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

2. Background 1997 – 4 standards issued by Public Record Office Victoria (PROV) 2008 – VAGO audit of Records Management 2009 – funding for dedicated standards project PROV 2010-2011 – new suite of Recordkeeping Standards Within 12 months – UOM must comply or have a plan for compliance

3. 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

4. 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

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

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

7. Strategic Management

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

9. Operations Management

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

11. Disposal

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

13. Storage

14. 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

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