A Retention and Disposal Authority (RDA) is an approved document issued by Public Record Office Victoria (PROV) that sets minimum retention periods for Victorian public records and the conditions under which they can be destroyed or transferred to archives.

PROV stands for Public Record Office Victoria. PROV is the Victorian authority responsible for regulating the management and lawful disposal of public records under approved RDAs.

Retention periods depend on the record type and the relevant PROV RDA. Some records must be kept permanently, while others can be destroyed after a set minimum period (for example, 7 years or 15 years). Councils must confirm the correct retention class in the applicable RDA before disposal.

Start by identifying the function and activity the record relates to, then match it to the relevant PROV RDA and disposal class. The PROV RDA Finder helps guide you to the appropriate authority so you can confirm retention, triggers, and disposal conditions.

Scanning does not automatically authorise destruction. Records can only be destroyed if the relevant PROV RDA allows it, the minimum retention period has expired, and any RDA conditions are met. Always confirm eligibility under the applicable authority before disposal.

Destroying public records without authorisation under an approved RDA is a compliance breach and can create legal, audit, and reputational risk. Organisations should ensure disposal decisions are supported by the correct RDA and documented appropriately.

Yes. Retention and disposal obligations apply regardless of format. Digital records must be retained and disposed of in line with the relevant PROV RDA, just like physical records.

Temporary records can be destroyed once their minimum retention period has expired and the RDA conditions are met. Permanent records must be retained indefinitely and are typically transferred to archives rather than destroyed.

Not always. Different sectors may fall under different RDAs. It's important to confirm which authority applies to your organisation type before relying on a retention class or disposal rule.

The Public Records Act 1973 (Vic) is the Victorian legislation that governs how public records are created, managed, retained, and disposed of. It establishes the framework that requires disposal to be authorised under approved RDAs.

Confirm the correct disposal class under the relevant RDA, identify the retention trigger (for example, "after last action" or "after completion"), then calculate whether the minimum period has elapsed. Only then should disposal be considered.

Scanning converts physical documents into digital files. Archiving typically refers to retaining records for long-term preservation (including transfer of permanent records to archives). Destroying records means lawful disposal of temporary records once retention requirements and conditions have been met.

A compliant disposal workflow typically includes identifying the correct RDA class, confirming eligibility against the retention trigger and minimum period, documenting the decision, and completing secure destruction when authorised. Tools like the PROV RDA Finder can help teams quickly locate the likely authority to validate before acting.