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Home >> Services to Government >> Standards and Advice
30th July 2008: The Victorian Auditor-General's Office (VAGO) has released a Records Management Checklist to improve the management of government records and help agencies fulfil their obligations under the Public Records Act. The media statement can be accessed here. The Checklist can be found here.
Standards and Advice
Section 12 of the Public Records Act 1973 requires
the Keeper of Public Records to establish standards for the efficient
management of public records and to assist public offices to apply these
standards to records under their control.
The documents listed in this section include standards issued under the Act and formal advice about these standards as well as forms and other tools to help the Victorian Government agencies manage and use public records.
Standards and Specifications
Retention and Disposal Authorities
Guidelines and Guides
Advices
Policies
Forms
Endorsed Tools
Ordering records
Standards and Specifications
Records management standards apply to all records created by the Victorian Government and detail requirements for the creation, maintenance and use of these records.
Retention and Disposal Authorities
Retention and Disposal Authorities (RDAs) are also issued as standards under Section 12 of our Act. RDAs specify mandatory retention periods for public records created by Government agencies.
You can browse the complete list of RDAs issued by PROV, or use a keyword search to find RDAs that mention specific topics below:
Contact us if you cannot find an authority relevant to the records you have.
Guidelines and Guides
Records Management Guides
The following documents provide guidance on records management procedures in accordance with the Standards
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PDF |
| 1. Disposal of Public Records: An Overview |
159 KB |
| 2. Conducting a Records Survey for Disposal Purposes |
281 KB |
| 3. Using Normal Administrative Practice to Destroy Public Records |
151 KB |
| 4. Using Disposal Schedules to Destroy Public Records |
157 KB |
| 5. Completing Form PRO 29 Notification of Destruction |
400 KB |
| 6. Using 'Ad Hoc' Appraisals to Dispose of Public Records |
158 KB |
| 7. Completing Form 20A Request for Appraisal and 20B Records Appraisal Checklist |
400 KB |
| 8. Use of Approved Places of Deposit |
157 KB |
| 9. Physical Destruction of Public Records |
153 KB |
Advices
The following documents assist with applying the records management standards to a variety of common situations. Some of these documents are closely tied to specific standards. |
PDF |
| 1. Electronic Recordkeeping: Advice to Victorian Government Agencies |
212 KB |
2. Scanning or Imaging of Records: Advice to Victorian Government Agencies
This Advice's end date is December 31, 2009. It is replaced by Advice 21. |
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| 3. Email as Records: Advice to Victorian Government Agencies |
220 KB |
| 4. Information Privacy and Public Records: Advice to Victorian Agencies |
80 KB |
| 5. Health Records and Public Records: Advice to Victorian Agencies |
287 KB |
| 6. Investigations Records: Advice to Victorian Agencies |
56 KB |
| 7. Advice to Agencies on Databases as Records |
1357 KB |
8. Advice to Agencies on Electronic Records as Evidence
This Advice's end date is December 31, 2009. It is replaced by Advice 21. |
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Advices 9 to 14 exist in conjunction with the Standard for the Management of Electronic Records Version 2.0
They can be found on the VERS Standard pages of this site. |
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| 15. System Administration & Records Management: Advice to Victorian Government Agencies |
1133 KB |
| 16. Messaging Technologies and Recordkeeping: Advice to Victorian Government Agencies |
699 KB |
| 17. Records of Outsourced Activity: Advice to Victorian Government Agencies |
640 KB |
18. Crimes (Document Destruction) Act 2006: Implications for government recordkeeping
Read a summary of this advice |
604 KB |
| 19. Linking Table: General Retention & Disposal Authority for Records of Common Administrative Functions PROS 96/13 to PROS 07/01 |
870 KB |
| 20a: Web-generated Records |
723 KB
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| 20b: Technical Issues for Managing Web-generated Records |
815 KB
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| 21: Evidence and Electronic Public Records |
463 KB |
| 22: Linking Guidebook: General Retention and Disposal Authority for Records of Local Government PROS 98/01 to PROS 09/05 and PROS 07/01 |
840 KB |
Policies
| Appraisal Policy |
41 KB |
Forms
These forms cover requests for the appraisal and disposal of public records. Their use is explained in the Guides above.
| FORM |
PDF |
Word |
PRO 20A - Request for Appraisal
This form is used by agencies to have records appraised which are
not covered by a disposal schedule. |
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384 KB |
PRO 20B - Request for Appraisal
Checklist
Complete this for for each group of records identified on Form 20A
as needing appraisal. |
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376 KB |
PRO 21A - Proposal to Document
Sentenced Permanent Public Records
Use this form to register a proposal to document public records appraised
as Permanent by PROV, in order to transfer them to the custody of
PROV. |
36 KB |
927 KB |
PRO 21B - Series Identification
Report
This form is used in the records transfer process as a
report for each separate record series (or group of records) proposed
for transfer. |
82 KB |
324 KB
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PRO 21C - Request to
transfer Form
This form is used to register a proposal for the transfer
of documented ‘permanent’ public records to Public Record
Office Victoria (PROV). |
36 KB
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904 KB |
PRO 29 - Notification of Destruction
This form is used by agencies to notify the PROV that a destruction
has taken place in accordance with the provisions set out in a current
disposal schedule. |
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769 KB |
PRO
31 - Notification to transfer to an APROSS - sentenced
This form is used to notify PROV of a transfer of sentenced temporary
records to an approved secondary storage supplier. It is available
in the APROSS Kit |
822 KB |
613 KB
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PRO
32 - Notification to transfer to an APROSS - unsentenced
This form is used to notify PROV of a transfer of unsentenced records
to an approved secondary storage supplier. It is available in the
APROSS Kit |
822 KB |
613 KB |
PRO 36 - Request for
Transfer of Sentenced Temporary Records to an approved Place of Deposit
This form is used to register a proposal for the transfer of public
records appraised to be temporary by PROV. |
43 KB |
181 KB |
PRO 40 - Receipt for
Estrays received into PROV Custody
This form is used ased to register receipt of estrays into Public
Record Office Victoria custody
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42 KB |
182 KB |
Endorsed Tools
The Public Record Office Victoria (PROV) endorses tools issued by State and National bodies which support the better management of Victorian public records. You can find more detailed information here on which tools we endorse.
Ordering Records
Staff from Victorian Government agencies can order
records created by their own agency via this website if they have registered
with PROV as an Agency User.
For information see:
PROVguide
12: Registering and Maintaining a Government User Account
PROVguide
4: Ordering and Collecting Records – Government Access
Staff from Victorian Government agencies can also remotely
order copies of records. See PROVguide
3 for more information. A request form can be downloaded below.
| Agency Application For Photocopies |
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314 KB |
| Agency Collection Agent Authority |
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164 KB |
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