26 September 2023

PROV calls on DTP for a feedback

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Public Records Office Victoria (PROV) is calling on staff at the Department of Transport and Planning (DTP) to assist it by providing feedback on two new draft Retention and Disposal Authorities (RDAs).

Launching the drafts, PROV said the first draft RDA for review was for records of the Public Transport Function.

PROV said it would apply to records of delivering public transport services via train, bus, tram and some ferry services.

It said records that had been appraised as having continuing value were final approved network plans for public transport network infrastructure and routes; position papers commissioned as part of the network planning process; consolidated surveys or reports undertaken as part of environmental management activities; and final approved emergency response plans which implement far-reaching but temporary change across the network.

“These records have continuing value as they document a primary function of government and provide high level evidence of how the Department was proactively planning the transport network and how those plans addressed issues,” PROV said.

It said the second RDA open for feedback was for records of the Planning Referral Management Function, also undertaken by DTP, but broader in application across the Department than the public transport functions.

“This RDA is to apply to records created by DTP but as referral authorities are listed in each planning scheme individually by name and as the schemes have been issued over some years, they may include references to past entities that are now a part of Department of Transport and Planning, such as VicRoads, Public Transport Victoria etc.,” it said.

“All referrals, whether to past Agencies, the Department of Transport and Planning, or to future transport Agencies are intended to be covered by the classes in this RDA.”

PROV said feedback on both RDAs would be open until 13 June and should focus on whether the retention periods were reasonable, if the language used in the RDA was clear, and it there were any gaps in its coverage.

The 26-page draft RDA for Records of Public Transport Function can be accessed at this PS News link and the 11-page draft RDA for Records of Planning Referral Management Function at this link.

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