The Victorian Information Commissioner and Public Record Office Victoria released a statement stressing that Victorian agencies must create complete, accurate, and reliable records of all government decisions to fulfil transparency obligations. This partnership tackles the rise in FOI requests in Victoria, hitting a record 58,151 in 2024-25. Only 76.6% of decisions met statutory timeframes, down from 95% a decade ago.
The two agencies stressed that individuals must obtain information about decisions affecting all Victorians to uphold their rights and ensure accountability among decision-makers. This access depends on Victorian public sector officers providing complete, accurate, and reliable records. Public sector leaders, such as CEOs, CIOs, and COOs, must now ensure systematic records management is a key part of data infrastructure. This process is vital for adopting artificial intelligence, boosting cybersecurity resilience, and ensuring proactive information disclosure.
Data governance reform
The Victorian Auditor-General noted that agencies fail to manage public records effectively, leading to fragmented oversight and systemic risks in Victoria’s data infrastructure. PROV sets standards for effective public records management under section 12 of the Public Records Act 1973. This includes creating, maintaining, securing, selecting records for preservation, transferring for archiving, and disposing of those not worthy of preservation.
The announcement stresses that agencies must ensure they create and maintain complete, accurate, reliable, and trustworthy records of their decisions and activities. This procedure ensures compliance with FOI regulations and provides protection against unauthorised access. Keep and Dispose Officials outlined the minimum record retention duration and designated specific documents for transfer to PROV for preservation as state archives. Systematic disposal of information cuts storage costs and improves the ability to locate reliable, relevant, and accurate data while reducing security breach risks.
Agencies must establish disposal programmes across all formats and systems, including cloud storage. This initiative eliminates data silos and prevents personal information accumulation, reducing cybersecurity risks. Organisations must permanently remove or anonymise personal information when it is no longer necessary, including under the Public Records Act. This creates a framework for integrated data governance that aligns privacy with accountability.
Check out: “DTA unlocks next era of digital governance”
AI data transformation
Victoria allocated 14 million dollars for two AI initiatives in its 2025-26 budget, including 11.1 million dollars over four years to digitalise regulations and transform outdated processes. The National Framework for the Assurance of Artificial Intelligence in Government launched on 21 June 2024, stressing that AI systems must operate reliably for their intended purposes. It mandates maintaining thorough records of algorithmic decisions to promote accountability and enable scrutiny under Freedom of Information regulations.
PROV provides tools for algorithmic transparency and AI lifecycle documentation, helping agencies create accurate and reliable records of AI decisions. By 2025, Australia expects 55% of its organisational workloads to be moved to public cloud platforms. Agencies must create disposal programmes in cloud storage to break down data silos and reduce personal information buildup, lowering cybersecurity risks.
Transparency through data
Victorian agencies spent an average of 19.5 million dollars annually on FOI Act administration. Total costs will likely rise when including external legal services, which often exceed internal FOI officer expenses. The Victorian Integrity and Oversight Committee recommends replacing the FOI Act with a proactive model that requires information disclosure to reduce requests and processing costs. This announcement addresses resourcing challenges by streamlining FOI workloads, making government information quicker and easier to access for everyone.
Managing records shifts the focus from reactive requests to a systematic approach for proactive disclosure. This shift boosts public trust and reduces administrative workload. Executive leaders must prioritise transparency from the start when creating new systems and programmes. This approach protects public access rights and fosters sustainable information frameworks to facilitate the digital transformation of government across Victorian agencies.
Victorian public sector leaders recognise that successful digital transformation relies on human resources and effective leadership, as well as technology and procurement strategies. Forty-six percent of agencies prioritise career development and upskilling, compared to a national average of thirty-three percent. The announcement highlights records management as vital for Victoria’s public sector workforce, equipping them for a thriving digital economy.
Agencies deploying AI systems, cloud computing, and automation must maintain comprehensive, accurate, and reliable records. This ensures transparency in algorithms, allows scrutiny under the Freedom of Information Act, and protects against the 1,113 data breaches reported annually in Australia that could jeopardise government information. OVIC and PROV support agencies in following integrated data governance frameworks that ensure privacy protection, transparency, and cybersecurity resilience across Victoria’s information management environment.
Justin Lavadia is a content producer and editor at Public Spectrum with a diverse writing background spanning various niches and formats. With a wealth of experience, he brings clarity and concise communication to digital content. His expertise lies in crafting engaging content and delivering impactful narratives that resonate with readers.
Latest
Popular