Update of Common Administrative Functions RDA

About the project

PROV is developing new Retention and Disposal Authorities (RDAs) to replace PROS 07/01 Retention and Disposal Authority for Records of Common Administrative Functions with a series of smaller function-based disposal authorities.

The Common Administrative Functions RDA provides disposal coverage for common types of records relating to functions such as property management. PROS 07/01 is the most widely used RDA within the Victorian Government as it applies to all agencies.

PROS 07/01 was issued in April 2007 and has had only minor amendments since. It has been extended and has no set expiry date.

New RDAs already released as part of this project are:

Project update - May 2026

We continue to work on replacing PROS 07/01. We’ve now turned our attention to the Property Management Function and will release a draft RDA for stakeholder feedback in the second half of 2026.

Advice from subject matter experts is critical to the next stage of our project. Is there a property management expert at your agency who could help us identify the records that support this function? If so, we would love to hear from you via agency.queries@prov.vic.gov.au

We will continue to provide updates on this project page and our usual social media channels as the project develops.

Project update - October 2025

PROV is pleased to announce that the second stage of the PROS 07/01 update is complete: PROS 25/06 was approved on 10 October 2025 and is now available for all agencies to use.

This new RDA replaces numerous functions and activities from PROS 07/01 relating to financial management. They have been replaced by the following five functions:
•    Financial Management
•    Procurement (was Contracting-out and a number of activities)
•    Asset Management (was Fleet Management and Equipment and Stores)
•    Contracts Under Seal/Deeds (was an activity, now a function)
•    Grant Management (was a number of activities, now a function).

On the RDA’s landing page, we have provided a linking table to simplify mapping of the former classes in PROS 07/01 to their PROS 25/06 counterparts, as well as advice on re-sentencing requirements.

The RDA is in our now-standard ‘rolled up’ style, reducing the number of classes from 131 classes across the functions and activities in PROS 07/01 to 16 in PROS 25/06. We hope this will make sentencing and disposal easier.

PROV would like to thank everyone who assisted in this process, including subject-matter experts and many representatives from across Victorian government who took the time to read the drafts and submit their feedback.

PROS 07/01 has been varied to remove the above financial management functions and activities. They all now direct readers back to PROS 25/06. You can find the most up to date version of PROS 07/01 here.

As outlined in the project timeline the next phase for redevelopment is the property and construction functions. Drafting will commence in early 2026. If you have any feedback relating to these functions, please contact agency.queries@prov.vic.gov.au

We will continue to provide updates on this project page and our usual social media channels as the project develops.

Project update - July/August 2025, including updated Project Timeline

The stakeholder and public consultation period for the draft RDA for records of the Financial Management Function concluded at COB 18 August 2025.

Feedback received will now be reviewed and further drafting undertaken.

This is stage two of our Common Administrative Functions RDA redevelopment project, modernising five functions:

Financial Management
Procurement (was Contracting-out)
Asset Management (was Fleet Management and Equipment and Stores)
Contracts Under Seal/Deeds (was an activity, now a function)
Grants Management (was a number of activities, now a function).

In PROS 07/01, these functions, activities and record classes spanned 131 classes. In this new draft, we have reduced this to 16. This is a result of our practice of adopting a rolled-up style for RDAs, where records with similar retention requirements are grouped together in large ‘bucket’ classes. The intention is that agencies should find this much easier to implement, as many records will full under the same class, and disposal periods and retention periods are consistent.

We have also updated the overall timeline to reflect the changes to this and the future projects in the PROS 07/01 redevelopment.

We will continue to provide updates on this project page and our usual social media channels as the project develops.

More feedback on PROS 07/01 to share?

We are still interested in your feedback on the existing RDA – what works, what doesn’t, what classes are confusing, what gaps in coverage are there?

Do you find it easy to use? If so, what do you like about it? Does it cover all of the common and administrative records you create? If not, what is missing? Do you have any problems using the RDA?

We want you to think about:

the challenges you face in implementing PROS 07/01
the structure, format, numbering and disposal triggers
what records should be covered by the Common Admin RDA.

This spreadsheet breaks PROS 07/01 into each class (including functions and activities).

We ask that any feedback you have about a class is added to the spreadsheet alongside that class.

There is also another tab in the spreadsheet for general feedback you may have or for feedback that doesn’t relate to any of the existing classes – gaps etc.

Modernising RDAs

In the years since PROS 07/01 was issued, recordkeeping across government has continued to evolve. In order to keep up with these changes, PROV undertook a disposal remodelling program with one of the main changes being the introduction of a new style of RDAs.

Previously, RDAs were written in a Function – Activity – Record Classes style. PROS 07/01 is an example of this style. PROV now endeavours to issue RDAs that are easier to develop and implement. One step of this is to introduce RDAs that are ‘rolled up ’ which means that they have functions that are described in great detail, followed by a minimal number of record classes. There is no activity level and records with the same retention period are grouped together – sometimes referred to as ‘buckets’.

It is the aim that the replacement for PROS 07/01 will follow this ‘rolled up’ structure to streamline disposal and ‘future proof’ the RDA as much as possible.