Privatisation is the permanent transfer of part or all of the functions of a Victorian government agency to a ‘private organisation’.
Private organisations can be:
a body corporate
a sole trader
a partnership
an incorporated or unincorporated association
a trust.
How should public records be dealt with under privatisation?
The records and privatisation step-by-step procedure below provides useful guidance on how public records should be managed before, during and after privatisation.
When government functions are privatised, the public records which are created as part of those functions must be managed appropriately as part of the privatisation process.
Up until the date of privatisation, all records created or held by the agency remain public records.
Prior to your agency's functions being privatised, you should develop a plan for the management of the records under its responsibility before, during and after privatisation (‘privatisation plan’).
To develop the privatisation plan, your agency should first:
Conduct a risk assessment for records under your care. This will help identify potential risks and values associated with particular types of records, and in turn, inform how the records should be treated.
Undertake an appraisal of the records and identify temporary and permanent value records in accordance with the appropriate Retention and Disposal Authority (RDA).
the records that will be affected by privatisation
relevant disposal actions and transfer arrangements (see further Step 2)
responsibilities among the parties involved for implementing actions in the plan.
STEP 2 - Determine how to treat the records
How different records might be treated as a result of privatisation will depend upon a range of factors.
All original permanent records must be retained by government. For temporary records, your agency should exercise greater levels of caution and risk mitigation measures in determining the treatment of records that are identified as being of high risk and/or high value.
See the following table for guidance:
Record type
Treatment options
Permanent records
transfer to PROV if no longer in administrative use
your agency continues to hold records of functions that it retains (where only partly privatised)
transfer remaining records to another Victorian agency
copies may be transferred to the private organisation (must meet Victorian legislative requirements e.g. privacy)
private organisation may request access to the records.
Temporary records
dispose (i.e. destroy) records which are time expired and no longer required for business use by government
your agency continues to hold records of functions that it retains (where only partly privatised)
transfer remaining records to another Victorian agency
copies may be transferred to private organisation (must meet Victorian legislative requirements e.g. privacy)
upon approval from the Keeper of Public Records, your agency can transfer records identified as low value, low risk to the private organisation.
upon approval from the Keeper of Public Records, your agency can organise temporary loan arrangements for records to the private organisation.
STEP 3 - Obtain approval
Any transfer or temporary loan of public records to the private organisation must be approved by the Keeper of Public Records.
Your application should provide evidence that a risk assessment has been conducted and proposed measures for managing assessed risks.
The application should also include a description of the records intending to be transferred or loaned to the private organisation. Approval may be subject to conditions, such as storage and security arrangements.
STEP 4 - Negotiate records management provisions
The instrument executing privatisation (e.g. contract) should clearly articulate transfer and ownership arrangements for records. As records may be considered assets, their disposition and ownership should be dealt with explicitly.
Records created by the private organisation are owned by the private organisation. However, if the private organisation is performing a function or service on behalf of government, then the privatisation instrument should contain appropriate recordkeeping clauses for these records.
STEP 5 - Dispose or Transfer Records
Undertake disposal and transfer of records in accordance with the relevant RDA and the type of treatment outlined in the privatisation plan.
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