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| Title | Document Number | Document Type |
|---|---|---|
| Access Standard PROS 11/10 Access Standard provides a set of mandatory principles for Victorian government agencies regarding access to public records. Implementation of this standard will benefit the agency by enabling access to records to be carried out according to best practice records management. Please note that the expiry date has been extended until 31 December 2019 |
PROS 11/10 | ST Standards |
| Access to Records in Agency Custody Specification PROS 11/10 S1 Access to Records in Agency Custody Specification covers the activities associated with access for records in agency custody across the Victorian Government. |
PROS 11/10 S1 | SP Specifications |
| Access to Records in PROV Custody Specification PROS 11/10 S2 Access to Records in PROV Custody Specification provides a detailed set of measurable and mandatory requirements that define the criteria for the implementation of PROS 11/10 Access Standard. Agencies must meet all the requirements detailed in this specification to ensure they comply with the principles articulated in the standard. |
PROS 11/10 S2 | SP Specifications |
| Adding Metadata to VEOs Specification This specification is part of PROS 15/03 Standard for the Encapsulation of Digital Information. It describes how to represent metadata in a VEO, and defines two standard metadata packages. One of these standard metadata packages must be present in every VEO. |
PROS 15/03 S2 | SP Specifications |
| Agency Storage Self-Assessment Checklist Form 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. |
PRO 53 | F Forms |
| Application for Photocopies Form This form is for government agencies wishing to request photocopies of State Archives held by Public Record Office Victoria (PROV). |
Form | F Forms |
| Appraisal Guideline PROS 10/17 G2 Appraisal Guideline was retired on 29 August 2018. The content of this Guideline is no longer being maintained and has expired. Please refer to the Appraisal Topic Page for information on the appraisal process.
|
PROS 10/17 G2 | G Guidelines |
| Appraisal Statement for Public Records Required as State Archives Policy 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. |
Appraisal Statement Policy | P Policy |
| Approved Public Record Office Storage Suppliers (APROSS) Guideline PROS 11/01 G1 APROSS Guideline provides useful and practical guidance on the storage of public records with a commercial storage provider. It applies to the storage of both digital and hard copy records with commercial storage suppliers. |
PROS 11/01 G1 | G Guidelines |
| APROSS Annual Attestation Form 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 11/01 S3 APROSS Specification. |
PRO 44 | F Forms |
| APROSS Pre-Inspection Checklist Form 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. |
PRO 39 | F Forms |
| APROSS Registration of Interest 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). See also PRO 39 APROSS Pre-Inspection Checklist which includes the documentation that will need to be supplied. |
PRO 37 | F Forms |
| APROSS Specification PROS 11/01 S3 APROSS Specification provides a detailed set of requirements which define the criteria for the implementation of the PROS 11/01 Storage Standard by Approved Public Record Office Storage Suppliers (APROSS). |
PROS 11/01 S3 | SP Specifications |
| Archival Principles, Series and Consignment Fact Sheet PROS 10/13 FS1a Archival Principles, Series and Consignment Fact Sheet provides background information about archives. This fact sheet will help you understand the concept and the processes under which an archive operates and by which records are managed. |
PROS 10/13 FS1a | FS Fact Sheets |
| Becoming an APROSS Facility Fact Sheet PROS 11/01 FS1 Becoming an APROSS Facility Fact Sheet outlines the process for becoming an Approved Public Record Office Storage Suppliers (APROSS) facility. By becoming an APROSS facility, a commercial storage provider is permitted to store public records on behalf of the Victorian Government. |
PROS 11/01 FS1 | FS Fact Sheets |
| Brief Overview of the Records Transfer Process Fact Sheet PROS 10/13 FS1b Brief Overview of the Records Transfer Process Fact Sheet provides a brief overview of the steps and documentation required to undertake a records transfer project. |
PROS 10/13 FS1b | FS Fact Sheets |
| Capture Specification PROS 11/07 S3 Capture Specification provides a detailed set of requirements which define the criteria for the implementation of the PROS 11/07 Capture Standard regarding the creation and capture of public records. |
PROS 11/07 S3 | SP Specifications |
| Capture Standard PROS 11/07 Capture Standard applies to the creation and capture of all public records, regardless of format or media. The creation and capture of records that are authentic, reliable, usable, and have integrity enables the records to retain their value as evidence. They assist agencies to demonstrate good governance, and enhance the reputation of agencies through transparent and accountable government. |
PROS 11/07 | ST Standards |
| Capturing Records of Social Media Posts Fact Sheet PROS 11/07 FS1 Capturing Records of Social Media Posts Fact Sheet was developed in accordance with issues determined by and feedback received on the Recordkeeping implications for the Social Media Recordkeeping Issues Paper. |
PROS 11/07 FS1 | FS Fact Sheets |
| Class B Cemetery Trusts - Records Required as State Archives Fact Sheet PROS 15/01 FS1 Class B Cemetery Trusts - Records Required as State Archives Fact Sheet assists class B cemetery trusts to identify records that must be transferred to Public Record Office Victoria (PROV) for retention as State Archives. These records are of permanent value to the cemetery industry, the community and the State of Victoria. |
PROS 15/01 FS1 | FS Fact Sheets |
| Closure of Public Records Under Section 10 Fact Sheet PROS 11/10 FS2 Closure of Public Records Under Section 10 Fact Sheet provides an overview of the application of section 10 of the Public Records Act 1973 when determining access provisions of records to be transferred to Public Record Office Victoria as state archives. |
PROS 11/10 FS2 | FS Fact Sheets |
| Closure of Public Records Under Section 10AA Fact Sheet PROS 11/10 FS3 Closure of Public Records Under Section 10AA Fact Sheet provides an overview of the application of section 10AA of the Public Records Act 1973 when determining access provisions of records to be transferred to Public Record Office Victoria (PROV) as state archives. |
PROS 11/10 FS3 | FS Fact Sheets |
| Closure of Public Records Under Section 9 Fact Sheet PROS 11/10 FS1 Closure of Public Records Under Section 9 Fact Sheet provides an overview of the application of section 9 of the Public Records Act 1973 when determining access provisions of records to be transferred to Public Record Office Victoria as state archives. |
PROS 11/10 FS1 | FS Fact Sheets |
| Cloud Computing Decision Making Guideline Cloud Computing Decision Making Guideline intends to support agencies’ moves to using cloud computing solutions. It provides a recommended series of steps or processes that can help agencies in their decision making processes when looking at cloud service providers from a data management and retention perspective. |
Cloud G1 | G Guidelines |
| Cloud Computing Issues Paper Cloud Computing Issues Paper was commissioned by the Public Record Office Victoria (PROV) to examine the recordkeeping implications of operating in a cloud computing environment.
|
Cloud Issues Paper | IP Issue Papers |
| Cloud Computing Tools Guideline Cloud Computing Tools Guideline is intended to support agencies’ moves to using cloud computing solutions. It provides a range of assessment tools which can help isolate key questions and criteria in determining the suitability of proposed solutions for storing and managing public sector data. |
Cloud G2 | G Guidelines |
| Collection Agent Authority Form 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. |
Form | F Forms |
| Common Series in Government Fact Sheet PROS 10/13 FS1d Describing Series: Common Series in Government Fact Sheet assists agencies in answering the following questions: |
PROS 10/13 FS1d | FS Fact Sheets |
| Constructing VERS Encapsulated Objects (VEOs) Specification This specification is part of PROS 15/03 Standard for the Encapsulation of Digital Information. It describes how to construct a conformant VERS Encapsulated Object (VEO). The process can be summarised as: |
PROS 15/03 S1 | SP Specifications |
| Continuous Improvement Guideline PROS 10/17 G4 Continuous Improvement Guideline provides guidance to Victorian Government agencies regarding continuous improvement activities for recordkeeping. This Guideline will enable Victorian Government employees or consultants to correctly plan and execute continuous improvement activities within recordkeeping programs. |
PROS 10/17 G4 | G Guidelines |
| Control Specification PROS 11/09 S1 Control Specification provides a detailed set of requirements which define the criteria for the implementation of the PROS 11/09 Control Standard. Agencies must meet all the requirements detailed in this specification to ensure they comply with the principles articulated in the standard. |
PROS 11/09 S1 | SP Specifications |
| Control Standard PROS 11/09 Control Standard is concerned with the control of public records. This standard provides a set of mandatory principles for Victorian government agencies regarding recordkeeping controls for public records regardless of their format or media. This includes the required minimum metadata set to be connected with public records to enable their structure, context and history to be understood. It also covers classification and the tracking of actions, including movements and management of records. |
PROS 11/09 | ST Standards |
| Departmental Cabinet Records Transfer Process During Caretaker Fact Sheet PROS 10/13 FS3a Departmental Cabinet Records Transfer Process During Caretaker should be used by departmental staff who have responsibility for the management of Cabinet-in-Confidence (CiC) records in their department and the CiC records of portfolio agencies. It provides a brief overview of the process of preparing records for the pre-election Caretaker period and subsequent transfer to Public Record Office Victoria (PROV), and the resources available to support these processes. |
PROS 10/13 FS3a | FS Fact Sheets |
| Destruction Guideline PROS 10/13 G3 Destruction Guideline provides practical assistance for agencies in the destruction of records when allowed in Retention & Disposal Authorities (RDAs), Single Instance Disposal Authorities (SIDAs) and Normal Administrative Practice (NAP). The guideline addresses the destruction of electronic and physical (for example, paper, film, or microfilm) records. This guideline can be used by both agency staff disposing of records themselves as well as contractors destroying records on behalf of an agency. |
PROS 10/13 G3 | G Guidelines |
| Developing an RDA Guideline PROS 10/13 G1 Developing an RDA Guideline was retired on 29 August 2018. The content of this guideline is no longer being maintained and has expired. Please refer to: |
PROS 10/13 G1 | G Guidelines |
| Developing Disposal Authorities Specification PROS 10/13 S1 Developing Disposal Authorities Specification provides a detailed set of requirements which define the criteria for the implementation of PROS 10/13 Disposal Standard. This specification covers the activities associated with the development of disposal authorities for records across the Victorian Government. It provides mandatory requirements regarding the process of developing disposal authorities and acquiring disposal authorisation. |
PROS 10/13 S1 | SP Specifications |
| Digitisation Image Requirements Specification PROS 11/07 S2 Digitisation Image Requirements Specification provides a detailed set of requirements which define the criteria for the implementation of the PROS 11/07 Capture Standard regarding the digitised images of public records. |
PROS 11/07 S2 | SP Specifications |
| Digitisation Requirements Specification PROS 11/07 S1 Digitisation Requirements Specification provides a detailed set of requirements which define the criteria for the implementation of the PROS 11/07 Capture Standard regarding the digitisation of public records. |
PROS 11/07 S1 | SP Specifications |
| Digitisation: Frequently Asked Questions Fact Sheet PROS 11/07 FS2 Digitisation: Frequently Asked Questions Fact Sheet provides the frequently asked questions regarding digitisation. |
PROS 11/07 FS2 | FS Fact Sheets |
| Disposal Standard PROS 10/13 Disposal Standard is concerned with the lawful disposal of public records. The lawful disposal of records is an essential and critical component of any records management programme. Public records may be disposed of by the agency in two ways: |
PROS 10/13 | ST Standards |
| Encapsulation of Digital Information Standard PROS 15/03 Standard for the Encapsulation of Digital Information assists Victorian Government agencies in providing long term access to information that must be kept, but is not being managed in an operational management system. It does this by defining an encapsulation format in which the content and context of the information can be expressed and subsequently managed. |
PROS 15/03 | ST Standards |
| Environmental Impacts of Recordkeeping Issues Paper The Victorian government has a strong focus on building and maintaining a sustainable environment. Public Record Office Victoria (PROV) strongly supports this ongoing commitment and acknowledges the importance of the move towards achieving environmental sustainability across government. The purpose Environmental Impacts of Recordkeeping Issues Paper is to assist with identifying and mitigating the environmental impacts associated with keeping records. |
Environment Issues Policy | IP Issue Papers |
| Export of Electronic Records to PROV Advice PROS 99/007 Export of Electronic Records to PROV Advice is a guide to PROS 99/007 S5 Export of Electronic Records to PROV Specification. The purpose of this Advice is to explain the mechanisms defined in the associated Specification to physically export VEOs (primarily electronic records) to PROV. |
PROS 99/007 Advice 14 | A Advice |
| Export of Electronic Records to PROV Specification PROS 99/007 S5 Export of Electronic Records to PROV Specification outlines the mechanisms used to export electronic records to PROV. This covers four aspects:
|
PROS 99/007 S5 | SP Specifications |
| Functional Analysis Guideline PROS 10/17 G1 Functional Analysis Guideline applies to all Victorian public sector employees and consultants who are required to undertake a functional analysis. Using this guideline helps provide:
|
PROS 10/17 G1 | G Guidelines |
| Guide to Digitisation Requirements Guideline The purpose of PROS 11/07 G1 Guide to Digitisation Requirements Guideline is to facilitate implementation of requirements contained in PROS 11/07 S1 Digitisation Requirements Specification. The digitisation specification provides a set of measurable requirements that define the criteria for digitising records with a view to using the digital copy as the official record and disposing of the source record. |
PROS 11/07 G1 | G Guidelines |
| Guide to the GDA for Converted Source Records Guideline PROS 10/01 G1 Guide to the GDA for Converted Source Records Guideline assists agency staff in understanding and applying PROS 10/01 General Retention and Disposal Authority for Converted Source Records. |
PROS 10/01 G1 | G Guidelines |
| How to Complete a Records Description List Fact Sheet PROS 10/13 FS2a How to Complete a Records Description List (RDL) Fact Sheet should be used by agencies that have been provided with a RDL template by PROV staff. An RDL template records each unit and a description of what is stored inside. It is directly imported into PROV’s archival management system and made available in the online catalogue. |
PROS 10/13 FS2a | FS Fact Sheets |
| How to List Records in a Records Description List Fact Sheet PROS 10/13 FS2b How to List Records in a Records Description List (RDL) Template Fact Sheet should be used by agencies that have been provided with a RDL template by PROV staff. An RDL template records each unit and a description of what is stored inside. It is directly imported into PROV’s archival management system and made available in the online catalogue. |
PROS 10/13 FS2b | FS Fact Sheets |
| Identifying Permanent and Temporary Cabinet-in-Confidence Departmental Records Fact Sheet PROS 10/13 FS3b Identifying Permanent and Temporary Cabinet-in-Confidence Departmental Records Fact Sheet should be used by departmental staff who have responsibility for the management of Cabinet-in-Confidence (CiC) records in their department and affiliated portfolio agencies. |
PROS10/13 FS3b | FS Fact Sheets |
| Identifying Records Creators Fact Sheet PROS 10/13 FS1f Identifying Records Creators Fact Sheet will assist agencies in answering the following questions: |
PROS 10/13 FS1f | FS Fact Sheets |
| Implementing a Disposal Programme Guideline 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. |
PROS 10/13 G2 | G Guidelines |
| Implementing Disposal Authorities Specification PROS 10/13 S2 Implementing Disposal Authorities Specification covers the activities associated with the implementation of disposal authorities for records across the Victorian Government. It provides mandatory requirements regarding the process of carrying out records disposal and implementing disposal authorities. |
PROS 10/13 S2 | SP Specifications |
| Introduction to VERS Advice The Victorian Electronic Records Strategy (VERS) addresses the cost-effective, long-term, preservation of electronic records. |
PROS 99/007 Advice 9 | A Advice |
| Key Performance Indicators Guideline PROS 10/10 G3 Key Performance Indicators Guideline explains how to develop and use Key Performance Indicators (KPIs) for records management. It is based on a number of methodologies for developing KPIs in general which were then amalgamated and tailored for records management. |
PROS 10/10 G3 | G Guidelines |
| Long Term Preservation Formats Specification This specification is part of PROS 15/03 Standard for the Encapsulation of Digital Information. It describes the long term preservation formats that are acceptable to PROV. |
PROS 15/03 S3 | SP Specifications |
| Maintaining APROSS Certification Fact Sheet PROS 11/01 FS2 Maintaining APROSS Certification Fact Sheet provides an overview of how a commercial storage facility that has been certified as an APROSS is to maintain the certification. |
PROS 11/01 FS2 | FS Fact Sheets |
| Management of Electronic Records Standard PROS 99/007 Management of Electronic Records Standard is designed to assist agencies in managing their electronic records. Implementation experience with PROS 99/007 Management of Electronic Records Standard has 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 corrects those errors and inconsistencies. |
PROS 99/007 | ST Standards |
| Managing Records in Business Systems Fact Sheet Multiple business systems often operate within agencies at any one time. Each of these systems will contain records and will have varying recordkeeping functionality. PROS 10/17 FS2 Managing Records in Business Systems Fact Sheet provides an overview of what to consider when managing records in these systems. |
PROS 10/17 FS2 | FS Fact Sheets |
| Managing Records of Outsourced Activities Guideline PROS 10/10 G2 Managing Records of Outsourced Activities Guideline explains how agency contract managers can manage recordkeeping obligations by including records management clauses in contracts with organisations performing activities on behalf of government. |
PROS 10/10 G2 | G Guidelines |
| Mobile Technologies Recordkeeping Issues Paper Mobile Technologies Recordkeeping Issues Paper focuses on the aspects of mobile technology, including but not limited to Bring Your Own Devices (BYOD) that have a direct bearing on the management of public records. |
Mobile Tech Issues Paper | IP Issue Papers |
| Mobile Technologies Recordkeeping Policy Mobile Technologies Recordkeeping Policy provides principles for making decisions and implementing actions about the use of mobile technologies for recordkeeping across the Victorian Government. |
Mobile Tech Policy | P Policy |
| Operations Management Specification PROS 10/17 S1 Operations Management Specification provides a detailed set of requirements which define the criteria for the implementation of PROS 10/17 Operations Management Standard. This specification outlines the activities associated with operational recordkeeping across the Victorian Government and covers: |
PROS 10/17 S1 | SP Specifications |
| Operations Management Standard PROS 10/17 Operations Management Standard provides a set of mandatory principles for Victorian government agencies regarding the operational management of public records. It concerns the day to day running of records management systems, practices, and processes across an agency. The implementation of this Standard will benefit agencies by enabling the operational management of records to be carried out according to best practice. |
PROS 10/17 | ST Standards |
| Packing and Labelling Physical Records Fact Sheet All transfers of permanent physical records to the custody of Public Record Office Victoria (PROV) must follow the instructions in PROS 10/13 FS2c Packing and Labelling Physical Records Fact Sheet. This fact sheet should be used by agencies that have submitted and received approval for their PRO 21B form(s) and RDLs. |
PROS 10/13 FS2c | FS Fact Sheets |
| Place of Deposit (POD) Attestation Form PRO 45 Place of Deposit (POD) Attestation Form is a declaration by the authorised representative of the body (or bodies) governing a POD that it complies with the Public Record Office Victoria (PROV) conditions regarding being a certified Place of Deposit. |
PRO 45 | F Forms |
| Place of Deposit (POD) Expression of Interest Form 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. |
PRO 35 | F Forms |
| Preparation of Permanent Digital Departmental Cabinet Records Fact Sheet PROS 10/13 FS3d Preparation of Permanent Digital Cabinet-in-Confidence Departmental Records for Transfer to PROV Fact Sheet should be used by departmental staff who have responsibility for the management of Cabinet-in-Confidence (CiC) records in their department and CiC records of portfolio agencies. It provides instructions on the compulsory preparation of permanent DIGITAL departmental CiC records during the Caretaker period for transfer to Public Record Office Victoria (PROV). |
PROS 10/13 FS3d | FS Fact Sheets |
| Preparation of Permanent Hardcopy Departmental Cabinet Records Fact Sheet PROS 10/13 FS3c Preparation of Permanent Hardcopy Cabinet-in-Confidence Departmental Records for transfer to PROV Fact Sheet should be used by departmental staff who have responsibility for the management of Cabinet-in-Confidence (CiC) records in their department and CiC records of statutory authorities from within their ministerial portfolio(s). It provides instructions on the compulsory preparation of permanent HARDCOPY departmental CiC records for transfer to Public Record Office Victoria (PROV). |
PROS 10/13 FS3c | FS Fact Sheets |
| Proposal to Transfer Records Form 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). |
PRO 21A | F Forms |
| Receipt for Estrays Received into PROV Custody Form Estrays are public records that are occasionally removed from official custody, either deliberately or by mischance. Use PRO 40 Receipt for Estrays Received into PROV Custody Form to register estrays transferred into Public Record Office Victoria (PROV) custody. |
PRO 40 | F Forms |
| Record Storage: Authorisation and Inspection Programme Guideline PROS 11/01 G6 Record Storage: Authorisation and Inspection Programme Guideline provides information about the authorisation processes for: |
PROS 11/01 G6 | G Guidelines |
| Recordkeeping Implications of Cloud Computing Policy Recordkeeping Implications of Cloud Computing Policy gives direction for Victorian government agencies to support best practice recordkeeping when using cloud computing for the purposes of creating, managing, storing, accessing and disposing of public records. |
Cloud Policy | P Policy |
| Recordkeeping Responsibilities for Heads and CEOs Fact Sheet PROS 10/10 FS1 Recordkeeping Responsibilities for Heads and CEOs Fact Sheet outlines the specific responsibilities heads of public offices have regarding creating and keeping public records under the Public Records Act 1973. |
PROS 10/10 FS1 | FS Fact Sheets |
| Recordkeeping Responsibilities for Public Sector Fact Sheet All Victorian public sector employees and government agencies must comply with mandatory standards and specifications, established under the authority of the Public Records Act 1973, for managing the records they create and receive in their work. PROS 10/10 FS2 Recordkeeping Responsibilities for Public Sector Fact Sheet gives an overview of these responsibilities. |
PROS 10/10 FS2 | FS Fact Sheets |
| Recordkeeping Responsibilities for Volunteers Fact Sheet A volunteer is a person undertaking work for a government agency on an unpaid basis. This type of arrangement falls outside the definition of a Victorian public sector employee and may pose recordkeeping challenges for an agency to accurately capture records of activities undertaken by volunteers. PROS 10/10 FS3 Recordkeeping Responsibilities for Volunteers Fact Sheet provides an overview of the recordkeeping responsibilities of volunteers working within a government agency. |
PROS 10/10 FS3 | FS Fact Sheets |
| Records and Risk Management Guideline PROS 10/10 G6 Records and Risk Management Guideline describes a methodology for the assessment and management of risk related to recordkeeping in accordance with the six-step approach of the Australian/New Zealand Standard on risk management (AS/NZS ISO 31000 2009, Risk management—principles and guidelines). It aims to help Victorian government agencies to include recordkeeping and records management into their risk management framework. |
PROS 10/10 G6 | G Guidelines |
| Records Management Policy Guideline PROS 10/10 G1 Records Management Policy Guideline explains how to develop and implement a records management policy. Policy is central to the development and communication of a successful records management programme. It provides a clear directive from the senior executive to all staff about what is acceptable recordkeeping behaviour. |
PROS 10/10 G1 | G Guidelines |
| Records Management Strategy Guideline PROS 10/10 G5 Records Management Strategy Guideline covers what a strategy is, where to begin, and provides some advice on what to think about when writing the strategy to help put records management on the strategic agenda of your agency. This guideline provides a recommended methodology for developing, implementing and monitoring a records management strategy. Other methodologies for strategic planning are available and may be used by agencies as long as they conform to the requirements of the strategic management specification. |
PROS 10/10 G5 | G Guidelines |
| Records Storage Guideline PROS 11/01 G5 Records Storage Guideline provides useful and practical guidance on implementing the PROS 11/01 Storage Standard. This guideline has been produced to assist organisations with implementation of requirements associated with the location and construction, preservation and safety, identification and control, security, maintenance, and disaster management and recovery principles of PROS 11/01 Storage Standard. |
PROS 11/01 G5 | G Guidelines |
| Request for a Disposal Authority – Appraisal Report (Single Instance) Form 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. This form is to be accompanied by a PRO 46A Request for Disposal Authority (Single Instance) Form. |
PRO 46B | F Forms |
| Request for Approval of Sentencing Plan Form Use PRO 41 Request for Approval of Sentencing Plan Form request approval from Public Record Office Victoria (PROV) to store records which have not yet been sentenced at an Approved Public Record Office Storage Supplier (APROSS). Approval of this form must be obtained from PROV prior to the movement of the records, to comply with PROS 11/01 S1 Agency Records Storage Specification. |
PRO 41 | F Forms |
| Request for Approval of Transfer Plan Form Use PRO 42 Request for Approval of Transfer Plan Form to request approval from Public Record Office Victoria (PROV) to store permanent records at an Approved Public Record Office Storage Supplier (APROSS). Approval must be obtained from PROV prior to the movement of the records, to comply with PROS 11/01 S1 Agency Records Storage Specification. |
PRO 42 | F Forms |
| Request for approval to transfer records to a Place of Deposit (POD) Form 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). |
PRO 36 | F Forms |
| Request for Determination of Required Transfer Format(s) Form Use PRO 43 Request for Determination of Required Transfer Format(s) Form to request a determination from Public Record Office Victoria (PROV) of the record formats required for transfer when planning the post-action conversion of permanent source records. Note that in most cases only the digitised copy will be required for transfer, in a minority of cases PROV might require transfer of the hardcopy source record. |
PRO 43 | F Forms |
| Request for Disposal Authority (Single Instance) Form Use PRO 46A Request for Disposal Authority (Single Instance) Form to obtain a disposal authority for records not covered by an RDA. This form is to be accompanied by PRO 46B Request for a Disposal Authority – Appraisal Report (Single Instance) Form. |
PRO 46A | F Forms |
| Retrieval Arrangements for Departmental Cabinet Records in PROV Custody Fact Sheet PROS 10/13 FS3e Retrieval Arrangements for Departmental Cabinet Records in PROV Custody Fact Sheet should be used by departmental staff who have responsibility for the management of Cabinet-in-Confidence (CiC) records in their department and CiC records of portfolio agencies. It provides information about how to retrieve Cabinet-in-Confidence (CiC) records which have been transferred to Public Record Office Victoria (PROV). |
PROS 10/13 FS3e | FS Fact Sheets |
| Series Arrangements & Control Records Fact Sheet PROS 10/13 FS1c Describing Series: Series Arrangement and Control Records Fact Sheet assists agencies in answering the following questions: |
PROS 10/13 FS1c | FS Fact Sheets |
| Series Date Range Creation Fact Sheet PROS 10/13 FS1e Describing Series: Series Date Range Creation Fact Sheet will assist agencies in answering the following questions: |
PROS 10/13 FS1e | FS Fact Sheets |
| Series Report: Subsequent Consignment Form 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. Use PRO 21B Series Report: New Series Form for new record series that have not yet been transferred to PROV.
|
PRO 21B | F Forms |
| Series Report: New Series Form 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. Use PRO 21B Series Report: Subsequent Consignment Form if records from the series have previously been transferred to PROV.
|
PRO 21B | F Forms |
| Social Media Recordkeeping Issues Paper Social Media Recordkeeping Issues Paper provides information for consideration, and invites input from agencies to inform the development of a Public Record Office Victoria (PROV) Social Media Recordkeeping Policy. It is not the purpose of this issues paper to provide an exhaustive list of social media sites, but addresses the broad categories of social media being used by Victoria Government agencies. |
Social Media Issues Paper | IP Issue Papers |
| Social Media Recordkeeping Policy Social Media Recordkeeping Policy provides principles for making decisions and implementing actions about social media and recordkeeping across the Victorian Government. |
Social Media Policy | P Policy |
| Stakeholder Engagement Guideline PROS 10/10 G7 Stakeholder Engagement Guideline covers the development and implementation of a stakeholder engagement model for records management. A stakeholder engagement model is the set of processes, methods, and plans that enable agencies to engage with stakeholders in a strategic, continuous and ongoing manner. |
PROS 10/10 G7 | G Guidelines |
| Statement of VERS Compliance Form PRO 47 Statement of VERS Compliance Form is only applicable to new versions of products that have been previously certified as VERS Compliant by Public Record Office Victoria (PROV). |
PRO 47 | F Forms |
| Storing and Managing State Archives Pre-Inspection Checklist Form 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. |
PRO 52 | F Forms |
| Strategic Management Specification PROS 10/10 S1 Strategic Management Specification outlines how adopting a strategic approach to records management enables the agency to improve efficiency and more effectively plan for future recordkeeping needs. |
PROS 10/10 S1 | SP Specifications |
| Strategic Management Standard PROS 10/10 Strategic Management Standard is concerned with strategic management of public records which consists of strategy formulation, implementation and evaluation. Incorporating records management strategies into whole of agency plans and integrating them into other core management strategies, policies and major projects will assist government to achieve its objectives. To be effective, strategies must address responsibilities, requirements and risks, and prompt the executive to pro-actively evaluate its strategies and address issues of non compliance. |
PROS 10/10 | ST Standards |
| System Requirements for Preserving Electronic Records Advice PROS 99/007 System Requirements for Preserving Electronic Records Advice provides information about implementation of the requirements in PROS 99/007 S1 System Requirements for Preserving Electronic Records Specification. |
PROS 99/007 Advice 10 | A Advice |
| System Requirements for Preserving Electronic Records Specification PROS 99/007 S1 System Requirements for Preserving Electronic Records Specification outlines the functions that a recordkeeping system must support if it is to preserve records for a significant period. This Specification is mandatory for any system that holds permanent electronic records; that is, those records judged to be of permanent value to the State of Victoria. |
PROS 99/007 S1 | SP Specifications |
| Transfer of Custodianship Guideline PROS 10/17 G3 Transfer of Custodianship Guideline covers the steps required to plan, implement and review a transfer of record custodianship between government agencies. It covers situations such as:
|
PROS 10/17 G3 | G Guidelines |
| Transfer of State Archives to PROV Specification PROS 10/13 S3 Transfer of State Archives to PROV Specification provides a detailed set of requirements which define the criteria for transferring state archives into the custody of Public Record Office Victoria (PROV) and Places of Deposit (POD) repositories. |
PROS 10/13 S3 | SP Specifications |
| Transfer of State Archives: Physical Guideline PROS 10/13 G4 Transfer of State Archives: Physical Guideline covers the steps required to plan, implement and review a transfer of permanent physical records to Public Record Office Victoria (PROV) custody in order to become state archives. It focuses on the process of completing a specific records transfer project. |
PROS 10/13 G4 | G Guidelines |
| Uplift Notification Form Use PRO 21C Uplift Notification Form to notify Public Record Office Victoria (PROV) that your records are ready to be delivered to the State Archives. |
PRO 21C | F Forms |
| Use of Approved Places of Deposit (POD) Fact Sheet Use of Approved Places of Deposit (POD) Fact Sheet outlines the use of approved Places of Deposit (PODs). |
Fact Sheet | FS Fact Sheets |
| Use of Back Up Technology to Archive Issues Paper Use of Back Up Technology to Archive Issues Paper proposes a position on the use of back-up technology to archive data within Victorian public offices. The scope of this issues paper is to clarify the risks and responsibilities of an agency using backup technology to archive data. |
Back Up Tech Issues Paper | IP Issue Papers |
| Use of Back Up Technology to Archive Policy Use of Back Up Technology to Archive Policy provides principles for making decisions and implementing actions about use of back up technologies to archive across the Victorian Government. |
Back Up Tech Policy | P Policy |
| VERS Long Term Preservation Formats Advice PROS 99/007 VERS Long Term Preservation Formats Advice discusses the reasons why the long-term preservation formats acceptable to Public Record Office Victoria (PROV) have been chosen. A long-term preservation format is one that is expected to continue to be capable of being rendered for a very long period of time. |
PROS 99/007 Advice 13 | A Advice |
| VERS Long Term Preservation Formats Specification PROS 99/007 S4 VERS Long Term Preservation Formats Specification outlines the long-term preservation formats that will be accepted by Public Record Office Victoria (PROV). |
PROS 99/007 S4 | SP Specifications |
| VERS Metadata Scheme Advice PROS 99/007 VERS Metadata Scheme Advice explains how to use the metadata defined in PROS 99/007 S2 VERS Metadata Scheme Specification. This Advice concentrates on the metadata that is associated with a File VEO (folder) or Record VEO (record), including the metadata associated with Documents and Encodings. |
PROS 99/007 Advice 11 | A Advice |
| VERS Metadata Scheme Specification PROS 99/007 VERS Metadata Scheme Specification defines the metadata that may occur within a VERS Encapsulated Object (VEO). The metadata defined in this Specification has a number of functions including: |
PROS 99/007 S2 | SP Specifications |
| VERS Standard Electronic Record Format Advice PROS 99/007 VERS Standard Electronic Record Format Advice explains the VERS standard electronic record format defined in PROS 99/007 S3 VERS Standard Electronic Record Format Specification. The VERS standard electronic record format is also known as a VERS Encapsulated Object or VEO. VEOs are used to represent records independently of a recordkeeping system. VEOs may be used as a mechanism to transfer records between two recordkeeping systems or they may be used as a native format within a recordkeeping system.
|
PROS 99/007 Advice 12 | A Advice |
| VERS Standard Electronic Record Format Specification PROS 99/007 S3 VERS Standard Electronic Record Format Specification details the VERS standard electronic record format, also known as a VERS Encapsulated Object or VEO. VEOs are used to represent records independently of a recordkeeping system. VEOs may be used as a mechanism to transfer records between two recordkeeping systems or they may be used as a native format within a recordkeeping system. |
PROS 99/007 S3 | SP Specifications |
| What is a Public Record? Fact Sheet PROS 10/17 FS1 What is a Public Record? Fact Sheet looks at the wide variety of items that can be considered to be public records. |
PROS 10/17 FS1 | FS Fact Sheets |
| Writing a Business Case Guideline PROS 10/10 G4 Writing a Business Case Guideline provides an overview of business case development, the primary components of a business case, and general information that records managers may need to draft a successful business case for a records management project. Although this guideline is focussed on projects, it can be used to develop a business case for non-project based initiatives. |
PROS 10/10 G4 | G Guidelines |
| Title | Document Number | Issue date |
|---|---|---|
| Adult Multicultural Education Services (AMES)
RDA expiry date: 12/06/2023
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:
Keywords: English, multicultural, migrant, refugee. |
PROS 13/03 | |
| Adult Parole Board
RDA expiry date: 13/03/2022
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:
Keywords: corrections, offender, parole, prisoner.
|
PROS 12/03 | |
| Aged Care Functions
RDA expiry date: 17/06/2020
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:
Keywords: aged care, elderly, nursing home, regulation, senior.
|
PROS 09/10 | |
| Alternative Dispute Resolution Services
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, and neutral evaluation services but excluding arbitration. Functions in PROS 15/04:
Keywords: conciliation, dispute, mediation.
|
PROS 15/04 | |
| Ambulance Services Functions
RDA expiry date: 26/05/2020
The functions of this retention and disposal authority have been streamlined and incorporated into PROS 17/02 Emergency Services Function RDA. PROV recommends usage of PROS 17/02 however PROS 10/08 may be used to authorise records disposal until it expires.
Keywords: ambulance, emergency, health, medical.
|
PROS 10/08 | |
| Anti-Corruption Function
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: |
PROS 10/15 | |
| Building Commission
RDA expiry date: 31/12/2019
This retention and disposal authority covers records documenting the function of regulating building standards, products and practitioners in Victoria. Functions in PROS 97/08:
Keywords: builder, building, regulation.
|
PROS 97/08 | |
| Bushfire Recovery and Reconstruction Functions
RDA expiry date: 12/12/2021
The functions of this retention and disposal authority have been streamlined and incorporated into PROS 17/02 Emergency Services Function RDA. PROV recommends agencies to refer to PROS 17/02 however PROS 11/05 may be used to authorise records disposal until it expires.
Keywords: bushfire, fire, recovery, relief.
|
PROS 11/05 | |
| Cemetery and Crematoria
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:
Keywords: burials, cemeteries, cremation, funeral, graves. |
PROS 15/01 | |
| Chief Parliamentary Counsel, Office of
RDA expiry date: 30/06/2021
This retention and disposal authority covers records documenting the function of drafting legislation and statutory rules. Functions in PROS 07/02:
Keywords: bills, chief parliamentary counsel, legislation, parliament.
|
PROS 07/02 | |
| Child Protection and Family Services Functions
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, and the management of family service functions such as adoption and permanent care. Functions in PROS 08/12: |
PROS 08/12 | |
| Children’s Court
RDA expiry date: 30/06/2021
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:
Keywords: children, courts, law, legal, youth.
|
PROS 09/04 | |
| Common Administrative Functions
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: |
PROS 07/01 | |
| Consumer Affairs Functions
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: |
PROS 11/04 | |
| Converted Source
RDA expiry date: 01/01/2020
This general retention and disposal authority authorises the disposal of source records after they have been converted to another format. It also imposes a number of general conditions on agencies converting source records, and specifies that some types of source records may not be disposed of after digitisation. Functions in PROS 10/01:
|
PROS 10/01 | |
| Coronial Investigations, State Coroner’s Office
RDA expiry date: 31/12/2019
This retention and disposal authority covers records documenting the function of coronial investigations. Functions in PROS 99/05:
Keywords: coroner, death, investigations.
|
PROS 99/05 | |
| Corrections Victoria
RDA expiry date: 27/02/2022
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: |
PROS 12/02 | |
| Country Fire Authority
RDA expiry date: 29/07/2020
The functions of this retention and disposal authority have been streamlined and incorporated into PROS 17/02 Emergency Services Function RDA. PROV recommends usage of PROS 17/02 however PROS 10/11 may be used to authorise records disposal until it expires.
Keywords: bushfire, country, fire, rural.
|
PROS 10/11 | |
| County Court
RDA expiry date: 30/06/2020
This retention and disposal authority covers records documenting the function of managing cases heard in the County Court. Functions in PROS 08/03:
Keywords: civil, courts, law, legal.
|
PROS 08/03 | |
| Curriculum & Assessment Functions
RDA expiry date: 31/12/2021
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: |
PROS 08/10 | |
| Disability Services Functions
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: |
PROS 08/13 | |
| Dispute Settlement Centre of Victoria
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:
Keywords: dispute, mediation.
|
PROS 09/01 | |
| Education & Early Childhood Development
RDA expiry date: 26/05/2020
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: |
PROS 10/09 | |
| Electrical Safety Functions
RDA expiry date: 12/10/2020
This retention and disposal authority covers records documenting the function of regulating electrical safety in Victoria. Functions in PROS 07/07:
Keywords: electrical, electricians, electricity, regulation, utilities.
|
PROS 07/07 | |
| Emergency Management Function
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:
Keywords: disaster, emergency.
|
PROS 15/06 | |
| Emergency Services Function
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: |
PROS 17/02 | |
| Emergency Services Telecommunications Authority
RDA expiry date: 04/06/2023
The functions of this RDA have been streamlined and incorporated partially into PROS 17/02 Emergency Services Function RDA. PROV recommends usage of PROS 17/02 however PROS 13/02 may be used to authorise records disposal until it expires.
Keywords: communication, emergency, phone.
|
PROS 13/02 | |
| Employment, Investment and Industry Functions
RDA expiry date: 12/03/2021
This retention and disposal authority covers records documenting the function of regulating and monitoring Victorian workplaces in order to facilitate fair and Functions in PROS 08/04: |
PROS 08/04 | |
| Environment Protection
RDA expiry date: 31/12/2019
This retention and disposal authority covers records documenting the function of regulating pollution and providing advice regarding environment protection. Functions in PROS 02/03:
|
PROS 02/03 | |
| Equal Opportunity Commission
RDA expiry date: 31/12/2019
This retention and disposal authority covers records documenting the function of investigating complaints and providing advice and support services related to discrimination. Functions in PROS 05/07:
Keywords: discrimination, dispute, equal rights.
|
PROS 05/07 | |
| Essential Services Functions
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:
Keywords: electrical, energy, freight, gas, rail, regulation, utilities.
|
PROS 08/09 | |
| Expert Panels
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:
|
PROS 18/03 | |
| Expunged Convictions, Secondary Electronic Records
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:
Keywords: expungement, homosexual, prosecutions.
|
PROS 16/04 | |
| Film Victoria
RDA expiry date: N/A; current until revoked
This retention and disposal authority covers records documenting the function of providing assistance to the film industry of Victoria. Functions in PROS 07/04:
Keywords: arts, digital media, entertainment, films, media, movies, television, visual effects.
|
PROS 07/04 | |
| Gambling and Liquor Regulation Functions
RDA expiry date: N/A; current until revoked
This retention and disposal authority covers the records of the gambling and liquor regulation functions. These functions are carried out by the Victorian Commission of Gambling and Liquor Regulation (VCGLR). Functions in PROS 19/01: |
PROS 19/01 | |
| Gaming and Racing, Office of
RDA expiry date: 30/06/2020
This retention and disposal authority covers records documenting the function of regulating Victoria's gaming and racing industry. Functions in PROS 04/07:
Keywords: betting, gaming, gambling, races, racing, regulation.
|
PROS 04/07 | |
| Gas Safety Functions
RDA expiry date: 31/12/2019
This retention and disposal authority covers records documenting the function of regulating gas safety in Victoria. Functions in PROS 99/06: |
PROS 99/06 | |
| Health Complaints Commissioner
RDA expiry date: 31/12/2021
This retention and disposal authority covers records documenting the function of investigating complaints and providing advice and support to Victorians about health services. Functions in PROS 07/06:
Keywords: doctors, health, medical.
|
PROS 07/06 | |
| Higher and Further Education Functions
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: |
PROS 16/07 | |
| Historical Homosexual Conviction Expungement Scheme
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:
|
PROS 18/02 | |
| Hospital Administrative Functions
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: |
PROS 17/04 | |
| Housing Functions
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: |
PROS 08/14 | |
| Infrastructure, Department of
RDA expiry date: 31/12/2019
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: |
PROS 00/02 | |
| Juries Commissioner’s Office
RDA expiry date: 30/04/2023
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:
Keywords: courts, juries.
|
PROS 13/01 | |
| Land Registry
RDA expiry date: 19/10/2020
This retention and disposal authority covers records documenting the function of managing land administration and property information. Functions in PROS 07/10:
Keywords: land, land titles, property.
|
PROS 07/10 | |
| Law Reform Functions
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:
Keywords: law, legal, legislation.
|
PROS 08/05 | |
| Legal Aid
RDA expiry date: 31/12/2019
This retention and disposal authority covers records documenting the function of providing legal assistance or advice to approved applicants. Functions in PROS 03/01:
Keywords: law, legal, legislation.
|
PROS 03/01 | |
| Legal Services Board
RDA expiry date: 31/12/2021
This retention and disposal authority covers records documenting the function of regulating the legal profession in Victoria including the registration of legal providers. Functions in PROS 09/02:
|
PROS 09/02 | |
| Legal Services Commissioner
RDA expiry date: 31/12/2021
This retention and disposal authority covers records documenting the function of receiving and managing complaints about lawyers as well as providing education programs to lawyers and the public. Functions in PROS 08/11:
Keywords: law, lawyers, legal.
|
PROS 08/11 | |
| Liquor Licensing Functions (created to 31 December 1998)
RDA expiry date: 18/10/2021
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: |
PROS 11/08 | |
| Lobbyists, Regulation of
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:
|
PROS 16/05 | |
| Local Government Functions
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: |
PROS 09/05 | |
| Medico Legal Death Investigation
RDA expiry date: N/A; current until revoked
This retention and disposal authority covers records documenting the function of providing independent forensic medical and scientific expertise for investigations into deaths to certify the cause and manner of unnatural and unexplained deaths. Functions in PROS 15/02:
Keywords: death, forensic medicine, medical.
|
PROS 15/02 | |
| Melbourne 2006 Commonwealth Games
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: |
PROS 05/08 | |
| Mental Health Tribunal
RDA expiry date: N/A; current until revoked
This retention and disposal authority covers records documenting the function of determining appropriate mental health treatment for Victorians with mental illness. Functions in PROS 05/05:
Keywords: medical, mental health, treatment.
|
PROS 05/05 | |
| Mental Health, Alcohol and Drugs Services Functions
RDA expiry date: 17/06/2020
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: |
PROS 09/09 | |
| Museum and Gallery Functions
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:
|
PROS 17/03 | |
| National Bodies Administrative Records
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: |
PROS 13/07 | |
| National Registration and Accreditation Scheme for Health Practitioners
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:
|
PROS 18/01 | |
| Nurses Board of Victoria (created to 30 June 2010)
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:
Keywords: health, medicine, nurses, regulation.
|
PROS 04/06 | |
| Ombudsman Victoria
RDA expiry date: 31/12/2019
This retention and disposal authority covers records documenting the function of investigating complaints about Victorian government departments, most statutory authorities and local government. Functions in PROS 05/01:
Keywords: complaints, investigations, ombudsman.
|
PROS 05/01 | |
| Patient Information
RDA expiry date: 09/09/2021
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: |
PROS 11/06 | |
| Port of Melbourne
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:
|
PROS 08/06 | |
| Post Compulsory Education and Skills Training Services
RDA expiry date: 06/08/2025
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: |
PROS 15/05 | |
| Premier and Cabinet, Department of
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: |
PROS 13/06 | |
| Primary Industries, Department of
RDA expiry date: 31/12/2019
This retention and disposal authority covers records documenting the function of regulating the natural resource industry in Victoria. Functions in PROS 04/01:
Keywords: fisheries, minerals, natural resources, timber, petroleum.
|
PROS 04/01 | |
| Prison Records (created to 31 August 2006)
RDA expiry date: 30/06/2021
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:
|
PROS 96/10 | |
| Privacy Commissioner, Office of
RDA expiry date: 17/12/2020
This retention and disposal authority covers records documenting the function of safeguarding the privacy of personal information held and managed by Victorian government. Functions in PROS 10/16:
Keywords: confidential, personal, privacy, private, sensitive.
|
PROS 10/16 | |
| Professional Registration and Accreditation Function
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 in PROS 19/02: |
PROS 19/02 | |
| Provision of Energy Transmission and Distribution Network Services
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:
Functions in PROS 15/08: |
PROS 15/08 | |
| Public Advocate, Office of
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:
Keywords: disability, impairment, mental illness.
|
PROS 03/02 | |
| Public Health Functions
RDA expiry date: 12/02/2022
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: |
PROS 08/15 | |
| Public Interest Monitor, Office of
RDA expiry date: 25/06/2023
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:
Keywords: law enforcement, police, privacy, surveillance.
|
PROS 13/04 | |
| Public Prosecutions, Office of
RDA expiry date: 30/06/2020
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:
|
PROS 04/03 | |
| Public Record Office Victoria This retention and disposal authority covers records documenting the function of managing the state archives and regulating government recordkeeping. Functions in PROS 10/12:
|
PROS 10/12 | |
| Public Transport and Victorian Rail Track Corporation
RDA expiry date: N/A; current until revoked
This retention and disposal authority covers records documenting the function of managing and delivering train and tram public transportation. Functions in PROS 96/20:
Keywords: PTV, railways, trains, trams, transport.
|
PROS 96/20 | |
| Public Transport Ticketing
RDA expiry date: N/A; current until revoked
This retention and disposal authority covers records documenting the function of public transport ticketing. Functions in PROS 18/04:
Keywords: public transport, ticketing, tickets.
|
PROS 18/04 | |
| Registrar-General, Office of
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:
Keywords: land, property, registration.
|
PROS 07/09 | |
| Registry of Births, Deaths & Marriages
RDA expiry date: 19/01/2020
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: |
PROS 09/07 | |
| Residential Tenancies Bond Authority
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:
Keywords: bonds, leases, rentals, property, tenants.
|
PROS 04/02 | |
| Retailing of Energy and Associated Products and Services
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:
Functions in PROS 15/07: |
PROS 15/07 | |
| Royal Botanic Gardens Board
RDA expiry date: 16/03/2020
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:
Keywords: botanical, botanic gardens, gardens, plants.
|
PROS 10/04 | |
| Royal Commissions, Boards of Inquiry and Formal Reviews
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: |
PROS 17/01 | |
| Rural Finance
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:
Keywords: farmers, farming, finance, regional, rural.
|
PROS 08/08 | |
| School Records - Primary & Secondary Schools
RDA expiry date: 31/12/2019
This general retention and disposal authority covers records documenting the function of delivering education within Victorian public primary and secondary schools. Functions in PROS 01/01:
|
PROS 01/01 | |
| Sheriff's Operations
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:
Keywords: courts, law enforcement, warrants.
|
PROS 06/04 | |
| Special Investigations Monitor, Office of
RDA expiry date: 09/01/2022
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:
Keywords: corruption, law enforcement, police, surveillance.
|
PROS 12/01 | |
| Standard Setting and Organisational Performance Monitoring Functions
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 held by the Victorian Public Sector Commission and Dairy Food Safety Victoria. Please contact us if you would like to use this RDA. Functions in PROS 16/06: |
PROS 16/06 | |
| State Revenue Office
RDA expiry date: 16/05/2022
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:
Keywords: finance, money, revenue, SRO, taxes.
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PROS 12/04 | |
| State Trustees Limited
RDA expiry date: 20/08/2020
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: |
PROS 07/05 | |
| Statewide Health Services
RDA expiry date: 29/06/2022
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: |
PROS 12/05 | |
| Supreme Court
RDA expiry date: N/A; current until revoked
This retention and disposal authority covers records documenting the function of managing cases heard in the Supreme Court, as well as admission of legal practitioners, as administered by Victoria Legal Admissions Board. Functions in PROS 11/02:
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PROS 11/02 | |
| Surveyor-General
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:
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PROS 07/08 | |
| Sustainability & Environment, Department of
RDA expiry date: 31/12/2019
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:
Keywords: environment, heritage, land, natural resources, sustainability.
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PROS 05/09 | |
| Taxi, Hire Car and Driving Instructor Regulation Functions
RDA expiry date: 16/04/2020
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:
Keywords: cars, driving instructors, hire cars, regulation, taxis, transport.
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PROS 10/06 | |
| Telecommunications Asset Management Functions
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:
Keywords: communications, networks, phones, telecommunications.
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PROS 14/04 | |
| Training, Accredited
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:
Keywords: training, RTO.
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PROS 16/01 | |
| Training, Non-Accredited
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:
Keywords: training.
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PROS 16/02 | |
| Transport Accident Prevention and Assistance Functions
RDA expiry date: 15/08/2024
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: |
PROS 14/01 | |
| Transport Asset Management Functions
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:
Keywords: bridges, stations, trains, trams, transport.
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PROS 14/03 | |
| Treasury and Finance, Department of
RDA expiry date: 31/12/2021
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:
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PROS 99/02 | |
| Vehicle Registration & Driver Licensing
RDA expiry date: 23/12/2019
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:
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PROS 09/08 | |
| VicRoads Road Management Functions
RDA expiry date: 07/05/2020
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: |
PROS 10/05 | |
| Victims of Crime Assistance Tribunal
RDA expiry date: 31/12/2021
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:
Keywords: assistance, crimes, tribunals, victims.
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PROS 04/08 | |
| Victims Support Services Functions
RDA expiry date: 08/03/2021
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:
Keywords: assistance, crimes, victims.
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PROS 11/03 | |
| Victoria Police
RDA expiry date: 22/12/2020
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. |
PROS 10/14 | |
| Victorian Auditor-General's Office
RDA expiry date: 31/12/2019
This retention and disposal authority covers records documenting the function of conducting audits and reporting on financial management and performance within the public sector. Functions in PROS 01/03:
Keywords: audits, performance, reports, VAGO.
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PROS 01/03 | |
| Victorian Cervical Cytology Registry
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:
Keywords: female, health, medical, pap tests, women.
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PROS 04/04 | |
| Victorian Civil and Administrative Tribunal (VCAT)
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:
Keywords: cases, disputes, tribunals, VCAT.
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PROS 16/03 | |
| Victorian Communities, Department of
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: |
PROS 06/03 | |
| Victorian Electoral Functions
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:
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PROS 17/05 | |
| Victorian Government Printer
RDA expiry date: 30/06/2021
This retention and disposal authority covers records documenting the function of providing publishing services to the Victorian public service and the Victorian Parliament. Functions in PROS 07/03:
Keywords: printing, publishing.
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PROS 07/03 | |
| Victorian Government Solicitor’s Office
RDA expiry date: 08/04/2020
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:
Keywords: laws, legal, litigation.
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PROS 10/03 | |
| Victorian Institute of Teaching
RDA expiry date: 21/05/2020
This retention and disposal authority covers records documenting the function of regulating the teaching profession in Victoria. Functions in PROS 10/07:
Keywords: education, teachers, teaching.
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PROS 10/07 | |
| Victorian Managed Insurance Authority
RDA expiry date: 31/12/2019
This retention and disposal authority covers records documenting the function of providing risk advice and insurance services for the Victorian government. Functions in PROS 03/03:
Keywords: claims, insurance, risks, VMIA.
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PROS 03/03 | |
| Victorian Poisons Information Centre
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:
Keywords: bites, emergencies, overdoses, poisons.
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PROS 06/02 | |
| VicUrban
RDA expiry date: 31/12/2019
This retention and disposal authority covers records documenting the function of managing major urban development projects in Victoria. Functions in PROS 05/06:
Keywords: buildings, development, land, urban.
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PROS 05/06 | |
| Water Industry Functions
RDA expiry date: 03/12/2022
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:
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PROS 12/06 | |
| Working with Children Check Function
RDA expiry date: N/A; current until revoked
This retention and disposal authority covers records documenting the function of screening people’s criminal records and professional conduct to prevent risk to children. Functions in PROS 08/07:
Keywords: background check, children, criminal record, professional conduct.
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PROS 08/07 | |
| WorkSafe Victoria
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: |
PROS 09/06 | |
| Youth Parole and Youth Residential Boards
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:
Keywords: corrections, offenders, parole, young people, youth.
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PROS 08/17 | |
| Youth Services and Youth Justice Functions This retention and disposal authority covers records documenting the function of delivering programs and services to young people living in Victoria and managing the youth justice system. Functions in PROS 08/16:
Keywords: courts, crimes, justice, offender, refugee, young people, youth.
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PROS 08/16 |