Requirements

All commercial storage close storage Definition The process involving placement and retention of data and documents for subsequent use. providers who wish to become part of the Approved Public Record Office Storage Suppliers (APROSS) programme must meet Public Record Office Victoria (PROV) requirements.

PROS 11/01 Storage Standard sets the mandatory principles for storage of public records in Victoria, regardless of whether records are stored within agency close agency Definition Any department, agency or office of the Government of Victoria or commercial storage facilities. 

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. The APROSS Specification provides the measurable requirements APROSS providers must implement to meet each principle under the Storage Standard.

All APROSS appointments are made by the Keeper of Public Records under Section 12 of the Public Records Act 1973.

 

How to become an APROSS

Commercial Storage Facilities are certified as an APROSS following the receipt of paperwork and inspection by an authorised PROV representative. Once certified as an APROSS, the facility retains that certification close certification Definition Formal authorisation from the Keeper of Public Records for fifteen years, unless it is revoked by PROV.

See the following Step-by-Step guide and PROS 11/01 FS1 Becoming and APROSS Facility Fact Sheet for further information.

 

  1. STEP 1 - Register interest

    First, you must complete form PRO 37 APROSS Registration of Interest and submit it to PROV. Once the form has been received, PROV staff will contact your company to organise a time to inspect and assess the facility.

    STEP 2 - Prepare for inspection

    Complete form PRO 39 APROSS Pre-Inspection Checklist in the lead up to the inspection. The form also identifies the documentation that you must provide to the PROV representative at the time of inspection.

    STEP 3 - Inspection

    Inspections take a couple of hours and involve the PROV representative using the PROS 11/01 S3 APROSS Specification to assess the facility and any documentation as required.

    If any compliance requirements are not met following inspection, the PROV representative will write a report detailing what requirements were not met, and what action can be taken by the facility to ensure compliance with these requirements.

    Your company will have the opportunity to rectify any issues identified in the report written by the PROV representative. Once these actions have been completed, your company can contact PROV to organise another inspection.

    STEP 4 - Certification

    Once your facility passes the inspection, PROV staff will recommend to the Keeper of Public Records that the facility be appointed as an APROSS. Upon approval, the facility is certified as an APROSS. A Certificate of Approved Certification will be issued to you by PROV which will allow the storage facility to accept transfers of public records.

    The contact details and address of the APROSS will then be posted on the APROSS: Information for agencies page.

     

Maintaining APROSS Certification

 As a condition of continued certification, APROSS facilities must continue to meet the requirements of PROS 11/01 S3 APROSS Specification and PROS 11/01 Storage Standard. Agencies must also fulfill a number of obligations which are intended to verify their compliance, including:

  • Reporting to agency clients.
  • Reporting to PROV, include an annual attestation.
  • Passing on-going inspections under the PROV APROSS Inspection Program.

If a commercial storage provider changes premises, they must reapply for certification. More information upon these obligations can be found in PROS 11/01 FS2 Maintaining APROSS Certification Fact Sheet.