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Transfer of Permanent Records to Public Record
Office Victoria - Glossary
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Access Authority
An Access Authority is a formal document that establishes the arrangements
for public inspection of consignments transferred to PROV custody. The
Authority identifies the agency responsible for the records and provides
the Victorian Public Record Series (VPRS) number, consignment number and
series title of each of the consignments transferred.
If the records are to be withheld from public inspection, the Authority
is signed by the Minister responsible for the transferring agency and
the Minister responsible for PROV. If the records are to be made immediately
available to researchers, the Authority is signed by a senior officer
of the agency responsible to indicate agreement with the designated access
arrangements.
Consignment
A consignment comprises record items belonging to a single record series
and transferred to the custody of PROV as part of the one physical transfer.
A consignment may comprise the whole or only part of a series. Each consignment
is identified by a code (e.g. VPRS 1234/P1, in which P stands for Permanent
and 1 means it is the first permanent consignment in this series to be
transferred to PROV).
Custody report
Transfer of custody of electronic records is indicated by the receipt
of a file containing the record identifiers of the accepted VEOs. Receipt
of the custody report indicates that PROV has accepted responsibility
for the continued preservation of this record and that the public office
may discard its copy. Refer to PROS 99/007 (Version 2) Specification 5.
Manifest (used for electronic records
only)
A manifest is an XML file which contains a list of digital or electronic
records to be transferred. It contains the unique identifiers of the VEOs
and is used to reconcile what is received with what was agreed to be transferred.
The manifest also contains the PROV-assigned Transfer Job number, Agency,
Series and Consignment number, the type of transfer - media or electronic
- and, if media, the unique identifiers of the media items (e.g. the tapes,
CDs or DVDs).
Permanent records
Permanent records are records of continuing archival value to the State
of Victoria. Records designated as permanent in a Retention and Disposal
Authority must be transferred to PROV once their administrative use has
concluded in order to be retained as part of the State Archives.
Records Description List (RDL) (used for physical
records only)
A Records Description List is an Excel spreadsheet (template) that serves
as an inventory of units and/or items in each series consignment.
Retention and Disposal Authority (RDA) (previously
known as Disposal Schedule)
An RDA is a formal document which authorises the disposal of the records
arising from the functions and activities described. RDAs contain instructions
relating to permanent retention as State Archives, transfer of custody,
or destruction of the records.
RDAs may take the form of a general RDA authorising the disposal of records
that are common to a number of public offices, or a specific RDA drawn
up to cover records that are specific to a particular public office. RDAs
are issued as Standards under Section 12 of the Public Records Act 1973.
Series
A series is a group of records which are recorded or maintained by the
same agency (or successor agencies) and which:
- were created in the same numerical, alphabetical or chronological
order or other identifiable sequence; or
- result from the same accumulation or filing process and perform the
same function.
See also VPRS below.
Temporary records
Temporary records are those required to be retained for a defined period
to meet administrative, financial or legislative requirements. Once the
specified retention period has expired the records may be destroyed.
Transfer
Transfer of records refers to the removal of public records from the offices
which have created or inherited them and the formal lodgement of the records
into the custody of PROV for their preservation, management and access.
VERS Encapsulated Object (VEO)
A VEO is an electronic record which has been encapsulated using XML as
outlined in PROS 99/007 Specification 3: Standard for the Management of
Electronic Records, and which conforms to the VERS metadata scheme as
outlined in PROS 99/007 Specification 2, and which contains documents
in a long-term preservation format.
VERS
The Victorian Electronic Records Strategy (VERS) is a method of capturing,
managing and preserving electronic records. VERS is a framework of standards,
guidance, training, consultancy and implementation projects, which is
centred around the goal of reliably and authentically preserving electronic
records as archives in a digital repository.
VPRS
Victorian Public Record Series is the title given to
a series or collection of records generated by agencies and archived by
PROV. See series above.
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