Author: Government recordkeeping
About the new RDA
PROV has released a new Retention and Disposal Authority (RDA) to authorise the disposal close disposal Definition A range of processes associated with implementing appraisal decisions which are documented in disposal authorities or other instruments. of records created and held by Victorian emergency services agencies which are subject to the Public Records Act 1973. Included within its scope are primarily the first response agencies and those responsible for the provision of relief and recovery services to communities and individuals impacted by emergencies and disasters.
The new RDA, PROS 17/02 Retention and Disposal Authority for Records of the Emergency Services Function, covers records documenting the functions of:
- prevention, mitigation and risk reduction
- relief and recovery
- ambulance membership subscription scheme management.
Development of the RDA
The RDA was developed by PROV and a working group close group Definition A Record Group brings together agencies that have created records documenting similar functions. They may be agencies that are part of the same ministerial portfolio (eg VRG 18 Lands), or have a common function (eg VRG 24 Educational Institutions), or comprise a sector of government (eg VRG 4 Courts). of the RIMPA Emergency Services SIG. Victoria Government stakeholders that contributed to its development included the Victoria State Emergency Service (VicSES), Metropolitan Fire Brigade (MFB), Victoria Police, Ambulance Victoria (AV), Country Fire Authority (CFA), the Department of Environment, Land, Water and Planning (DELWP) and Emergency Management Victoria (EMV).
PROV thanks all for their ongoing advice and feedback.
Scope of the RDA
This new RDA provides disposal coverage for the above emergency services agencies, with the exception of EMV, plus Parks Victoria and the Department of Health and Human Services (DHHS) as a designated "control agency" by the Emergency Management Manual (i.e. for fire explosion, natural event, accidents, environmental, rescue, and search emergencies).
Emergency services agencies may transition to PROS 17/02 from pre-existing agency close agency Definition Any department, agency or office of the Government of Victoria specific 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. over time.
The following sectors/agencies which have some emergency services responsibilities may continue to use their own specific RDA. They may be included within the scope of PROS 17/02 in future if deemed applicable post appraisal:
- Local government (PROS 09/05 Local Government RDA)
- Water and catchment authorities (PROS 12/06 Water Authorities RDA)
- Environment Protection Authority (PROS 02/03)
- VicRoads (PROS 10/05).