The Royal Commission into Institutional Responses to Child Sexual Abuse highlighted critical recordkeeping close recordkeeping Definition Making and maintaining complete, accurate and reliable evidence of business transactions in the form of recorded information. issues, with the Final Report stating:
“Inadequate records and recordkeeping have contributed to delays in or failures to identify and respond to risks and incidents of child sexual abuse and have exacerbated distress and trauma for many survivors.”
Volume 8 of the Final Report, Recordkeeping and Information Sharing, makes a number of recommendations which the Victorian Government is currently addressing. Public Record Office Victoria is contributing to this work by reviewing Retention and Disposal Schedules, developing guidance and ensuring the Principles recommended by the Royal Commission are mirrored in the Recordkeeping Standards set by the Keeper of Public Records, which all Victorian public sector offices must comply with.
Your responsibilities and how to meet them
We have developed a guidance document on Creating, Managing and Retaining Records of Child Sexual Abuse to assist Victorian public sector offices. It outlines the responsibilities of Victorian Government agencies to satisfy Public Record Office Victoria Standards and recommendations made by the Royal Commission into Institutional Responses to Child Sexual Abuse (RCIRCSA).
Key points in this advice are:
• Records which are reasonably likely to be needed for current or future legal proceedings, including any civil or criminal proceeding or any inquiry in which evidence may be given before a court or person acting judicially such as a Royal Commission or Board of Inquiry, cannot be destroyed. Even if the minimum requirement set out in a Retention and Disposal Authority (RDA) has passed.
• The Limitation of Actions Act 1958 was amended in 2015, removing all limitation periods that apply to civil actions for damages founded on child sexual abuse. This means that Victorian public sector offices cannot destroy any records which are reasonably likely to be needed for civil action legal proceedings, for at least the life of the child and possibly longer.
• It is the responsibility of every public sector office to undertake their own detailed analysis of their business processes, information management and recordkeeping practices to identify affected records and ensure they are managed and retained in accordance with requirements. This includes assessing records created in all formats and held within all systems and those created or held by outsourced or contracted service providers on behalf of the public office.
• When an allegation of child sexual abuse is made, full and accurate records must be created to document all aspects of the allegation and investigation. These records must be properly managed, protected and retained over time. The RCIRCSA Final Report recommended these records be retained for a minimum of 45 years after the incident - but this may not be sufficient as legal proceedings or formal inquiries may occur after that - PROV is reviewing Retention and Disposal Authority requirements accordingly.
• Public offices also need to consider which records might be needed in case an allegation is made in the future - being able to access close access Definition Refers either to the process of providing records for researchers to use in PROV reading rooms, or to the process of determining if records should or should not be withheld from researchers for a period of time. authentic, informative and reliable records is likely to be critical. Offices need to take a risk-based approach when considering which records might be needed in the future, based on the type and level of interaction they have with children.
Download guidance document
We have created an easy to follow guidance document to help you understand your responsibilities in this matter.
As resources are developed to assist agencies, this page will be updated, so please check back regularly.