Emergency Services in Victoria

State Government agencies, private enterprise and voluntary groups within Victoria manage and deal with emergencies varying in scope, severity and size. Depending on the type of emergency, and how the emergency progresses, each government agency close agency Definition Any department, agency or office of the Government of Victoria will have defined roles and responsibilities, either as a control agency or as a support agency.


About the Emergency Services Sector Records and Information Management (ESSRIM) Group

The ESSRIM Group has been formed so that Victorian Emergency Services agencies can share information and experiences, benchmark, discuss Information Management challenges and identify collaborative opportunities. ESSRIM has been operating as a Chapter of Records and Information Management Professionals Australasia (RIM Professionals Australasia) since 2013. Some of ESSRIM’s recent collaborative work includes developing a Retention and Disposal Authority for Emergency Services records, review and analysis of secondary storage close storage Definition The process involving placement and retention of data and documents for subsequent use. requirements, formation of an Information Governance Framework 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). and work towards a sector specific digitisation plan.

ESSRIM meets bi-monthly, with membership drawn from Ambulance Victoria, Country Fire Authority (CFA), Department of Environment, Land, Water and Planning (DELWP), Department of Justice and Regulation (DJR), Emergency Management Victoria (EMV), Emergency Services Telecommunications Authority (ESTA), Metropolitan Fire Brigade (MFB), Victoria Police (VicPol), Victoria State Emergency Services (SES) and Public Record Office Victoria (PROV) representative(s). Anyone interested in joining ESSRIM should contact Greg Stevens, convenor, at gstevens@mfb.vic.gov.au.


Recordkeeping Responsibilities in the Emergency Services Sector

Victorian Government agencies engaged in emergency services are subject to the Public Records Act 1973 and the Public Record Office Victoria Recordkeeping Standards.


PROV Recordkeeping Standards

For every recordkeeping close recordkeeping Definition Making and maintaining complete, accurate and reliable evidence of business transactions in the form of recorded information. function, PROV has set mandatory recordkeeping principles - these are contained in the Standards. All agencies must comply with each principle by implementing certain requirements. These requirements are detailed in the Specification/s.

A series of guidelines, factsheets and forms have been developed to help agencies to implement the requirements.

See About our standards framework and policies for further information.


PROS 17/02 Emergency Services Function RDA

The functions of the following retention and disposal close disposal Definition A range of processes associated with implementing appraisal decisions which are documented in disposal authorities or other instruments. authorities have been streamlined and incorporated into PROS 17/02 Emergency Services Function RDA.

PROV recommends usage of PROS 17/02 however the following may be used to authorise records disposal until expiry.

The 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. streamlined into PROS 17/02 are: