Author: Government recordkeeping

About the revised version close version Definition A copy of a record that has been changed as part ofa revision process, resulting in a new record being created. A minor version is created as part of the drafting process and a major version as part of the authorisation process. of PROS 07/01

PROV has released a revised version of PROS 07/01 General Disposal Authority for Records of Common Administrative Functions.  Agencies should now refer to the PROS 07/01 Variation 4.

The revised Retention and Disposal Authority (RDA) will better assist agencies with the removal of caveats and addition of new classes.


Summary of changes

Removal of caveats

Caveats on usage including cross references to agency close agency Definition Any department, agency or office of the Government of Victoria or sector 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. have been removed. See example content close content Definition The actual information in a record (as distinct from its context). removed under Function 6.0.0 Fleet Management below:

Screen shot of example caveat removed

Addition of new classes for formal inquiry records

In response to feedback from agencies, new classes to authorise disposal close disposal Definition A range of processes associated with implementing appraisal decisions which are documented in disposal authorities or other instruments. of duplicate sets of submissions to a formal inquiry (such as a Royal Commission) have been added to Function 7.5.0 Government Relations – Inquiries.

See our Royal Commission records page for further information on recordkeeping close recordkeeping Definition Making and maintaining complete, accurate and reliable evidence of business transactions in the form of recorded information. requirements concerning an agency’s contribution to a formal inquiry (e.g. a Royal Commission).

See also our new RDA, PROS 17/01 Retention and Disposal Authority for Records of Royal Commissions, Boards of Inquiry and Formal Reviews for records created and held by Royal Commissions, boards of inquiry and formal reviews established and conducted under the Inquiries Act 2014.