:

• PREVENTION, MITIGATION AND RISK REDUCTION
• RESPONSE
• RELIEF AND RECOVERY
• AMBULANCE MEMBERSHIP SUBSCRIPTION SCHEME MANAGEMENT.

Please note this retention and disposal authority does not cover records created by Emergency Management Victoria. For Emergency Management Victoria, use PROS 15/06 Retention and Disposal Authority for Records of the Emergency Management Function.

Keywords: emergency, emergencies, prevention, mitigation, response, first response, relief, recovery, ambulance, membership.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 08/04:

• INDUSTRIAL RELATIONS MANAGEMENT
• SMALL BUSINESS REGULATION AND PROTECTION
• GRANTS MANAGEMENT
• INDUSTRY AND REGIONAL DEVELOPMENT
• TOURISM MANAGEMENT.

Keywords: business, industry, regulation.

RDA expiry date: N/A; current until revoked

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:

• State Electricity Commission of Victoria
• Gas and Fuel Corporation of Victoria
• Gascor
• Generation Victoria.

Functions in PROS 15/07:

• BUSINESS AND MARKET DEVELOPMENT
• MARKET OPERATIONS AND TRADES
• RETAIL SERVICES.

Keywords: electricity, energy, gas, utilities.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the Energy Safety function.  Includes the electricity and gas safety functions performed by Energy Safe Victoria.

Functions in PROS 22/01:

• PROGRAM DEVELOPMENT & MANAGEMENT
• REGULATION MANAGEMENT
• ELECTRICAL WORKER REGISTRATION & LICENSING MANAGEMENT
• COMPLIANCE MANAGEMENT

Keywords: compliance, electrical, electricity, energy, gas, licensing, safety

RDA expiry date: N/A; current until revoked

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:

• State Electricity Commission of Victoria
• Gas and Fuel Corporation of Victoria
• Gascor
• Generation Victoria.

Functions in PROS 15/08:

• CORPORATE AND STRATEGIC MANAGEMENT
• CUSTOMER MANAGEMENT AND SERVICES
• EDUCATION AND TRAINING
• ENVIRONMENTAL MANAGEMENT
• INCIDENT MANAGEMENT
• NETWORK MANAGEMENT
• PROPERTY MANAGEMENT
• BUSINESS AND MARKET DEVELOPMENT.

Keywords: electricity, energy, gas, utilities.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers the unique records documenting the Environment Protection function.

Functions in PROS 19/10:

• ENVIRONMENT PROTECTION PROGRAM DEVELOPMENT AND MANAGEMENT
• ENVIRONMENT PROTECTION REGULATION MANAGEMENT
• ENVIRONMENTAL AUDIT MANAGEMENT
• ENVIRONMENTAL PLANNING REFERRAL MANAGEMENT
• ENVIRONMENT PROTECTION LICENSING, PERMITS AND APPROVALS MANAGEMENT
• ENVIRONMENT PROTECTION COMPLIANCE MANAGEMENT

Keywords: audit, compliance, environment, environmental, inspection, investigation, license, monitoring, permit, pollution, protection, waste.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 08/09:

• INDUSTRY REGULATION
• COMPLIANCE
• ENERGY TARGET SCHEME MANAGEMENT.

Keywords: electrical, energy, freight, gas, rail, regulation, utilities.

RDA expiry date: N/A; current until revoked

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.
 

RDA expiry date: N/A; current until revoked

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.

Keywords: expungement, homosexual, prosecutions.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records of the Victorian Institute of Forensic Medicine, including Donor Tissue Bank of Victoria.

Functions in PROS 24/04:

• EXAMINATION OF THE DECEASED
• EXAMINATION OF THE LIVING
• TISSUE DONATION, SELECTION, MANUFACTURE, AND SUPPLY
• QUALITY AND ACCREDITATION

Keywords: crime, death, donor, forensic, investigation, medicine, medico-legal, tissue, toxicology.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers the records of the gambling and liquor regulation functions. It applies to records created by:

• the Victorian Commission of Gambling and Liquor Regulation (VCGLR)
• Office of Liquor, Gaming and Racing
• Victorian Gambling and Casino Control Commission (VGCCC)
• Special Manager for the Melbourne Casino Operator.

Functions in PROS 19/01:

• LICENSING, PERMIT AND APPROVALS MANAGEMENT
• COMPLIANCE MANAGEMENT
• REGULATION MANAGEMENT.

Keywords: gambling, gaming, casino, liquor, alcohol, licensing, permits, compliance, regulation

RDA expiry date: 30/06/2026

This retention and disposal authority covers records documenting the function of regulating Victoria's gaming and racing industry.

Functions in PROS 04/07:

• LICENCING OF RACE CLUBS
• RACING APPEALS TRIBUNAL

Keywords: betting, gaming, gambling, races, racing, regulation.

RDA Expiry Date: N/A; current until revoked

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

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 16/07:

• STUDENT MANAGEMENT
• TEACHING AND LEARNING
• RESEARCH
• GOVERNANCE
• SUPPORT SERVICES MANAGEMENT
• EXTERNAL ENGAGEMENT
• COMMERCIALISATION.

Keywords: university, universities, TAFE, qualifications, training, students, curriculum, assessment, research.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 18/02:

• APPLICATIONS AND ASSESSMENT OF APPLICATIONS.

Keywords: expungement, conviction, homosexual, application.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 17/04:

• SAFETY AND QUALITY ACCREDITATION
• INCIDENT REPORTING AND INVESTIGATION
• PHARMACEUTICAL SUPPLY AND ADMINISTRATION
• BLOOD, ORGAN AND TISSUE SUPPLY AND MANAGEMENT
• STAFF HANDOVER COMMUNICATION
• FOOD SERVICE ADMINISTRATION
• HEALTH SERVICE EQUIPMENT AND SUPPLIES MANAGEMENT
• MORGUE AND MORTUARY MANAGEMENT
• CLINICAL SERVICES PROGRAM ADMINISTRATION
• PATIENT MOVEMENT AND ATTENDANCE REPORTING.

Please note this retention and disposal authority does not cover patient information records. For patient information, use PROS 11/06 Retention and Disposal Authority for Patient Information Records.

Keywords: hospital, health service, accreditation, compliance audits, reviews, clinical staff, registration, qualifications, incidents, notifications, pharmaceutical, pharmacy, blood products, drugs,  x-ray machines, diagnostic machines, theatre rooms, bookings, shift handover, bed census, menus, meal orders, equipment calibration, licensing, permits, attendance, reporting, community services, morgue/mortuary management, patient movement.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 08/14:

• PROGRAM AND STANDARDS DEVELOPMENT AND REVIEW
• PUBLIC HOUSING CLIENT MANAGEMENT
• PROPERTY MANAGEMENT
• REGULATION OF NON GOVERNMENT HOUSING SERVICES
• EMPLOYMENT AND FINANCIAL ASSISTANCE
• INCIDENTS AND COMPLAINTS MANAGEMENT
• TRAINING
• RESEARCH
• COMPETITIONS AND AWARDS.

Keywords: homeless, housing, rentals, tenants.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 24/03:
 

• EMPLOYMENT MANAGEMENT
• HEALTH, WELLBEING AND SAFETY
• INDUSTRIAL RELATIONS
• STAFF DEVELOPMENT
• VOLUNTEER MANAGEMENT

Keywords: employment, health, human resources, industrial relations, personnel, safety, volunteers, wellbeing, workcover.
 

RDA expiry date:  N/A; current until revoked

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.

Functions in PROS 22/07:

• IDENTITY VERIFICATION

Keywords: identity, verification

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of information regulation, carried out by the Victorian Information Commissioner and its successor agencies.

Functions in PROS 10/16:

• POLICY, ADVICE AND COMPLIANCE MANAGEMENT
• PROSECUTIONS MANAGEMENT
• AWARENESS MANAGEMENT.

Keywords: confidential, information, personal, privacy, private, sensitive.

RDA expiry date: 31/12/2025

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.

RDA expiry date: N/A; current until revoked

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.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of managing juries and jury services for the County and Supreme Courts.

Functions in PROS 13/01:

• JURY MANAGEMENT.

Keywords: courts, juries.

RDA expire date: N/A; current until revoked

This retention and disposal authority covers records of the Labour Hire Licensing Authority (operating as the Labour Hire Authority).

Functions in PROS 25/03:

• LICENSING MANAGEMENT
• COMPLIANCE MANAGEMENT
• REGULATORY RESPONSIBILITIES MANAGEMENT

Keywords: employment, industrial relations, labour hire.
 

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of managing land administration and property information.

Functions in PROS 07/10:

• CROWN GRANT REGISTER MANAGEMENT
• LAND TITLE REGISTRATION & DEALINGS ADMINISTRATION
• SUBDIVISION AND CONSOLIDATION OF LAND.

Keywords: land, land titles, property.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of developing, reviewing and recommending reform of Victoria's laws.

Functions in PROS 08/05:

• MANAGEMENT OF LAW REFORM.

Keywords: law, legal, legislation.

RDA expiry date: N/A; current until revoked

This retention and disposal authority authorises the disposal of records of the Legal Aid function including the functions performed by Victoria Legal Aid.

Functions in PROS 22/05:

• PROVISION AND MANAGEMENT OF AID
• PROVISION AND MANAGEMENT OF FINANCIAL ASSISTANCE

Keywords: advocacy, aid, assistance, financial, grants, lawyers, legal, representation.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of managing liquor licensing in Victoria up to 31 December 1998.

Functions in PROS 11/08:

• BINGO RECORDS
• COMMISSION MANAGEMENT RECORDS
• CLUB RECORDS
• FEE ASSESSMENT RECORDS
• INQUIRY RECORDS
• LICENCE APPLICATION RECORDS
• LICENCE RECORDS
• PARTICULAR OCCASION PERMIT (POP) RECORDS
• PERMIT RECORDS
• PLAN RECORDS
• RECORDS OF THE COMMISSION HEARINGS AND DECISIONS.

Keywords: alcohol, licences, liquor.

RDA expiry date: N/A; current until revoked

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.

RDA expiry date: N/A; current until revoked

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.

RDA expire date: N/A; current until revoked

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

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers the records of the Magistrates' Court of Victoria and its predecessors.

Functions in PROS 21/01:

• CRIMINAL JURISDICTION
• CIVIL JURISDICTION
• MUNICIPAL ELECTORAL TRIBUNAL
• FAMILY LAW
• FAMILY VIOLENCE/INTERVENTION ORDERS
• LICENSING
• COURT ADMINISTRATION
• PROGRAMS & SERVICES
• LEGACY RECORDS

Keywords: civil, courts, criminal, justice, law, legal, magistrates'.

RDA expiry date: N/A; current until revoked

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.

RDA expiry date: N/A; current until revoked

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
• MANAGEMENT OF PROPERTY ENQUIRIES.

Keywords: cars, roads, traffic, transport, VicRoads.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of managing the 2006 Commonwealth Games in Melbourne.

Functions in PROS 05/08:

• GAMES BIDDING PROCESS
• EXECUTIVE
• TRAVEL & VISITS
• PUBLIC RELATIONS & COMMUNICATIONS
• SPONSORSHIP
• MARKETING & MERCHANDISE
• GAMES WORKFORCE
• GAMES VENUES & FACILITIES
• INTELLECTUAL PROPERTY / TRADEMARKS / COPYRIGHT
• TICKETING
• ACCREDITATION
• TRAFFIC & TRANSPORT
• SECURITY & EMERGENCY MANAGEMENT
• BROADCASTING & MEDIA
• COMPETITION EVENT MANAGEMENT
• NON-COMPETITION EVENT MANAGEMENT
• GAMES FESTIVALS
• GAMES FAMILY SERVICES
• SPECTATOR SERVICES
• CATERING, CLEANING & WASTE REMOVAL
• KNOWLEDGE TRANSFER.

Keywords: athletics, commonwealth, games, sports.

RDA Expiry Date: N/A, current until revoked
 

This retention and disposal authority covers records created by the Mental Health Tribunal and predecessor agencies. 

Functions in PROS 23/05:

• MENTAL HEALTH HEARINGS 

Keywords: hearings, medical, mental health, treatment

RDA expiry date: N/A; current until revoked

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
• FORENSIC LEAVE & SPECIAL LEAVE APPEALS MANAGEMENT
• MENTAL HEALTH & DRUGS SERVICE PROVIDER REGULATION
• INCIDENT AND COMPLAINT MANAGEMENT
• ALLOCATION OF TRUST FUNDS
• TRAINING
• CLINICAL CLIENT SERVICES (up to 1996)
• ALCOHOL AND DRUG CLIENT CASE MANAGEMENT.

Keywords: alcohol, drugs, mental health, regulation, treatments.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 17/03:

• AUDIENCE ENGAGEMENT
• COLLECTION DEVELOPMENT AND MANAGEMENT
• EXHIBITION MANAGEMENT
• COMMERCIAL OPERATIONS.

Keywords: acquisition, arts, bequests, collection, exhibition, gallery, membership, museum, preservation, sponsorship, storage. 

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 13/07:

• BOARDS AND COMMITTEES
• COMMUNITY RELATIONS
• COMPENSATION
• EQUIPMENT AND STORES
• ESTABLISHMENT
• FINANCIAL MANAGEMENT
• FLEET MANAGEMENT
• GOVERNMENT RELATIONS
• INDUSTRIAL RELATIONS
• INFORMATION MANAGEMENT
• LEGAL SERVICES
• PERSONNEL AND STAFF DEVELOPMENT
• PROPERTY MANAGEMENT
• PUBLICATION
• STRATEGIC MANAGEMENT
• TECHNOLOGY AND TELECOMMUNICATIONS
• WORKPLACE HEALTH AND SAFETY
• EPHEMERAL DOCUMENTS.

Keywords: administration, national bodies.

RDA expiry date: N/A; current until revoked

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.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of regulating the nursing profession prior to 1 July 2010.

Functions in PROS 04/06:

• REGISTRATION OF NURSES
• ACCREDITATION AND PRACTICE STANDARDS
• INQUIRIES / INVESTIGATIONS MANAGEMENT.

Keywords: health, medicine, nurses, regulation.

RDA expiry date: N/A; current until revoked

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.

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.

See Creating, Managing and Retaining Records for Current and Future Child Sexual Abuse Allegations for further advice on what is meant by contextual records that may be required.

Variations and amendments to existing RDAs

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:

List of completed variations supporting PROS 19/08

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. 

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.

RDA expiry date: N/A; current until revoked

This general retention and disposal authority covers records documenting the function of delivering public medical services and managing patient information. 

Functions in PROS 11/06:

• PATIENT ASSESSMENT, REGISTRATION AND ADMISSION
• PATIENT TREATMENT AND CARE
• DIAGNOSTIC AND TESTING SERVICES
• STATUTORY REPORTING AND MONITORING OF PATIENTS
• DISCHARGING PATIENTS AND POST CARE
• ACCESS TO PATIENT INFORMATION
• STERILISATION OF MEDICAL EQUIPMENT.

Keywords: health, hospitals, medical, medicine, patients, treatments.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the management of referrals received from planning authorities under the planning and environment legislation.

Functions in PROS 23/07:

• PLANNING REFERRAL MANAGEMENT

Keywords: amendments, environment, land, planning, referral, scheme, transport.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of managing and developing the Port of Melbourne.

Functions in PROS 08/06:

• ENVIRONMENTAL MANAGEMENT
• INFRASTRUCTURE MANAGEMENT
• PORT OPERATIONS
• PROPERTY MANAGEMENT
• SAFETY, SECURITY AND EMERGENCY MANAGEMENT
• STAKEHOLDER MANAGEMENT
• VESSEL MANAGEMENT
• CHANNEL DEEPENING PROJECT (CDP).

Keywords: boats, marine, maritime, ports, ships.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 15/05:

• PLANNING, PROGRAM & GUIDELINE DEVELOPMENT
• PROVIDER GOVERNANCE
• CURRICULUM DEVELOPMENT & SUBSIDISING
• RESEARCH & MONITORING
• APPRENTICESHIP & TRAINEESHIP REGULATION & SUPPORT
• STAKEHOLDER TRAINING & INFORMATION.

Keywords: apprenticeships, education, training.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 13/06:

• CABINET BUSINESS MANAGEMENT
• EXECUTIVE COUNCIL
• STRATEGIC POLICY MANAGEMENT
• ESTABLISHMENT AND RESTRUCTURING OF GOVERNMENT
• MINISTERIAL INQUIRY MANAGEMENT
• SECURITY MANAGEMENT
• COMMUNITY RELATIONS
• INTER-GOVERNMENT RELATIONS
• INTERNATIONAL AID
• INTERNATIONAL STUDENT SUPPORT.

Keywords: cabinet, DPC, policy, premier.

RDA expiry date: 31/12/2025

This retention and disposal authority covers records documenting the function of regulating the natural resource industry in Victoria.

Functions in PROS 04/01:

• NATURAL RESOURCES MANAGEMENT.

Keywords: fisheries, minerals, natural resources, timber, petroleum.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of managing prisons and prisoners in Victoria up to 31 August 2006.

Functions in PROS 96/10:

• SUMMARY PRISONER RECORDS
• REPORTS
• INVENTORIES
• REGISTERS
• PRISON FORMS
• WARRANTS
• PRISONER FILES
• STAFFING RECORD
• COMMUNITY BASED ORDER FILES
• ELECTRONIC DATA
• PRISONER TELEPHONE CALL MANAGEMENT.

Keywords: incarceration, jails, offenders, prisons, prisoners.

RDA expiry date: N/A; current until revoked

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
• PRACTITIONER REGISTRATION AND REGULATION
• ACCREDITATION.

Keywords: accreditation, courts, justice, law, lawyers, legal, practitioners, profession, professionals, register, registration.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 03/02:

• OFFICE OF PUBLIC ADVOCATE CASE MANAGEMENT
• POLICY DEVELOPMENT
• VOLUNTEER PROGRAMS.

Keywords: disability, impairment, mental illness.

RDA expiry date: 31/12/2025

This retention and disposal authority covers records documenting the function of protecting and improving the health of the Victorian community.

Functions in PROS 08/15:

• CEMETERIES AND CREMATORIA REGULATION
• CHRONIC DISEASE PREVENTION
• COMMUNICABLE DISEASE CONTROL
• DRUGS AND POISONS REGULATION
• ENVIRONMENTAL HEALTH MANAGEMENT
• FOOD SAFETY MANAGEMENT
• PEST CONTROL INDUSTRY REGULATION
• RESEARCH ETHICS
• EMERGENCY RESPONSE PLANNING
• STATE-WIDE HEALTH REPORTING
• PUBLIC HEALTH EMERGENCY REGULATION RESPONSE MANAGEMENT.

Keywords: diseases, drugs, emergencies, health, poisons, regulation.

RDA expiry date: N/A; current until revoked

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.

RDA expiry date: 31/12/2026

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
• CORONIAL INQUEST FILES
• BAIL APPLICATION FILES (SUPREME COURT)
• CIVIL LITIGATION FILES.

Keywords: courts, crimes, law, legal, litigation.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of managing the state archives and regulating government recordkeeping.

Functions in PROS 10/12:

• ACCESS MANAGEMENT
• APPRAISAL & DISPOSAL REGULATION
• INTELLECTUAL CONTROL
• PHYSICAL CONTROL
• PRESERVATION
• PROMOTION & OUTREACH
• RECORDKEEPING REGULATION
• TRAINING SERVICES.

Keywords: archives, collection management, information management, PROV, recordkeeping, records, records management.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 23/06:

• NETWORK PLANNING AND DELIVERY
• NETWORK CONTROL AND SAFETY
• PASSENGER SERVICES

Keywords: bus, ferry, network, passenger, safety, ticketing, train, tram, transport.

RDA Expiry Date: N/A, current until revoked

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.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of managing the registration of land in Victoria.

Functions in PROS 07/09:

• GENERAL LAW LAND MANAGEMENT
• REGISTRATION OF APPLICATIONS TO BRING LAND UNDER THE TRANSFER OF LAND ACT 1958
• REGISTRATION OF MORTGAGES AND LIENS
• POWERS OF ATTORNEY.

Keywords: land, property, registration.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 09/07:

• REGISTRATION OF LIFE EVENTS
• ACCESS MANAGEMENT
• MANAGEMENT OF CORRECTIONS TO REGISTERS
• INVESTIGATIONS MANAGEMENT
• MANAGEMENT OF REGISTRY CIVIL MARRIAGE SERVICE
• REGISTER OF RELIGIOUS MINISTERS.

Keywords: adoptions, BDM, births, deaths, registrations.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of managing all Victorian residential tenancy bonds.

Functions in PROS 04/02:

• BONDS FORMS
• SCANNED IMAGES BONDS FORMS.

Keywords: bonds, leases, rentals, property, tenants.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of managing botanic gardens and collections of plants and botanical research and information.

Functions in PROS 10/04:

• GARDENS MANAGEMENT
• MANAGEMENT OF THE STATE BOTANICAL COLLECTION
• PUBLIC PROGRAMS
• RESEARCH MANAGEMENT
• GARDENS ADMINISTRATION.

Keywords: botanical, botanic gardens, gardens, plants.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 17/01:

• ESTABLISHMENT AND ADMINISTRATION
• INQUIRY, INVESTIGATION AND RESEARCH
• REPORTING.

Keywords: royal commissions

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of promoting and supporting rural industries and economic growth in regional Victoria.

Functions in PROS 08/08:

• RURAL FINANCE
• LAND DEVELOPMENT.

Keywords: farmers, farming, finance, regional, rural.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 22/06:

• SCHOOL GOVERNANCE
• SCHOOL OPERATIONS
• INCIDENTS, COMPLAINTS AND INVESTIGATIONS
• STUDENT MANAGEMENT
• TEACHING AND LEARNING
• STUDENT SUPPORT, HEALTH AND WELLBEING
• LEGACY RECORDS.

Keywords: complaints, education, governance, incidents, primary school, schools, secondary school, students, teachers, teaching.

RDA expiry date: N/A; current until revoked

This retention and disposal authority authorises the disposal of records of Service Victoria, including identity verification.

Functions in PROS 21/05:

• CUSTOMER SERVICE MANAGEMENT
• IDENTITY VERIFICATION

Keywords: application, credentials, customer, identity, service, transactions, verification.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of enforcing warrants and orders issued by Victorian courts.

Functions in PROS 06/04:

• WARRANTS MANAGEMENT
• ASSETS MANAGEMENT
• SERVICE AND EXECUTION OF PROCESS
• INVESTIGATIONS MANAGEMENT
• JOINT OPERATIONS.

Keywords: courts, law enforcement, warrants.

RDA expiry date: N/A; current until revoked

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. 

Functions in PROS 24/02:

• ESTABLISHMENT AND ADMINISTRATION 
• INVESTIGATIONS CONDUCT
• BRIEFS OF EVIDENCE COMPILATION
• REPORTING 

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 16/06:

• DEVELOPMENT OF STANDARDS AND CODES
• ORGANISATIONAL PERFORMANCE SERVICES.

Keywords: audits, codes, compliance, guidelines, performance, reviews, standards.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of administering Victoria's taxation legislation and collecting taxes, duties and levies.

Functions in PROS 12/04:

• CUSTOMER MANAGEMENT
• REVENUE MANAGEMENT
• ADMINISTRATION OF BENEFITS
• INVESTIGATIONS AND PROSECUTIONS
• EDUCATION.

Keywords: finance, money, revenue, SRO, taxes.

RDA expiry date: 20/08/2026

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.

RDA expiry date: N/A; current until revoked

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
• TRAINING
• RESEARCH AND CLINICAL TRIALS
• NEWBORN SCREENING
• COUNSELLING SERVICES
• COMPETITIONS AND AWARDS.

Keywords: health, hospitals, medical, medicine.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the functions of the Supreme Court.

Functions in PROS 23/08:

• CRIMINAL JURISDICTION
• CIVIL JURISDICTION
• APPEAL JURISDICTION
• FUNDS IN COURT ADMINISTRATION
• LEGAL PROFESSION ADMISSION & APPOINTMENTS
• COURT ADMINISTRATION.

Keywords: admission, appeal, civil, courts, criminal, justice, law, lawyer, legal, notary.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 07/08:

• REGISTRATION OF LICENSED SURVEYORS
• CROWN LAND SURVEY
• CROWN LAND REGISTRY
• MANAGEMENT OF PERMANENT SURVEY MARKS.

Keywords: cadastral, cadastre, land, maps, surveyors, surveys.

RDA expiry date: 31/12/2025

This retention and disposal authority covers records documenting the function of managing and protecting Victoria’s natural environment and cultural heritage.

Functions in PROS 05/09:

• NATURAL RESOURCE MANAGEMENT
• PLANNING, LAND USE AND MONITORING
• CULTURE AND COMMUNITY.

Keywords: environment, heritage, land, natural resources, sustainability.

RDA expiry date: N/A; current until revoked

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.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of managing state-owned telecommunications infrastructure assets such as cables, network routers and switches.

Functions in PROS 14/04:

• TELECOMMUNICATIONS ASSET MANAGEMENT.

Keywords: communications, networks, phones, telecommunications.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 16/01:

• ACCREDITED TRAINING.

Keywords: training, RTO.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of developing and delivering non-accredited training within Victorian Government agencies.

Functions in PROS 16/02:

• NON-ACCREDITED TRAINING.

Keywords: training.

RDA expiry date: N/A; current until revoked

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
• RESEARCH
• TRANSPORT ACCIDENT ASSISTANCE
• TRANSPORT ACCIDENT PREVENTION.

Keywords: accidents, cars, roads, transport.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 14/03:

• TRANSPORT ASSET MANAGEMENT.

Keywords: bridges, stations, trains, trams, transport.

RDA expiry date: 31/12/2025

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.

Functions in PROS 99/02:

• BUDGET MANAGEMENT
• POLICY DEVELOPMENT
• CABINET BUSINESS MANAGEMENT
• CONTRACT AND PROJECT MANAGEMENT
• CORPORATE REPORTING
• LEGISLATION AND REGULATION MANAGEMENT.

Keywords: budgets, DTF, finances, resources, treasury.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of regulating the registering of vehicles and the licensing of drivers in Victoria.

Functions in PROS 09/08:

• DRIVER LICENSING REGULATION
• REGULATION OF VEHICLE REGISTRATION
• REGULATING COMMERCIAL OPERATORS
• MANAGEMENT OF VEHICLE SECURITIES REGISTER
• MASS AND DIMENSION REGULATIONS
• TOW TRUCK REGULATION.

Keywords: cars, drivers, licences, trucks, vehicles, VicRoads.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records of VicScreen (Victoria's creative and economic screen development agency).

Functions in PROS 25/04:
 

• FUNDING AND INCENTIVE PROGRAM MANAGEMENT
• PRODUCTION ATTRACTION
   

Keywords: digital games, festivals, film, funding, movies, post-production, television, virtual reality, visual effects.
 

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of providing financial assistance to victims of crimes committed in Victoria.

Functions in PROS 04/08:

• CASE MANAGEMENT
• MANAGEMENT OF CASE FILE SUMMARY RECORDS.

Keywords: assistance, crimes, tribunals, victims.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of providing support services to people effected by crime in Victoria.

Functions in PROS 11/03:

• VICTIMS REGISTER MANAGEMENT
• VICTIM SUPPORT
• PRISONER COMPENSATION QUARANTINE FUND ADMINISTRATION.

Keywords: assistance, crimes, victims.

RDA expiry date: 30/06/2026

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.

Keywords: crimes, law enforcement, police.

RDA expiry date: N/A; current until revoked

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.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of managing proceedings heard before the Victorian Civil and Administrative Tribunal.

Functions in PROS 16/03:

• PROCEEDINGS MANAGEMENT
• TRIBUNAL ADMINISTRATION
• NOTIFICATIONS LODGED WITH THE TRIBUNAL.

Keywords: cases, disputes, tribunals, VCAT.

RDA expiry date: N/A; current until revoked

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.

Keywords: aboriginal, community, culture, events, festivals, heritage, indigenous, recreation, seniors, sports.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the electoral functions undertaken by the Victorian Electoral Commission.

Functions in PROS 17/05:

• ELECTION, REFERENDUM AND POLL MANAGEMENT
• REGISTRATION OF ELECTORS
• ELECTORAL REPRESENTATION AND BOUNDARIES MANAGEMENT
• REGISTRATION OF POLITICAL PARTIES.

Keywords: elections, electoral, electors, boundaries, parties, poll, referendum, registration, voting. 

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 21/02:

• Recording and Transcription
• Transcript and Audio Access Management.

 
Keywords:  civil, courts, criminal, justice, law, legal, recording, reporting, transcript, transcription.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of providing legal advice and solutions to the Victorian Government and its statutory authorities.

Functions in PROS 10/03:

• LEGAL ADVICE AND OPINIONS
• LEGAL REPRESENTATION
• NATIVE TITLE CLAIMS MANAGEMENT.

Keywords: laws, legal, litigation.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of regulating the teaching profession in Victoria.

Functions in PROS 10/07:

• STANDARDS DEVELOPMENT AND ACCREDITATION MANAGEMENT
• REGULATION OF TEACHERS
• PROFESSIONAL CONDUCT DEVELOPMENT
• RESEARCH MANAGEMENT
• AWARDS.

Keywords: education, teachers, teaching.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the functions of the Victorian Legal Admissions Board. 

Functions in PROS 23/09:
•    LEGAL PROFESSION ADMISSION 
•    PUBLIC NOTARY APPOINTMENT 

Keywords: admission, appointment, law, lawyer, legal, notary.
 

RDA expiry date: N/A, current until revoked
 
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
• LEGACY RECORDS

Keywords: law, lawyers, legal, regulation.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records of insurance and risk management functions carried out by Victorian Managed Insurance Authority (VMIA).

Functions in PROS 20/03:

• INSURANCE MANAGEMENT
• CLAIMS MANAGEMENT
• RISK MANAGEMENT.

Keywords: insurance, claims, risks, attestation.

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 06/02:

• POISONS INFORMATION SERVICE.

Keywords: bites, emergencies, overdoses, poisons.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of managing, operating and protecting the water supply including the management of wastewater services.

Functions in PROS 12/06:

• EMERGENCY PREPARATION AND MANAGEMENT
• ENVIRONMENTAL MANAGEMENT AND SUSTAINABILITY
• GOVERNANCE
• LAND DEVELOPMENT AND MANAGEMENT
• RATES MANAGEMENT
• WASTEWATER MANAGEMENT
• WATER SUPPLY MANAGEMENT.

Keywords: sewerage, water.

RDA expiry date: N/A; current until revoked

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

RDA expiry date: N/A; current until revoked

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.

Functions in PROS 09/06:

• REGULATORY STANDARDS & GUIDELINES
• INJURED WORKER MANAGEMENT
• INSURANCE SCHEME MANAGEMENT
• INVESTIGATION & PROSECUTION MANAGEMENT
• WORKPLACE HEALTH & SAFETY MANAGEMENT
• OHS WORKPLACE LICENSING & REGISTRATION.

Keywords: compensation, health, OH&S, OHS, safety.

RDA expiry date: N/A; current until revoked

This retention and disposal authority covers records documenting the function of determining of suitable parole period for young offenders.

Functions in PROS 08/17:

• PAROLE GUIDELINES
• CASE MANAGEMENT
• DETERMINATIONS
• VISITOR AND OBSERVER MANAGEMENT.

Keywords: corrections, offenders, parole, young people, youth.

RDA expiry date: N/A; current until revoked

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.