Glossary
accession
A group of records from the same transferring agency taken into PROV custody at the same time. The records may be formally arranged and described into records series and consignments or they may be unarranged and undescribed. Accessioning refers to the process of formally accepting and recording the receipt of records into custody (Keeping Archives1).
advice
A document issued by PROV providing advice to Victorian agencies on a recordkeeping issue. (Includes formal advice about standards as well as forms and other tools to help Victorian Government agencies manage and use public records).
APROSS
Approved Public Record Office Storage Supplier – the PROV program for the storage of records which the Keeper of Public Records has approved for eventual destruction or which are awaiting a decision as to their archival value.
archive
The whole body of records of continuing value to an organisation or individual. Sometimes called ‘corporate memory’ (AS 4390.1 -1996).
archives
Records considered to have continuing or permanent value that have been, or will be, transferred to the custody of an archival organisation; also used to refer to the buildings in which archival records are stored and to organisations that have responsibility for archival records (Private lives, public records2).
consignment
A consignment comprises record items belonging to a single record series that has been transferred to the custody of PROV as part of the one accession. A consignment may comprise the whole or part of a series. Each consignment is identified by a code (e.g. VPRS 1234/P1).
digital / electronic record
A record produced, housed or transmitted by electronic means rather than physical means. A record expressed in an electronic digital format. A record stored in a form that only a computer can process.
digitised record / digital image
An electronic reproduction of a picture, photograph or physical item (e.g. letter or document) that can be stored on computer or disk, and can be viewed, transmitted, manipulated and/or printed via computer. A subset of digital records (Private lives, public records).
disposal
A range of processes associated with implementing appraisal decisions. These include the retention, deletion or destruction of records in or from recordkeeping systems. They may also include the migration or transmission of records between recordkeeping systems, and the transfer of custody or ownership of records. Within the Victorian Public Sector, records are appraised to determine their significance (business, legal or historical) and then judged to be either of temporary or permanent value to the state. Government bodies are guided by standards or schedules issued by PROV to regulate the disposal of records.
disposal authority
A legal document that defines the retention periods and consequent disposal actions authorised for specific classes of records (AS 4390.1 -1996).
permanent records
Records which have been appraised as being of permanent value to the State of Victoria and which must be kept forever.
place of deposit (POD)
A location approved by the Victorian Government Minister responsible for PROV for the storage by community groups of temporary records of local value.
provenance
A principle that involves establishing the administrative context in which records were created and used. The provenance of records includes their original creators and users, and the subsequent administrators who were responsible for the recordkeeping system in which the records were kept (Private lives, public records). Note: the word Provenance is also used in this document to refer to the title of our annual online journal.
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