Last updated:

August 27, 2019

Please note:

As of 26 August 2019, our Standards and guidance products have been revised and updated. Please contact us if you have any questions or concerns.

 

About our Standards

Under the Public Records Act 1973, the Keeper of Public Records is responsible for the establishment of mandatory Standards for the efficient management of public records. The head of every Victorian public office is responsible for ensuring compliance with them.

The Standards apply to records held in all formats and organisational systems. Some of the Standards have Specifications which give technical requirements that public offices must comply with. Guidelines are being developed to assist with implementation.

The Standards support the VERS Strategy - Digital Forever 2018-2021. VERS was originally a separate Standard with associated Specifications, however these have now been incorporated into the new set of Standards.

The revised Standards enable compliance with Australian and International Standards and support other Victorian government requirements, such as Enterprise Solutions and Office of the Victorian Information Commissioner.

The table below outlines the new Standards and which Standards/Specifications they have replaced.

New Standard Replacing

PROS 19/06

Access Standard

PROS 11/10 Access Standard

Access to Records in Agency Custody Specification

Access to Records in PROV Custody Specification

PROS 19/05

Create, Capture and Control Standard*

PROS 11/07 Capture Standard

Capture Specification

Digitisation Requirements Specification

Digitisation Image Requirements Specification

PROS 11/09 Control Standard

Control Specification

PROS 19/04

Operational Management Standard

PROS 10/17 Operations Management Standard

Operations Management Specification

PROS 19/03

Strategic Management Standard

PROS 10/10 Strategic Management Standard

Strategic Management Specification

 

*The Create, Capture and Control Standard incorporates VERS requirements and is accompanied by Specifications around minimum metadata requirements, long term sustainable formats and digitisation requirements.

Strategic MagementCaptureControlStorageAccessDisposalOperations ManagementVERS

Standards framework

The Access Standard is comprised of the following areas:

  • Open access
  • Open access to records created in custody of Keeper
  • Accessibility

PROS 19/06 Access Standard

This Standard and associated documentation can be found on the Disposal Standard webpage.

Note: It is expected that the Disposal Standard and related products will be revised in 2020-2021.

The Operational Management Standard is comprised of the following areas:

  • System planning and procurement
  • System maintenance
  • Processes
  • Training and awareness
  • Contracting

PROS 19/04 Operational Management Standard

This Standard and associated documentation can be found on the Storage Standard webpage.

Note: It is expected that the Storage Standard and related products will be reviewed in 2019-2020.

The Strategic Management Standard is comprised of the following areas:

  • Valuing records
  • Establishment, governance and accountability
  • Strategic planning
  • Policy
  • Digital transition
  • Assessment and measurement
  • Transferring functions outside the Victorian Public Sector
  • Transferring functions between Victorian public offices

PROS 19/03 Strategic Management Standard

To assist with implementation of this Standard, view the Strategic Management Guideline.