State of Victoria 2011Version 1.0, Last Updated 03/02/2011Page 1 of 5

/ request for approval of sentencing plan
to allow agency to store unsentenced records at an apross / PRO 41
Job Number ______
PO Box 2100
North Melbourne,Victoria, 3051
Telephone: +61 3 9348 5600
Facsimile: +61 3 9348 5656

Use this form to request approval from Public Record Office Victoria (PROV) to storerecords which have not yet been sentenced at an Approved Public Record Office Storage Supplier (APROSS). Approval ofthis form must be obtained from PROV prior to the movement of the records, to comply with requirement four of the PROV Agency Records Storage Specification (PROS 11/01 S1).

PROV’s decision will be communicated by email to the nominated agency contact as quickly as possible and, if approval has been given, movementof the records to the APROSS can commence.

Note that PROV may contact the agency to seek evidence that records have been sentenced within the specified timeframes. The agency must have a current plan in place to reduce the quantity of unsentenced records to comply with requirement 16 of PROS 10/13 S2.

1.Name of Agency: / 2.Address:
3.Contact Officer: / 4.Phone:
5.Email:
6.Please specify the APROSS and, if known, the actual address where the records will be stored:
7.Are these records covered by a current RDA? If not, what is the plan for obtaining disposal authority coverage for these records?
8.What is the planned timeframe for sentencing the records?(e.g. July to December 2012)
9.Have resources been approved and allocated to the sentencing work? / Yes/No
10.If no resources have been approved and allocated yet, what is the plan for resourcing the sentencing work?
11.When the records are sentenced, the agency must plan to prepare the permanent records for transfer to PROV. What is your projected timeframe?
12.Signature of Head of Agency or their Delegate
Signature: / Name:
Position: / Date:

In the below table, please provide information about the different groups of unsentenced records you propose storinginan APROSS facility. 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, they can be listed as one entry in the below table. Examples are given in the first three rows as a guide to how records can be grouped and the level of detail required (delete the examples whenever you like). Add more rows if needed.

Description of Group of Records / Area & Agency which Created Records / Format / DateRange / RDAs records will be sentenced against (PROS No.) – if records are covered by one / Approximate Quantity
Examples / Unsuccessful applications for a range of grant types / Grants Management Unit, Department of Things / Application forms / 2006-2008 / PROS 07/01 / 4 single shelves of a compactus (so approx 3.6 shelf metres)
Grant Selection Committee minutes and administration records / Grants Management Unit, Department of Things / Files / 2000-2008 / PROS 07/01 / Approx 200 files
Departmental Files, registered in TRIM – multiple subjects but mainly policy research & development files / Strategic Policy Unit , Department of Things / Files / 2004-2007 / PROS 07/01 / 3 x 4 drawer filing cabinets

/ request for approval of sentencing plan
to allow agency to store unsentenced records at an apross / PRO 41
Job Number ______
PO Box 2100
North Melbourne,Victoria, 3051
Telephone: +61 3 9348 5600
Facsimile: +61 3 9348 5656

PROV Use Only – Approval of Sentencing Plan
Date Received: / PROV File Number:
Decision:
Officer: