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1. Transfer documentation
2. Preparing the records
3. Finalising the transfer documentation
4. Approval to transfer

1. Transfer documentation

Public Record Office Victoria’s (PROV) transfer documentation requirements are outlined in the online guide or in the Guidelines for the Documentation and Transfer of Permanent Records to Public Record Office Victoria in Adobe PDF or MS Word format.

After fulfilling the first stages of the transfer documentation requirements, you will have received the following:

• a Victorian Agency (VA) number
• a Victorian Public Record Series (VPRS) number
• a Consignment number
• a Transfer Job number

You can now start to prepare the records for transfer.

2. Preparing the records

Records to be transferred to PROV need to be prepared to an acceptable standard. Proper processing enables the subsequent easy identification and retrieval of records for use by the transferring agency, PROV staff and public researchers.

Preparing records for transfer includes:

• listing records in the customised Excel template
• boxing the records in approved PROV storage units
• labelling units with PROV supplied labels
• identifying records requiring conservation or special attention

Detailed instructions on how to prepare records for transfer will be provided by PROV’s Documentation and Transfer training and during the transfer project.

2.1 Listing the records

Records must be listed according to PROV’s Records Description List (RDL) Excel template. A separate list is required for each consignment. The electronic listing enables PROV to import the item list into the archival control system (database) and subsequently to make the item lists available through PROV’s website.

Please contact PROV to access the Records Description List Excel template.

The RDL template and instructions on how to use the template will be provided to you during the Documentation and Transfer training.

Completed RDLs should then be emailed to PROV. Remember to keep a copy of the lists for your own reference.

Please note that PROV will not accept records unless they are listed on the standard RDL template and emailed to PROV prior to transfer.

2.2 Packing the records

Records being transferred must be packed in PROV-approved acid-free boxes. General rules apply to packing common records such as files. However, specific advice should be obtained from PROV before preparation starts to avoid having to reprocess the records.

2.2.1 Where to buy the boxes

PROV makes arrangements with suppliers of archival boxes and consumables to supply PROV 'certified' supplies. Details of these arrangements can be found on the Archival Supplies at PROV page.

2.2.2 How to pack the records

How to pack a box:

1. Items should be placed in boxes from front to back (the back of the box is the side where the lid is hinged)
2. Boxes should not be over-packed. Leave a space wide enough to reach in (2-3 cm, the width of a hand) so that files may be removed and replaced without damage
3. Avoid under-packing boxes as files bend and lose shape
4. Remove elastic bands and metal clips
5. Boxes should be packed so that file numbers are visible when the box is opened. (Place spines of files down into the box.)
6. Alternate the arrangement of the files in the box when files are bulky at the file pin end and thinner at the base
7. Box lids should not be taped shut

PROV will not accept boxes that are not packed according to these guidelines.

2.2.3 Volumes and other record types

For other record types, such as volumes, bundles, tubes, magnetic reels, plans, card indexes, glass negatives, microform, etc. contact PROV for specific advice.

2.3 Labelling the records

Prior to confirmation from PROV, you should only use pencil to label/identify boxes.

Once PROV has received and approved the RDL, labels for the boxes are then generated from PROV’s database. PROV will dispatch the labels to you, which can then be attached to the units.

The labels display the Victorian Public Record Series (VPRS) number, the consignment number and the unit number.

2.4 Conservation

Records that have mould or contain insects (silverfish, spiders etc.) must be identified and treated, prior to being transferred to PROV.

2.5 Inspection of records

While you are preparing the records for transfer, you must contact PROV to arrange for an inspection of the records. If convenient, the inspection can be done at the same time that the labels are dispatched to you.

3. Finalising the transfer documentation

Please refer to the Online guide for the Documentation and Transfer of Permanent Records to Public Record Office Victoria or download the Guidelines for the Documentation and Transfer of Permanent Records to Public Record Office Victoria for details on how to finalise the transfer documentation.

4. Approval to transfer

PROV will advise you as soon as the transfer documentation (PRO 21C Request to Transfer Documented Public Records) has been approved. Once approval for transfer is given, you can start arranging for the delivery of records to PROV.

4.1 Delivering the records

PROV does not provide a courier service to transfer records to its repository. When you are obtaining quotes for the transportation of records to PROV you should be aware that the courier company staff are also responsible for shelving the records at PROV.

When organising the delivery of records to PROV you must ensure the following:

• a mutually convenient delivery date and time have been arranged with PROV staff, prior to delivery
• the carrier you engage is aware that records are to be delivered to PROV, 112 Macaulay Road, North Melbourne and placed in sequential order on allocated shelving
• the records are transferred in a fully enclosed vehicle (trucks or utilities with trays and tarpaulins are not acceptable)
• the records in boxes are not stacked more than 4 tiers high
• the records are secured in the vehicle so that boxes or items (such as volumes) do not move around, losing their sequence or emptying their contents.

PROV repository staff will then check that the records anticipated have been received.

It is important to note that records delivered to PROV that are not accompanied by the appropriate documentation will be returned at your agency’s expense. And, if the records and/or boxes are damaged in transit, the cost of repairs or conservation will be charged to your agency.

4.2 Finalisation of transfer

PROV will notify you when the transfer has been finalised.

A transfer is finalised when the records are searchable through the PROV website, www.access.prov.vic.gov.au.

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