Recordkeeping Standards Kathryn Dan, with acknowledgements to Kye O’Donnell, Public Record Office Victoria

Background 1997 – 4 standards issued by Public Record Office Victoria (PROV) 2008 – VAGO audit of Records Management 2009 – funding for dedicated standards project PROV – new suite of Recordkeeping Standards Within 12 months – UOM must comply or have a plan for compliance

PROV objectives Recordkeeping Standards that: –support sound records management across the public sector –articulate best practice recordkeeping –describe practical, measurable and achievable compliance requirements Tools, education and guidance in their use

Standards Structure Fact Sheets Standards Specifications Guidelines A set of criteria that states a level of requirement A detailed and exact set of measurable requirements which define the criteria for a standard Explanatory notes to facilitate implementation of requirements A brief overview of a key Records Management concept Public Records Act 1973Growing Victoria Together

Standards Framework Standards based on seven essential recordkeeping activities: CaptureControlAccessDisposal Strategic Management Control Operations Management Storage

Strategic Management Principles Responsibilities, Authorities & Accountabilities Strategic Planning Policy Outsourced Activities & Privatisation Stakeholder Engagement

Strategic Management

Operations Management Principles Procedures Systems Management Training & Awareness Compliance Audits Continuous Improvement Transfer of Custodianship

Operations Management

Disposal Principles Legality Informed Decision Making Justification Accountability Authorisation Planning Timeliness Security Accuracy

Disposal

Storage Principles Authorisation Inspection Security Maintenance Location & Construction Preservation & Safety Identification & Control Disaster Prevention & Recovery

Storage

Training Strategy PROV develops standards and training based on consultation with stakeholders. Training piloted before agency wide roll out Facilitator lead training provided to agency champions (records managers and trainers) responsible for implementing standards in their agency Training materials made available so they can be adapted by standards champions for agency staff training

Following up Contact Records Services Visit the PROV website at: prov.vic.gov.au/recordkeepingstandards Subscribe to the Standards Update Newsletter