Last updated:

July 29, 2019

Please note:

PROV is currently reviewing our Standards and guidance products so some of the information on our website may soon change. We will keep you up to date on the changes as they are developed.

Please contact us if you have any questions or concerns.


About local government

Local Government is the third level of government in Australia and consists of a combination of locally elected Councillors, government employees and community groups. There are 79 Councils in Victoria that operate in accordance with the Local Government Act 1989, providing services and setting regulations to manage local communities.


Recordkeeping responsibilities in local government

In Local Government, the head of a public office is usually the Chief Executive Officer (CEO) of the Council as they are employed by government, rather than being the Mayor or other elected Councillors. The responsibility for records or information management is usually delegated across the Council using position descriptions, contracts, agreements and work plans.

See Councillors Records for recordkeeping information regarding Councillors.

PROV Recordkeeping Standards

For every recordkeeping 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.


Roles and responsibilities

Recordkeeping responsibilities for CEOs:

  • Ensuring that full and accurate records of the business of the Council are being made and kept.
  • Carrying out within the Council a programme of records management in accordance with the PROV Standards, and with the advice and assistance of the Keeper of Public Records.
  • Taking all action necessary for the recovery of any public records unlawfully removed from the Council.


See PROS 10/140 FS1 Recordkeeping Responsibilities for Heads of Departments and CEOs Fact Sheet for further information.

Recordkeeping responsibilities for Senior Executives:

  • Council wide and strategic responsibility for recordkeeping.

Recordkeeping responsibilities for Senior Officers:

  • Overseeing recordkeeping operations.
  • Ensuring Council compliance with the recordkeeping requirements of legislation and regulations, including the Public Records Act 1973.

Recordkeeping responsibilities for Records Management Specialists:

  • Providing expert records management advice, tools, procedures, standards, guidelines, delivery of compliance assessments and services consistent with the PROV Standards.

Recordkeeping responsibilities for staff members with specialist skills in relevant areas:

  • Implementing and supporting the Council records management strategy (such as change management, training, communications, project management and information technology).

Recordkeeping responsibilities for all staff members:

  • Creating and capturing full and accurate records of Council business.


See PROS 10/10 FS2 Recordkeeping Responsibilities for Public Sector Employees Fact Sheet for further information.

Recordkeeping responsibilities for volunteers:

  • Creating and capturing full and accurate records of Council business.


See PROS 10/10 FS3 Recordkeeping Responsibilities for Volunteers Fact Sheet.