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Recordkeeping Standards Program

Welcome!

Welcome to the PROV Recordkeeping Standards Program web pages! These pages will provide you with information about the Recordkeeping Standards Program as a whole as well as the status of individual Recordkeeping Standards Projects currently in development.

Please check back often, as we will be adding new information and project status reports as the projects progress.

Call for EOI (Expressions of Interest)
Overview
Timeline
Contact
SCOPE (Standards Community of Practice & Expert Group)

Extension to current Standards

Four of PROV's Standards have been in place for almost 10 years and were due to expire in February 2008. Justine Heazlewood, Director and Keeper of Public Records, has signed variations to these Standards, extending them until 2011. The Standards that have been extended are:

PROS 97/001 Management of Public Records
PROS 97/002 Creation and Maintenance of Public Records
PROS 97/003 Destruction of Public Records
PROS 97/004 Transfer and Storage of Public Records

PROV is currently working to issue a new set of Standards and supporting documents to ensure that a holistic Standards suite is developed by 2011. The extension of the current Standards ensures that PROV and agencies continue to have coverage under the current Standards while the new Standards are being developed.

Please visit the Standards page to view the new versions of these Standards with variations attached.

Call for expressions of Interest

The PROV Standards Program is currently calling for expressions of interest from those interested in participating in Advisory Groups for current standards development projects.

The two projects currently underway are:

• the Physical Storage Standard (and associated specifications and guidelines),
• the Appraisal Standard (and associated specifications and guidelines).

Those interested in participating in either Advisory Group should submit their name, position, company name, and brief reason for interest to standards@prov.vic.gov.au by COB Friday 18 January 2008.

The first task of the Storage Advisory Group will be to review exposure drafts of the Standard for the Physical Storage of Public Records, and the Specification for Certified Place of Deposit Repositories – Permanent Value Records, which have already been developed to exposure draft stage under a project conducted in 2007. The Advisory Group will also assist in identifying, and then assessing drafts of, subsequent specifications and guidelines also needed for use with the Physical Storage Standard.

The first task of the Appraisal Advisory Group will be to assist with the development of principles to be used in the Appraisal Standard. These principles will be based on the current PROV Appraisal Policy, located here. It is anticipated that the first meeting of the Appraisal Advisory Group will occur in February 2008.

It is anticipated that primary contact for both Advisory Groups will be via email; however, some face-to-face meetings will also occur as required. These will be held at PROV, 99 Shiel Street, North Melbourne. Both of these projects areexpected to be finalised by the end of the 2007-08 Financial Year.

Please submit your expression of interest for participation in either of these Advisory Groups by 18 January 2008 .

Please send expressions of interest or any other questions to standards@prov.vic.gov.au, or contact Kirsten Wright, Standards and Assessment Officer, on 9348 5600 for further information.

PROV Recordkeeping Standards Program: Overview

The PROV Recordkeeping Standards Program has been developed to provide structure for the development of PROV's Standards. PROV's Standards (except the VERS Standard) all expire in February 2008.

The Recordkeeping Standards Program will establish an approach to standards that is consultative, structured and auditable, and will as a result produce a suite of documents that are consistent, useful, usable and durable.

The PROV Recordkeeping Standards Strategy and Methodology, which underpins the Standards Program, is available to read here.

PROV has identified three Standards and their supporting documentation to be developed in the 2007/2008 Financial Year. These are:

• Recordkeeping Framework Standard
• Appraisal & Disposal Standard
• Storage Standard

As these projects are developed, they will each have separate web pages to provide information about their scope and current progress. Check back here to follow their progress.

Timeline

The PROV Recordkeeping Standards Program is currently in year one of a three-year program of development.

SCOPE

The Standards Community of Practice & Expert Group (SCOPE) has been established as part of the Standards Framework. It is made up of records managers and archivists from state government, local government and universities, and provides expert advice and feedback on the Standards that PROV is developing.

Please visit the SCOPE page for more information about SCOPE, notices and minutes of meetings, and other useful information.

Contact

To register your interest in participating in SCOPE, or to find out more information about the Recordkeeping Standards Program, please contact:

Recordkeeping Standards Program Manager
standards@prov.vic.gov.au
Tel: (03) 9348 5600
Fax: (03) 9348 5656

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