Request for approval to store permanent records at an APROSS

About this Form

Use this form to request approval from Public Record Office Victoria (PROV) to store permanent records (i.e. State Archives) at an Approved Public Record Officer Storage Supplier (APROSS).

Condition

As outlined in PROS 11/01 S1 Agency Records Storage Specification and PROS 10/13 S2 Implementing Disposal Authorities Specification, Victorian Government agencies must:

  • obtain approval from PROV prior to the movement of permanent records to an APROSS
  • have a current Transfer Plan in place to transfer State Archives from an APROSS to the custody of PROV once agency administrative use has concluded.

In giving approval to the Transfer Plan, PROV expects the agency toprepare the records for transfer to PROV custody within an approved timeframe and conduct the transfer in accordance with PROV requirements.

Benefits

The benefits of having a transfer plan in place for agencies includes:

  • reducing agency storage costs
  • transferring the risks associated with managing and securing records to PROV
  • transferring the responsibility for managing public access to PROV
  • avoiding any future data migration costs and issues
  • complying with section 8a of the Public Records Act 1973

Information and Advice

Information about APROSS facilities and the transfer process and requirements are available on our website. See:

  • Transferring records to PROVweb page
  • Approved Public Record Office Storage Supplier (APROSS): Information for agenciesweb page.

Should you require further assistance or advice completing this form, please send us an email via our online enquiry form.

Where to send this form

Upon completion, please submit this form to the Appraisal and Documentation team at PROV via our online enquiry form.

PART 1 – AGENCY DETAILS

Agency name
Contact officer
Position title
Phone
Email
PRO 42 – Request for Approval of Transfer Plan Form
Request for approval to store permanent records at an APROSS
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PART 2 – STORAGE AND TRANSFER DETAILS

Name and address of APROSS where the records will be stored
What is the planned timeframe for processing, documenting and transferring the records to PROV custody? (e.g. July YYYY to December YYYY)
Have resources been approved and allocated to process and document the records for transfer from the APROSS to PROV custody? / Yes No
If no resources have been approved and allocated yet, what is the plan for resourcing the transfer from APROSS to PROV custody?

PART 3– CERTIFICATIONOF HEAD OF AGENCY OR THEIR DELEGATE

PRO 42 – Request for Approval of Transfer Plan Form
Request for approval to store permanent records at an APROSS
V2.0 Last Updated 28 April 2017 /
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Name
Position
Signature / Date
PRO 42 – Request for Approval of Transfer Plan Form
Request for approval to store permanent records at an APROSS
V2.0 Last Updated 28 April 2017 /
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PART 4 – DESCRIPTION OF RECORDS

In the below table, please provide information about the different groups of sentenced permanent records you propose to store in an APROSS.

Please note:

  • You do not need to list individual records or the contents of individual boxes.
  • If a group of records was created by the same section for the same purpose and can be sentenced using the same class of a Retention and Disposal Authority (RDA), they can be listed as one entry in the below table.
  • Examples are given below as a guide to how records can be grouped and the level of detail required. Add more rows if needed.

RDA Sentenced Against
(PROS No.) / Class of RDA / Description / File No. Range (or other control range) - if any / Area & Agency which Created Records / Date Range / Format / Approximate Quantity / Have Similar Records been Previously Transferred to PROV?
If yes, please provide VPRS number and describe the relationship between the records if known
Examples / PROS 09/05 / 8.4.1 / Council Meeting Minutes & Notices / 91/01 – 99/10 / Council Secretariat, City of Redmule / 1991-1999 / Files / 90 files / Yes, VPRS 2046 is earlier set of minute files 1972-1990
PROS 09/05 / 10.1.1 / Property Valuation Files / Rates Department, City of Redmule / 1995-2000 / Files / 2 x 4 drawer filing cabinets / Not sure

PROV USE ONLY – Approval of Transfer Plan

Date Received / PROV File Number
Decision
Officer
PRO 42 – Request for Approval of Transfer Plan Form
Request for approval to store permanent records at an APROSS
V2.0 Last Updated 28 April 2017 /
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