State of Victoria 2011 Version 1.0, Last Updated 03/02/2011 Page 1 of 4

Use this form to request approval from PROV to store permanent records at an Approved Public Record Officer Storage Supplier (APROSS). Approval for this must be obtained from PROV prior to the movement of the records, as required by requirement five of the PROV Agency Records Storage Specification (PROS 11/01 S1).

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

In giving approval, PROV expects the agency to prepare the records for transfer to PROV custody within the approved timeframe, conducting the transfer in accordance with PROV’s requirements. The transfer will be placed on the Proposed Transfer List for the year your planned timeframe fits into (to discuss contact the PROV Coordinator, Appraisal & Documentation on 9348 5600).

The agency must have a current plan in place to transfer State Archives to the custody of PROV once administrative use has concluded to comply with requirement 15 of PROS 10/13 S2.

1. Name of Agency: / 2. Address:
3. Contact Officer: / 4. Phone:
5. Email:

/ request for approval of transfer plan
to allow agency to store permanent records at an apross prior to transfer to prov custody / PRO 42
Job Number ______
PO Box 2100
North Melbourne, Victoria, 3051
Telephone: +61 3 9348 5600
Facsimile: +61 3 9348 5656

6. Please specify the APROSS and, if known, the actual address where the records will be stored:
7. What is the planned timeframe for processing, documenting and transferring the records to PROV custody? (e.g. July to December 2013)
8. Have resources been approved and allocated to process and document the records for transfer from the APROSS to PROV custody? / Yes/No
9. If no resources have been approved and allocated yet, what is the plan for resourcing the transfer from APROSS to PROV custody?
10. Signature of Head of Agency or their Delegate
Signature: / Name:
Position: / Date:

/ request for approval of transfer plan
to allow agency to store permanent records at an apross prior to transfer to prov custody / PRO 42

In the below table, please provide information about the different groups of sentenced permanent records you propose to store in an APROSS. 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 gudie to how records can be grouped and the level of detail required (delete the examples whenever you like). 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 Redmuile / 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: