Transfer of Permanent Records to Public Record Office Victoria - Checklist

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Documentation and transfer checklist

Please note: This checklist is reflected in section 5 of the downloadable guidelines.

1. Are the records proposed for transfer permanent?

2. Have the records proposed for transfer been identified in accordance with a current PROV Retention and Disposal Authority?

3. Have the following forms have been completed and submitted to PROV?

• PRO 21A Proposal to Document Sentenced Permanent Public Records
• PRO 21B Series Identification Report(s)
• PRO 21C Request to Transfer Documented Public Records

4. Have the records been prepared for transfer in accordance with the appropriate procedures?

Transferring physical records to PROV

• Have the records been listed in an RDL?
• Have the records been packed appropriately in approved acid-free boxes?
• Have the boxes been labelled?

Transferring electronic records to PROV

• Are the records VEOs?
• Has PROV been sent a sample set?
• Has a manifest been generated?

5. Has the RDL or manifest been emailed to PROV?

6. Has the public access status of the records been agreed to and the access authority/authorities signed and submitted to PROV?

7. Have you received approval from PROV to transfer the records?

8. Have the records been transferred to PROV in accordance with the appropriate procedures?

Transferring physical records to PROV
Transferring electronic records to PROV

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