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  • Retention and Disposal Authority for Records of Records of Local Government Functions

    Authority number: PROS 09/05 VAR 2

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    PROS 09/05 VAR 2

    Retention and Disposal Authority for Records of

    Records of Local Government Functions

    Status Date: 22/11/2019

  • Retention and Disposal Authority for Records of Records of Local Government Functions

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    INTRODUCTION

    Background

    Replacement of existing disposal coverage

    This Authority replaces PROS 98/01, General Retention and Disposal Authority for Records of Local Government.

    Records already sentenced using PROS 98/01

    After July 2009, PROS 98/01 may not be used to sentence any records. Generally, records that have already been sentenced under PROS 98/01

    do not need to be re-sentenced using this Authority. However, records that have been sentenced using the following classes from PROS 98/01

    must be re-sentenced:

    1.1.2

    1.2.1

    1.2.2

    3.3.1

    3.5.3

    3.5.5

    4.2.1

    5.1.1

    5.3.3

    6.2.4

    6.2.5

    7.2.2

    8.1.1

    8.1.2

    8.5.1

    8.5.2

    8.5.3

    8.5.4

    8.5.5

    8.5.6

    8.7.1

    8.9.2

    9.1.1

    12.3.1

    12.3.2

    12.7.2

    12.7.3

    13.2.1

    13.8.1

    15.1.1

    16.3.1

    17.1.1

    17.2.1

    17.4.2

    20.1.1

    21.1.1

    21.1.2

    21.3.1

    21.4.1

    Note: records that have already been sentenced as permanent under PROS 98/01, and proposed for transfer to PROV, may require re-

    sentencing before transfer at the discretion of PROV. Councils may re-sentence other records under this Authority and identifiable benefits may

    be gained in doing so.

  • Retention and Disposal Authority for Records of Records of Local Government Functions

    Authority number: PROS 09/05 VAR 2

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    Variation

    Public Records Act 1973 (Section 12)

    Retention and Disposal Authority for Records of Local Government Functions

    Public Record Office Standard (PROS) 09/05

    Variation 1:

    In accordance with section 12 of the Public Records Act 1973 (as amended), I hereby vary the Standard applying to the records of local

    government functions, issued as Public Record Office Standard (PROS) 09/05 on 21 August 2009, as follows:

    Broadened the scope of the authority so that the following activities can also be used by these public offices -

    Childcare and Early Education Provision and Compliance Administration and Enforcement can be used by higher and further education

    institutions, Immunisation Management can be used by The Royal Children's Hospital and Individual Support Services Management and

    Maternal and Child Health Provision can be used by the Department of Health & Human Services.

    This Variation shall have effect from its date of issue.

    [signed]

    Justine Heazlewood

    Director and Keeper of Public Records

    Date of issue: 21 July 2015

  • Retention and Disposal Authority for Records of Records of Local Government Functions

    Authority number: PROS 09/05 VAR 2

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    Public Records Act 1973 (Section 12)

    Retention and Disposal Authority for Records of Local Government Functions

    Public Record Office Standard (PROS 09/05)

    Variation 2:

    In accordance with section 12 of the Public Records Act 1973 (as amended), I hereby vary the Standard applying to the records of the Local

    Government Functions, issued as Public Record Office Standard (PROS) 09/05 on 21 August 2009, as follows:

    The disposal action for class 2.1.4 has changed from:

    Destroy 10 years after building is demolished or removed from the allotment. Records must be retained for a minimum of 10 years in

    original form and then in original form or in any other manner specified by the Keeper of Public Records until the building is demolished or

    removed from the allotment.

    to:

    Destroy 10 years after building is demolished or removed from the allotment.

    The addition of the following text to the scope of the RDA and across the body of Function 4 as a footer:

    This Retention and Disposal Authority must not be used for records about child sexual abuse incidents, allegations nor an agency’s

    prevention, identification and response to such incidents and allegations. This includes records of this nature created through an agency’s

    reporting, oversight or regulatory relationships with other agencies.

    Instead agencies must use PROS 19/08 Retention and Disposal Authority for Records of Organisational Response to Child Sexual Abuse

    Incidents and Allegations.

    The addition of the following cross-reference to class 4.7.1:

    [For records of child sexual abuse prevention, identification, investigation and resolution use PROS 19/08 Records of Organisational

    Response to Child Sexual Abuse Incidents and Allegations]

  • Retention and Disposal Authority for Records of Records of Local Government Functions

    Authority number: PROS 09/05 VAR 2

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    Extension of the application of this Authority until varied or revoked.

    This Variation shall have effect from its date of issue.

    [signed]

    Justine Heazlewood

    Director and Keeper of Public Records

    Date of issue: 22/11/2019

  • Retention and Disposal Authority for Records of Records of Local Government Functions

    Authority number: PROS 09/05 VAR 2

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    Copyright Statement © State of Victoria 2019

    Except for any logos, emblems, and trade marks, this work (PROS 09/05 VAR 2 Records of Local Government Functions ) is licensed under a

    Creative Commons Attribution 4.0 International license, to the extent that it is protected by copyright. Authorship of this work must be

    attributed to the Public Record Office Victoria. To view a copy of this license, visit http://creativecommons.org/licenses/by/4.0/

    Disclaimer The State of Victoria gives no warranty that the information in this version is correct or complete, error free or contains no omissions. The

    State of Victoria shall not be liable for any loss howsoever caused whether due to negligence or otherwise arising from the use of this Standard.

  • Retention and Disposal Authority for Records of Records of Local Government Functions

    Authority number: PROS 09/05 VAR 2

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    Retention and Disposal Authority for Records of Records of Local Government Functions

    Retention and Disposal

    Authority No

    PROS 09/05 VAR 2

    Scope This Retention and Disposal Authority covers Local Government functions. It can be used by all municipalities.

    The following activities can also be used by these public offices: Childcare and Early Education Provision and

    Compliance Administration and Enforcement can be used by higher and further education institutions.

    Immunisation Management can be used by The Royal Children's Hospital. Individual Support Services

    Management and Maternal and Child Health Service Provision can be used by the Department of Health &

    Human Services.

    This Retention and Disposal Authority must not be used for records about child sexual abuse incidents,

    allegations nor an agency’s prevention, identification and response to such incidents and allegations. This

    includes records of this nature created through an agency’s reporting, oversight or regulatory relationships

    with other agencies.

    Instead agencies must use PROS 19/08 Retention and Disposal Authority for Records of Organisational

    Response to Child Sexual Abuse Incidents and Allegations.

    Status Issued by Keeper

    Issue Date 22 November 2019

  • Retention and Disposal Authority for Records of Records of Local Government Functions

    Authority number: PROS 09/05 VAR 2

    List of Functions and Activities covered

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    Reference Function Activity Page

    1 Animal Management 17

    1.1 Domestic Animal Registration 17

    1.2 Domestic Animal Business Registration 19

    1.3 Responsible Pet Ownership Promotion 20

    1.4 Enforcement 21

    2 Building 23

    2.1 Building Permit Management 23

    2.2 Municipal Building Surveyor Services 26

    3 Community and Economic Development 27

    3.1 Community and Economic Development Support 27

    3.2 Competitions and Awards 29

    3.3 Tourism 30

    4 Community Services 32

    4.1 Accreditation and Registration 32

    4.2 Individual Support Services Management 35

  • Retention and Disposal Authority for Records of Records of Local Government Functions

    Authority number: PROS 09/05 VAR 2

    List of Functions and Activities covered

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    Reference Function Activity Page

    4.3 Program Management 37

    4.4 Immunisation Management 39

    4.5 Maternal and Child Health Service Provision 42

    4.6 Childcare and Early Education Provision 43

    4.7 Staff Reporting