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Last updated:
June 10, 2020
Aboriginal and Torres Strait Islander Peoples should be aware the collection and website may contain images, voices and names of deceased persons.
Material in the Public Record Office Victoria archival collection contains words and descriptions that reflect attitudes and government policies at different times which may be insensitive and upsetting.
PROV provides advice to researchers wishing to access, publish or re-use records about Aboriginal Peoples.
Browse Documents by:
| Title | Document Number | Document Type |
|---|---|---|
| Access Standard PROS 19/06 Access Standard sets out the principles and requirements that Victorian public offices must comply with in order to ensure records are accessible for the period of time they must be retained and that access is not restricted, unless required by legislation, regulation or policy. This Standard is comprised of the following areas:
|
PROS 19/06 | ST Standards |
| Adding Metadata Packages to VEOs PROS 19/05 S5 Adding Metadata Packages to VEOs Specification is for technical developers building systems and tools to construct VEOs. It sets out the requirements for adding metadata packages to Version 3 VEOs. PROV has developed a package containing tools and code to generate and/or validate Version 3 VEOs. See our PROV VEO creation products page for further information. |
PROS 19/05 S5 | 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 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 |
| Approval Processes Guideline The Approval Processes Guideline provides advice on implementing the following areas of the Approval Processes Policy: |
Approval Processes Policy | G Guidelines |
| Approval Processes Policy The Approval Processes Policy provides statements regarding capturing and managing records of approval processes, decisions and actions. Public Offices should apply its terms in line with the Value and Risk Policy to relevant recordkeeping decisions and actions. |
ApprovalProcessesPolicy | 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 20/02 S1 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 20/02 S1 APROSS Specification sets out the requirements which must be met by a storage provider for their facility to be certified as an Approved Public Record Office Storage Supplier (APROSS) and to retain this certification. Victorian public offices can only store physical format records in a facility not controlled by them if that facility has been certified as an APROSS.
|
pros2002S1 | 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 |
| 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 |
| Business Systems Policy The Managing Records in Business Systems Policy provides PROV's position on managing records in business systems, regardless of whether they are designed to be records management systems. It clarifies the main recordkeeping requirements to be implemented in all business systems. |
Business Systems Policy | P Policy |
| Class B Place of Deposit Requirements Specification PROS 20/02 S3 Class B Place of Deposit Requirements Specification sets out the requirements which must be met to obtain and retain appointment as a Class B Place of Deposit. It also includes guidance on how to meet these requirements. Class B Places of Deposit are appointed by the responsible Minister under Section 14 of the Public Records Act 1973 to hold temporary value public records which are no longer required by Victorian government offices. |
PROS 20/02 S3 | SP Specifications |
| Closure of Public Records Under Section 10(1) Fact Sheet PROS 11/10 FS2 Closure of Public Records Under Section 10(1) 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 VEOs Specification PROS 19/05 S4 Constructing VEOs Specification is for technical developers building systems and tools to construct VEOs. It describes how to construct Version 3 VEOs which meet PROV requirements. PROV has developed a package containing tools and code to generate and/or validate Version 3 VEOs. See our PROV VEO creation products page for further information. |
PROS 19/05 S4 | SP Specifications |
| Create, Capture and Control Standard PROS 19/05 Create, Capture and Control Standard sets out the principles and requirements that Victorian public offices must comply with in relation to the creation, capture and control of records. It includes Victorian Electronic Records Strategy (VERS) requirements for the long-term preservation of digital records. This Standard is comprised of the following areas:
|
PROS 19/05 | ST Standards |
| Departmental CiC Records: Accessing Transferred Records Fact Sheet Departments can access the current government’s transferred Cabinet-in-Confidence (CiC) records in their own systems or directly from PROV. Access to CiC records of previous governments is by application to the Cabinet Office. FSCiC5 Departmental Cabinet-in-Confidence Records: Accessing Transferred Records Fact Sheet is intended for use by departmental staff responsible for managing CiC records in their department and affiliated portfolio agencies, entities and statutory authorities. |
FSCiC5 | FS Fact Sheets |
| Departmental CiC Records: Converting Records into VEOs Fact Sheet Departments are responsible for converting permanent Cabinet-in-Confidence (CiC) records into VERS Encapsulated Objects (VEOs) for transfer to PROV. FSCiC4 Departmental Cabinet-in-Confidence Records: Converting Records into VEOs Fact Sheet is intended for use by departmental staff responsible for managing CiC records in their department and affiliated portfolio agencies, entities and statutory bodies. |
FSCiC4 | FS Fact Sheets |
| Departmental CiC Records: Overview Fact Sheet FSCiC1 Departmental Cabinet-in-Confidence Records: Overview Fact Sheet is intended for use by departmental staff responsible for managing CiC records. Departments are responsible for regularly transferring permanent Cabinet-in-Confidence (CiC) records to PROV, including those created by affiliated portfolio agencies, entities and statutory bodies. Permanent CiC records must be converted into VERS Encapsulated Objects (VEOs) and transferred to PROV annually and via the Cabinet Office during Caretaker.
|
FSCiC1 | FS Fact Sheets |
| Departmental CiC Records: Separating Permanent Records from Temporary Fact Sheet Departments are responsible for managing Cabinet-in-Confidence (CiC) records in a way that supports the separation of permanent records from temporary for transfer to PROV. FSCiC2 Departmental Cabinet-in-Confidence Records: Separating Permanent Records from Temporary Fact Sheet is intended for use by departmental staff responsible for managing CiC records in their department and affiliated portfolio agencies, entities, and statutory bodies. |
FSCiC2 | FS Fact Sheets |
| Departmental CiC Records: Transferring Records to PROV Fact Sheet Departments are responsible for transferring permanent Cabinet-in-Confidence (CiC) records to PROV. FSCiC3 Departmental Cabinet-in-Confidence Records:Transferring Records to PROV Fact Sheet is intended for use by departmental staff responsible for managing CiC records in their department and affiliated portfolio agencies, entities, and statutory bodies. |
FSCiC3 | 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 |
| Digitisation Plan Template PRO 58 Digitisation Plan Template has been designed as a tool to assist agencies in developing digitisation plans. It is a requirement under PROS 19/05 S1 Digitisation Specification for agencies to create a Digitisation Plan in cases where the digitised record will be treated as the official record.
|
PRO 58 | F Forms |
| Digitisation Plan – Certificate of Compliance Use PRO 59 Digitisation Plan—Certificate of Compliance to have your agency's Digitisation Plan approved by your Agency Head or suitable delegate. |
PRO 59 | F Forms |
| Digitisation Specification PROS 19/05 S1 Digitisation Specification sets out the requirements which must be met when Victorian public offices plan to digitise original source records and use the digitised copy as the official record. It must be used in conjunction with PROS 19/07 Converted or Digitised Records Retention and Disposal Authority (RDA). This RDA authorises destruction of some original source records, if particular conditions are met. |
PROS 19/05 S1 | SP Specifications |
| Disposal Standard PROS 22/04 Disposal Standard sets out the principles and requirements that Victorian public offices must comply with in order to lawfully dispose of public records. Public records may be disposed of by authorised destruction or custody transfer. Records created in all formats and held in all systems and storage environments must be disposed of in accordance with this Standard. The Disposal Standard is comprised of the following areas:
|
PROS 22/04 | 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 |
| 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 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 a Storage Programme Guideline PROS 11/01 G2 Implementing a Storage Programme Guideline covers information that is needed to make decisions regarding the management of public records held in storage through the development and implementation of a storage programme. |
PROS 11/01 G2 | G Guidelines |
| Long Term Sustainable Formats Specification PROS 19/05 S3 Long Term Sustainable Formats Specification sets out the requirements which must be met when Victorian public offices are preparing digital records for transfer to PROV. Permanent value digital records must be in one of the specified formats or able to be converted reliably and efficiently to one of these formats. It is recommended that Victoria public offices also use these formats when temporary value records need to be kept for a long period of time. |
PROS 19/05 S3 | SP Specifications |
| Major changes to the new Storage Standard The new PROS 20/02 Storage Standard replaces:
This Fact Sheet explains the differences between the new Standard and the Standard and Specification that it has replaced. |
PROS 20/02 FS1 | FS Fact Sheets |
| Management of Electronic Records Standard PROS 99/007 Management of Electronic Records Standard is superseded and has been replaced by PROS 19/05 Create, Capture and Control Standard. PROS 99/007 was designed to assist agencies in managing their electronic records and create Version 2 VERS encapsulated objects (VEOs). Please note: |
PROS 99/007 | ST Standards |
| Managing Records in Microsoft 365 This guideline is based on the Council of Australasian Archival and Recordkeeping Authorities (CAARA) issued paper Functional Requirements for Managing Records in Microsoft 365. |
M365 Guideline | G Guidelines |
| Minimum Metadata Requirements Specification PROS 19/05 S2 Minimum Metadata Requirements Specification sets out the minimum metadata elements which must be captured for the records (documents, information, data) created or received by Victorian public office staff in the course of carrying out their work. All Victorian public offices must comply with this Specification when designing organisational processes and systems. |
PROS 19/05 S2 | SP Specifications |
| 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 |
| Operational Management Guideline PROS 19/04 G Operational Management Guideline provides advice on implementing the following areas of the PROS 19/04 Operational Management Standard:
|
PROS 19/04 G | G Guidelines |
| Operational Management Standard PROS 19/04 Operational Management Standard sets out the principles and requirements that Victorian public offices must comply with to ensure effective records management operations. This Standard is comprised of the following areas:
|
PROS 19/04 | 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 |
| Places Appointed to Store and Manage State Archives Specification PROS 20/02 S2 Places Appointed to Store and Manage State Archives Specification sets out the requirements which must be met to obtain and retain appointment as a Class A Place of Deposit. Class A Places of Deposit are appointed by the responsible Minister under section 14 of the Public Records Act 1973 to hold records of permanent value (State Archives), as well as records of temporary value.
|
PROS 20/02 S2 | SP Specifications |
| Plan for Determining Retention for Records in APROSS PRO 61 Plan for Determining Retention of Records in APROSS is a template that has been designed to meet the following PROV requirement outlined in PROS 20/02 Storage Standard: For physical records already held in an APROSS as at 17/12/2020: |
PRO 61 | F Forms |
| Plan for Transferring Records in APROSS to PROV PRO 62 Plan for Transferring Records in APROSS to PROV is a template that has been designed to meet the following PROV requirement outlined in PROS 20/02 Storage Standard: For the physical records already held in an APROSS as at 17/12/2020: |
PRO 62 | F Forms |
| 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:
This guideline aims to assist organisations with meeting the principles set under PROS 11/01 Storage Standard. |
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 |
| 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 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 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 |
| 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 |
| 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 |
| Storage Standard PROS 20/02 Storage Standard sets out the principles and requirements that Victorian public offices must comply with in order to ensure that records are stored appropriately and under arrangements authorised by the Keeper of Public Records. This includes requirements for public records held in all formats, whether stored in-house or by an external host or provider. This Standard is comprised of the following areas: |
PROS 20/02 | ST Standards |
| 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 Guideline PROS 23/01 G Strategic Management Guideline provides advice on implementing the following areas of the PROS 23/01 Strategic Management Standard:
|
PROS 23/01 G | G Guidelines |
| Strategic Management Standard PROS 23/01 Strategic Management Standard sets out the principles and requirements that Victorian public offices must comply with in relation to the establishment, governance and strategic management of the records management program. This Standard is comprised of the following areas: |
PROS 23/01 | ST Standards |
| 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 |
| Value and Risk Policy The Value and Risk Policy provides policy statements regarding taking a value and risk-based approach to resourcing and implementing records management programs and initiatives. |
Value Risk Policy | P Policy |
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| Title | Document Number | Issue date |
|---|---|---|
| Adult Multicultural Education Services (AMES)
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:
Keywords: English, multicultural, migrant, refugee. |
PROS 13/03 | |
| Adult Parole Board
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:
Keywords: corrections, offender, parole, prisoner.
|
PROS 12/03 | |
| Aged Care 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 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, arbitration and neutral evaluation services. Functions in PROS 15/04:
Keywords: arbitration, conciliation, dispute, injury, mediation, workplace
|
PROS 15/04 | |
| 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:
Please note this RDA was previously titled RDA for Records of Office of Police Integrity.
Keywords: complaints, investigations, law enforcement, misconduct, police.
|
PROS 10/15 | |
| Building and Plumbing Regulation Functions
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:
Keywords: building, plumbing, registration, licensing, permits, levy, compliance, regulation |
PROS 20/01 | |
| 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.
If you are a Class B Cemetery Trust refer to PROS 15/01 FS1 Class B Cemetery Trusts - Records Required as State Archives Fact Sheet. |
PROS 15/01 | |
| Central Information Sharing
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:
Keywords: family safety, information, reports, sharing.
|
PROS 21/03 | |
| Chief Parliamentary Counsel, Office of
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:
Keywords: legislative, publication, print, printer
|
PROS 22/02 | |
| 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; 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:
Keywords: adoptions, children, family, foster care, youth.
|
PROS 08/12 | |
| Children’s Court
RDA expiry date: 30/06/2024
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:
Keywords: administration, finance, HR, human resources, personnel.
|
PROS 07/01 | |
| Complaint Handling Functions
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:
Keywords: complaint, enquiry, inquiry, investigation.
|
PROS 21/04 | |
| 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 or Digitised Records
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:
Keywords: conversion, digitisation, scanning, source records. See our Digitisation page for step-by-step guidance on meeting PROV digitisation and disposal requirements. |
PROS 19/07 | |
| Coronial Investigations, State Coroner’s Office
RDA expiry date: 30/06/2024
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: 27/02/2025
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:
Keywords: offender, prison, prisoner.
|
PROS 12/02 | |
| County Court
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:
Keywords: civil, courts, criminal, justice, law, legal.
|
PROS 20/04 | |
| Curriculum & Assessment Functions
RDA expiry date: 31/12/2024
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:
Keywords: education, primary schools, secondary schools, teaching.
|
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:
Keywords: disability, disabled, health, regulation.
|
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: 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:
Keywords: childhood, children, education, schools, young people, youth.
|
PROS 10/09 | |
| Electricity Generation Function
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:
Keywords: electricity, energy, environment, plant, power plant |
PROS 22/03 | |
| 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:
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.
|
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: 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 Functions in PROS 08/04:
Keywords: business, industry, regulation.
|
PROS 08/04 | |
| Energy and Associated Products and Services, Retailing of
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:
Keywords: electricity, energy, gas, utilities.
|
PROS 15/07 | |
| Energy Safety Function
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:
Keywords: compliance, electrical, electricity, energy, gas, licensing, safety
|
PROS 22/01 | |
| Energy Transmission and Distribution Network Services, Provision of
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:
Keywords: electricity, energy, gas, utilities.
|
PROS 15/08 | |
| Environment Protection Functions
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:
Keywords: audit, compliance, environment, environmental, inspection, investigation, license, monitoring, permit, pollution, protection, waste. |
PROS 19/10 | |
| Equal Opportunity Commission
RDA expiry date: 31/12/2023
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:
Keywords: medical panels, expert panels, establishment, administration, determination, case management, complaints. |
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. It applies to records created by:
Functions in PROS 19/01:
Keywords: gambling, gaming, casino, liquor, alcohol, licensing, permits, compliance, regulation
|
PROS 19/01 | |
| Gaming and Racing, Office of
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:
Keywords: betting, gaming, gambling, races, racing, regulation.
|
PROS 04/07 | |
| Governor, Office of
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:
Keywords: constitution, crown, Government House, Governor
|
PROS 22/08 | |
| 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:
Keywords: university, universities, TAFE, qualifications, training, students, curriculum, assessment, research.
|
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:
Keywords: expungement, conviction, homosexual, application.
|
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:
Keywords: homeless, housing, rentals, tenants.
|
PROS 08/14 | |
| Identity Verification Function
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:
Keywords: identity, verification
|
PROS 22/07 | |
| Information Regulation Function
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:
Keywords: confidential, information, personal, privacy, private, sensitive.
|
PROS 10/16 | |
| Infrastructure, Department of
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: |
PROS 00/02 | |
| Integrity System Oversight Function
RDA expiry date: 09/01/2025
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 | |
| Juries Commissioner’s Office
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:
Keywords: courts, juries.
|
PROS 13/01 | |
| Land Registry
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:
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 Function
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:
Keywords: advocacy, aid, assistance, financial, grants, lawyers, legal, representation.
|
PROS 22/05 | |
| Legal Services Board
RDA expiry date: 31/12/2023
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:
Keywords: lawyers, legal, regulation.
|
PROS 09/02 | |
| Legal Services Commissioner
RDA expiry date: 31/12/2023
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: 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:
Keywords: alcohol, licences, liquor.
|
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:
Keywords: lobbying, lobbyists, Victorian Public Sector Commission, VPSC.
|
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:
Keywords: city, community, council, local government, municipality, shire.
|
PROS 09/05 | |
| Magistrates' Court of Victoria
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:
Keywords: civil, courts, criminal, justice, law, legal, magistrates'. |
PROS 21/01 | |
| Major Infrastructure and Development Projects
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:
Keywords: building, capital works, construction, development, infrastructure, land, planning, precinct.
|
PROS 19/09 | |
| Major Road Management Functions
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:
Keywords: cars, roads, traffic, transport, VicRoads.
|
PROS 10/05 | |
| 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: 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:
Keywords: alcohol, drugs, mental health, regulation, treatments.
|
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:
Keywords: acquisition, arts, bequests, collection, exhibition, gallery, membership, museum, preservation, sponsorship, storage.
|
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:
Keywords: accreditation, health practitioners, registration, regulation. |
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: 31/12/2023
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 | |
| Organisational Response to Child Sexual Abuse Incidents and Allegations
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. |
PROS 19/08 | |
| Patient Information
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:
Keywords: health, hospitals, medical, medicine, patients, treatments.
|
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:
Keywords: boats, marine, maritime, ports, ships.
|
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:
Keywords: apprenticeships, education, training.
|
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:
Keywords: cabinet, DPC, policy, premier.
|
PROS 13/06 | |
| Primary Industries, Department of
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:
Keywords: fisheries, minerals, natural resources, timber, petroleum.
|
PROS 04/01 | |
| Prison Records (created to 31 August 2006)
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:
Keywords: incarceration, jails, offenders, prisons, prisoners.
|
PROS 96/10 | |
| 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 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:
Keywords: accreditation, courts, justice, law, lawyers, legal, practitioners, profession, professionals, register, registration.
|
PROS 19/02 | |
| 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: 12/08/2024
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:
Keywords: diseases, drugs, emergencies, health, poisons, regulation.
|
PROS 08/15 | |
| Public Interest Monitor, Office of
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:
Keywords: law enforcement, police, privacy, surveillance.
|
PROS 13/04 | |
| Public Prosecutions, Office of
RDA expiry date: 31/12/2024
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:
Keywords: courts, crimes, law, legal, litigation.
|
PROS 04/03 | |
| Public Record Office Victoria 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:
Keywords: archives, collection management, information management, PROV, recordkeeping, records, records management.
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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: 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:
Keywords: adoptions, BDM, births, deaths, registrations.
|
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 | |
| Royal Botanic Gardens Board
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:
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:
Keywords: royal commissions
|
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 | |
| Schools
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. |
PROS 22/06 | |
| Service Victoria
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:
Keywords: application, credentials, customer, identity, service, transactions, verification.
|
PROS 21/05 | |
| 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 | |
| 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. 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). 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: 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:
Keywords: finance, money, revenue, SRO, taxes.
|
PROS 12/04 | |
| State Trustees Limited
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:
Keywords: estates, power of attorney, trustees, wills.
|
PROS 07/05 | |
| Statewide Health Services
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:
Keywords: health, hospitals, medical, medicine.
|
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:
Keywords: civil, courts, criminal, justice, law, legal.
|
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:
Keywords: cadastral, cadastre, land, maps, surveyors, surveys.
|
PROS 07/08 | |
| Sustainability & Environment, Department of
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:
Keywords: environment, heritage, land, natural resources, sustainability.
|
PROS 05/09 | |
| Taxi, Hire Car and Driving Instructor Regulation Functions
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:
Keywords: cars, driving instructors, hire cars, regulation, taxis, transport.
|
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.
|
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.
|
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.
|
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:
Keywords: accidents, cars, roads, transport.
|
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.
|
PROS 14/03 | |
| Treasury and Finance, Department of
RDA expiry date: 30/06/2024
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:
Keywords: budgets, DTF, finances, resources, treasury.
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PROS 99/02 | |
| Vehicle Registration & Driver Licensing
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:
Keywords: cars, drivers, licences, trucks, vehicles, VicRoads.
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PROS 09/08 | |
| Victims of Crime Assistance Tribunal
RDA expiry date: 31/12/2024
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: 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:
Keywords: assistance, crimes, victims.
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PROS 11/03 | |
| Victoria Police
RDA expiry date: 22/12/2023
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: |
PROS 10/14 | |
| 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:
Keywords: elections, electoral, electors, boundaries, parties, poll, referendum, registration, voting.
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PROS 17/05 | |
| Victorian Government Reporting Service
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:
|
PROS 21/02 | |
| Victorian Government Solicitor’s Office
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:
Keywords: laws, legal, litigation.
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PROS 10/03 | |
| Victorian Institute of Teaching
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:
Keywords: education, teachers, teaching.
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PROS 10/07 | |
| Victorian Managed Insurance Authority
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:
Keywords: insurance, claims, risks, attestation.
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PROS 20/03 | |
| 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 | |
| Water Industry Functions
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:
Keywords: sewerage, water.
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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:
Keywords: compensation, health, OH&S, OHS, safety.
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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
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:
Keywords: courts, crimes, justice, offender, refugee, young people, youth.
|
PROS 08/16 |
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