Author: Government recordkeeping
PROV is pleased to release four new Checklists for use by Victorian public offices. These checklists have been designed to assist with meeting recordkeeping requirements within an organisation.
The questions developed within the checklists address baseline requirements - public offices can amend these and should consider whether additional recordkeeping requirements are needed.
Assessing business systems checklist
This checklist can be used to review an organisation's business systems, which will create or hold records, to ensure it is able to meet basic recordkeeping requirements.
It covers the following areas:
- Creation and capture
- Searching and version control
- Security and protection
- Extraction, export and migration
- Disposal and destruction.
This checklist should be used to ensure that recordkeeping requirements are met when a business system such as a database, shared drive, email application or other business information system is removed from use in an organisation.
It covers the following areas:
- System analysis
- Migrating records
- Conducting disposal actions
- Managing remaining records
- Decommissioning the system.
This checklist can be used when selecting a commercial storage provider for non-current physical format records. Public offices can only select a provider which has been certified by PROV as an Approved Public Record Storage Supplier (APROSS).
It covers the following areas:
- APROSS status
- Service assessment
- Records management system assessment
- Cost assessment
- Exit assessment.
Small organisations and recordkeeping requirements checklist
This checklist is designed to assist organisations, particularly small public offices, with the first steps they should take to meet recordkeeping requirements.
It covers the following areas:
- Governance
- Staffing, resourcing, training and promotion
- Identification, capture and preservation of records
- Access, security, systems and storage
- Disposal.
Other relevant checklists to assist public offices implement and meet recordkeeping requirements will be developed in due course.
Material in the Public Record Office Victoria archival collection contains words and descriptions that reflect attitudes and government policies at different times which may be insensitive and upsetting
Aboriginal and Torres Strait Islander Peoples should be aware the collection and website may contain images, voices and names of deceased persons.
PROV provides advice to researchers wishing to access, publish or re-use records about Aboriginal Peoples