Author: Government recordkeeping

Background

In recent years, PROV has introduced some disposal close disposal Definition A range of processes associated with implementing appraisal decisions which are documented in disposal authorities or other instruments. remodelling processes to better assist agencies in meeting their recordkeeping close recordkeeping Definition Making and maintaining complete, accurate and reliable evidence of business transactions in the form of recorded information. requirements. Measures have included:

  • the simplification of the Retention and Disposal Authority (RDA) development process
  • ensuring RDAs close RDAs Definition Retention and disposal authorities. Standards issued by the Keeper under section 12 of the Act that defines the minimum retention periods and consequent disposal action authorised for classes of records which are described in it. have wider application and inbuilt longevity.

PROV has also recently undertaken a macro appraisal close appraisal Definition The process of evaluating business activities to determine which records need to be captured and how long the records need to be kept to meet business needs, the requirements of organisational accountability and community expectations. approach to identify significant functions of government and address questions of risk.

While undertaking this work, a number of existing RDAs were extended to allow PROV staff to focus on the broader remodelling program.

 

About the Project

PROV will develop a strategy to manage function close function Definition Functions describe the role and administrative activities of government e.g. inquests. A list of functions is similar to a subject index or thesaurus. Function information tells you which agencies have created records relating to that Function. For example, there have been two agencies responsible for the same function of registering inquests (Function 43 (VF 43) Inquests registration) the Chief Secretary's Department until 1869 and the Registrar-General's Department from 1869 to 1873. specific RDAs due to expire in late 2016 and early 2017.

Agencies with expiring RDAs will be contacted directly by PROV with information about how their expiring RDA(s) will need to be managed.

 

What agencies need to do

Agencies should wait for correspondence from PROV about their expiring RDA(s).

Agencies will be notified:

  • if a thorough review of records retention and disposal requirements is required for their expiring RDA(s)
  • if the agency close agency Definition Any department, agency or office of the Government of Victoria will need to allocate resources to work with PROV on developing a longer term RDA solution.

PROV staff look forward to working with these agencies to establish the most efficient and effective approach.