Author: Government recordkeeping

Do you use PROS 07/01 Retention and Disposal Authority for Records of Common Administrative Functions to sentence your records?

Do you find it easy to use? If so, what do you like about it? Does it cover all of the common and administrative records you create? If not, what is missing? Do you have any problems using the Retention and Disposal Authority (RDA)?

We’re seeking your feedback on these questions and more as we plan the development of a new RDA to replace PROS 07/01.

 

About PROS 07/01 RDA

PROS 07/01 was issued in April 2007 and has been only slightly varied since.

The RDA outlines common types of records relating to functions such as finance, human resources and property management. It is our most widely used RDA in Victorian Government as it applies to all agencies.

 

PROV’s new approach to RDAs

In the ten years since PROS 07/01 was issued, recordkeeping close recordkeeping Definition Making and maintaining complete, accurate and reliable evidence of business transactions in the form of recorded information. across government has continued to evolve. In order close order Definition Physical records can be ordered for viewing in PROV’s reading rooms.  When a user orders a record, it is reserved solely for their use. to keep up with these changes, PROV undertook a disposal close disposal Definition A range of processes associated with implementing appraisal decisions which are documented in disposal authorities or other instruments. remodelling program with one of the main changes being the introduction of a new style of RDAs. 

Previously, 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. were written in a Function – Activity – Record Classes style. PROS 07/01 is an example of this style. 

As part of the disposal remodelling program, PROV now endeavors to issue RDAs that are easier to implement. One measure of this is to introduce RDAs that are ‘rolled up’ which means that they have functions that are described in great detail, followed by a minimal number of record classes. There is no activity level and records with the same retention period are grouped together – sometimes referred to as ‘buckets’.

It is the aim that the replacement for PROS 07/01 will follow this ‘rolled up’ structure.

 

About the feedback we are seeking

Before we start to draft a replacement of PROS 07/01 we want to seek feedback on the existing RDA – what works, what doesn’t, what classes are confusing, what gaps in coverage are there?

We want you to think about:

  • the challenges you face in implementing PROS 07/01
  • the structure, format, numbering and disposal triggers
  • what records should be covered by the Common Admin RDA.

This spreadsheet breaks PROS 07/01 into each class (including functions and activities).

We ask that any feedback you have about a class is added to the spreadsheet alongside that class.

There is also another tab in the spreadsheet for general feedback you may have or for feedback that doesn’t relate to any of the existing classes – gaps etc.

 

 

Next steps

We will be using a variety of communication methods to continue the conversation about the new Common Admin RDA. Look out for further blog posts on this dedicated project page and for messages via LinkedIn and PROV Bytes.

After reviewing the feedback we may contact you for further information.

From May 2018 we will be seeking volunteers to join a reference 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). that will help guide the appraisal, and the scope and format close format Definition Indicates whether the record is physical or digital.  of the new disposal authority.

This round of feedback is open until Friday 16 March 2018.  Please submit your spreadsheet via email to agency.queries@prov.vic.gov.au.