March 2019

EU Data Protection Laws topic page

Recordkeeping for Government

Have you thought about if and how new European Union Data Protection Laws might affect your agency?

A new topic page covering the EU data protection laws is now up on the PROV website, covering the scope of potentially affected Victorian Government agencies including a high-level overview of requirements and their recording implications.

You can find the topic page on the PROV website.

Office 365/SharePoint 

Feedback requested

PROV is interested in hearing from anyone who has, or is in the process of, implementing either or both Office 365 and SharePoint. 

We will be releasing a survey in the next month or so, but would be very pleased to meet or speak on the phone with you about the approach you have taken and any recordkeeping challenges you have experienced.

Please contact Al Hunter if you are interested:  

Electronic approvals

Advice published

What do you need to consider when planning electronic approval processes?

PROV has published some advice on electronic approvals including what an electronic approval process is, where to start when transitioning from hardcopy to electronic approvals, types of electronic approvals, an overview of the main risks involved, and some mitigation advice.

See it on the PROV website here.

Review of standards

Feedback requested

Thanks to all those who have provided feedback on proposed changes to a number of the PROV Recordkeeping Standards and Specifications. The consultation process has almost been completed.

Please send any final comments to or let her know if you would like to attend a feedback session by 22 March 2019.  

The documents for review are on the PROV website here.

Extension of current standards 

Recordkeeping for Government

The expiration dates of the following Standards and Specifications have been extended until 31 December 2019, while the Standards Review is underway.

Click on the underlined standard/specification to go to the PROV website page: 

Highlights and Challenges for Victorian Government recordkeeping

2017-18 Report 

Much has been written about the current state of recordkeeping in the Victorian public sector, including independent reviews and investigations as well as PROV assessments to determine recordkeeping maturity and issues affecting agencies.

We've developed a report summarising findings; identifying the major recordkeeping challenges facing the Victorian public sector and providing a snapshot of the initiatives undertaken by PROV and other agencies to address these challenges. 

View it on the PROV website here.

Security - Victorian Protective Data Security


The Victorian Protective Data Security Framework (VPDSF) is the overall scheme for managing protective data security risks in Victoria's public sector, developed by the Office of the Victorian Information Commissioner (OVIC) to align, where possible, with the Commonwealth scheme.

We have published an outline of the Framework, including the use of protective markings and optional information management markers.

See it on the PROV website here.

Upcoming Events

What's on the horizon

Friday 15 March, 1:00pm-3:00pm
Victorian Archives Centre
International Women's Day event: 
Researching the life of a lifesaver: May Cox and the women who came before. More information here.

Saturday 30 March, 10.00am-4:30pm
Victorian Archives Centre
Saturday Opening

Saturday 13 April, 10.00am-4:30pm
Victorian Archives Centre
Saturday Opening


Saturday 27 April, 10.00am-4:30pm
Victorian Archives Centre
Saturday Opening

Coming up... mid-May 2019
Victorian Archives Centre
Records Management Network (RMN) Event: Planning is underway, event details and booking information will be sent out in the next few weeks.

Recaps of past presentations can be seen 
on the PROV website here.

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