About the project

PROV is planning to develop a new Retention and Disposal Authority (RDA) to replace PROS 07/01 Retention and Disposal Authority for Records of Common Administrative Functions.

The Common Administrative Functions RDA provides disposal coverage for common types of records relating to functions such as finance, human resources and property management. PROS 07/01 is currently our most widely used RDA in Victorian Government as it applies to all agencies. 

PROS 07/01 was issued in April 2007 and has been only slightly varied since.  It has been extended and has no set expiry date. 

 

PROV's new approach to RDAs

In the years since PROS 07/01 was issued, recordkeeping across government has continued to evolve. In order to keep up with these changes, PROV undertook a disposal remodelling program with one of the main changes being the introduction of a new style of RDAs. 

Previously, RDAs were written in a Function – Activity – Record Classes style. PROS 07/01 is an example of this style.  PROV now endeavours to issue RDAs that are easier to develop and implement. One step 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 to streamline disposal and ‘future proof’ the RDA as much as possible. 

 

Project update

As the first part of this project, we recently put out a call for feedback on PROS 07/01.  We are still very interested in gathering further feedback, but due to work on the digital archive project, we have had to pause the redevelopment of a new RDA. 

PROV is currently updating and improving our entire digital archiving environment. This means replacing the digital archive where we store permanent digital records, as well as the various systems that we use to efficiently accession, preserve and provide access to the digital and hardcopy records in our collection.  In the long run, this program will mean faster digital ingest,  greater user management capability and security, and easier record requests.

In the short term, while all these projects are underway we won’t be able to maintain the same level of service in regards to new records transfer and appraisal projects and therefore the development of a new Common Administrative Functions needs to be delayed.  You can read more about these projects on our Digital Archive Program page.

 

About the feedback we are seeking

In the meantime, we are still interested in your feedback on the existing RDA – what works, what doesn’t, what classes are confusing, what gaps in coverage are there?

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 RDA?

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

This round of feedback is open indefinitely – until we have the resources to start developing a new RDA.  Please submit your spreadsheet via email to agency.queries@prov.vic.gov.au

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

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

 

Last updated 28 May 2018