Last updated:

May 6, 2020

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.

 

Recent changes

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. They also support PROV's Victorian Electronic Records Strategy: Digital Forever 2018-2021.

The Victorian Electronic Records Strategy (VERS) originally issued a separate Standard with associated Specifications, however these have now been incorporated into the new set of Standards. See VERS Standard for further information.

See the table at the bottom of this page for an outline of the new Standards and which Standards/Specifications they have replaced.

 

Strategic Magement Capture Control Storage Access Disposal Operations 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

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

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.

Mapping of the old to new Standards

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 99/007 Standard and Specifications**

PROS 15/03 Standard and Specifications

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 the majority of requirements from the VERS Standards and Specifications. 

** Agencies that have implemented and configured a system in accordance with PROS 99/007 requirements — namely VERS Version 2 VEO creation — can continue to refer to the PROS 99/007 Standard and its associated Specifications and Advices for the life of the system.

See VERS Standard for further information.