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Author: Carly Godden
Where public records are no longer being actively used and managed, Victorian Government agencies may decide to store close store Definition To place a record in a storage area or storage facility. them in a commercial storage close storage Definition The process involving placement and retention of data and documents for subsequent use. facility.
Agencies can only store records with commercial storage providers which qualify as an Approved Public Record Office Storage Supplier (APROSS). The APROSS programme is managed by Public Record Office Victoria (PROV) to ensure that public records are maintained and continue to be retrievable close retrievable Definition Process of recovering specific documents from a store. This requires accurate identification of the record, including its location, access status, and that the information contained on the record is readable. in appropriate storage conditions.
What records can be stored in an APROSS facility?
Agencies often ask which records can be transferred to an APROSS. Agencies can transfer records which have been sentenced as temporary records close temporary records Definition A public record which has been appraised by the Keeper of Public Records as being required to be kept for a specific period of time for legislative or other requirements, before it can be destroyed. Destruction must be in accordance with standards issued under section 12 of the Public Records Act. at any time. However, it is important to note, prior approval must be obtained from Public Record Office Victoria (PROV) for transferring:
- records awaiting sentencing
- state Archives (permanent value records).
Agencies can transfer unsentenced records if they have a plan in place to sentence them, approved by the Keeper of Public Records. PRO 41 Request for Approval of Sentencing Plan, must be submitted to request approval.
Records identified in a current disposal close disposal Definition A range of processes associated with implementing appraisal decisions which are documented in disposal authorities or other instruments. authority as being permanent may only be sent to an APROSS if a plan to transfer the records to PROV has been approved by the Keeper of Public Records. PROV form PRO 42 Request for Approval of Transfer Plan should be completed by the agency close agency Definition Any department, agency or office of the Government of Victoria and submitted to PROV for approval. The records must only be transferred to the APROSS once approval has been granted.
Agencies are responsible for records in APROSS storage and must take measures to document and track which records are transferred to which location and when. Every agency must therefore document which records are being stored in each box and record where each box is currently located. For more information, please see PROS 11/01 G1 Approved Public Record Office Storage Suppliers (APROSS) Guideline.
Current approved APROSS facilities
The commercial storage suppliers listed on the PROV website have been approved by PROV for the storage of sentenced temporary records, unsentenced records (subject to approval of sentencing close sentencing Definition Sentencing is the process of identifying and classifying records according to a retention and disposal authority, recording/registering the appropriate disposal decision and action for the records, and applying the disposal actions specified in the retention and disposal authority. plan by PROV), and permanent records close permanent records Definition A public record which has been appraised by the Keeper of Public Records as required to be kept as part of Victoria’s state archives. Permanent records are specified in Retention & Disposal Authorities issued by the Keeper. (subject to plan of transfer approval by PROV). To join the APROSS programme, commercial storage providers must have their facilities assessed close assessed Definition The document or service has been examined to determine if any changes are required. against PROS 11/01 S3 APROSS Specification. APROSS facilities also undergo regular inspections by PROV and submit an annual attestation.
See PROS 11/01 G1 Approved Public Record Office Storage Suppliers (APROSS) Guideline for information about selecting a supplier and what an APROSS storage agreement close agreement Definition Meeting of minds (or an evidence of mutual accord or understanding) between two or more legally competent parties, about their relative duties and rights regarding current or future performance. should cover.