Public Records Regulations 2013

Authorised by the Chief Parliamentary Counsel Authorised Version i Public Records Regulations 2013 S.R. No. 139/2013 TABLE OF PROVISIONS Regulation Page 1 Objectives 1 2 Authorising provision 1 3 Commencement 1 4 Revocation 2 5 Definition 2 6 Conditions of use of public records and facilities 2 7 Fees 3 8 Notice of possession of a prescribed record 3 __________________ SCHEDULES 4 SCHEDULE 1—Fees for Making Copies of Public Records 4 SCHEDULE 2—Fees for Priority Supply of Copies of Public Records and Other Services 5 SCHEDULE 3—Notice of Possession of a Prescribed Record 6 ═══════════════ ENDNOTES 7 -- 1 of 8 -- Authorised by the Chief Parliamentary Counsel Authorised Version 1 STATUTORY RULES 2013 S.R. No. 139/2013 Public Records Act 1973 Public Records Regulations 2013 The Governor in Council makes the following Regulations: Dated: 19 November 2013 Responsible Minister: HEIDI VICTORIA Minister for Arts YVETTE CARISBROOKE Clerk of the Executive Council 1 Objectives The objectives of these Regulations are— (a) to set conditions under which members of the public may inspect public records and use facilities provided by the Public Record Office; and (b) to set fees for making and supplying copies of public records provided by the Public Record Office; and (c) to prescribe other matters authorised by the Public Records Act 1973. 2 Authorising provision These Regulations are made under section 23 of the Public Records Act 1973. 3 Commencement These Regulations come into operation on 24 November 2013. -- 2 of 8 -- S.R. No. 139/2013 Public Records Regulations 2013 2 Authorised by the Chief Parliamentary Counsel 4 Revocation The Public Records Regulations 2003 1 are revoked. 5 Definition In these Regulations, Reading Room means the reading room facilities provided by the Public Record Office. 6 Conditions of use of public records and facilities (1) A member of the public inspecting a public record or using facilities provided by the Public Record Office to the public must not— (a) behave in a manner disruptive to other users; or (b) take or make a telephone call in the Reading Room; or (c) bring into the Reading Room any item that may damage any public record in the custody of the Public Record Office, including but not limited to pens, food and drink; or (d) behave in a manner that may damage any public record in the custody of the Public Record Office, including but not limited to leaning or writing on records, marking records, folding records anew and tracing from records; or (e) bring into the Reading Room any item within which a public record may be concealed, including but not limited to bags, containers, clipboards, folders and plastic sleeves; or r. 4 -- 3 of 8 -- S.R. No. 139/2013 Public Records Regulations 2013 3 Authorised by the Chief Parliamentary Counsel (f) bring into the Reading Room any item reasonably capable of interfering with the preservation and security of any public record in the custody of the Public Record Office. (2) A person who does not comply with subregulation (1) may be requested to leave the premises of the Public Record Office. 7 Fees (1) The fees set out in Schedule 1 are payable for making copies of public records. (2) The fees set out in Column 3 of the Table in Schedule 2 are payable for the services described in Column 2 of that Table. 8 Notice of possession of a prescribed record For the purposes of section 16(2) of the Public Records Act 1973, a notice of possession must be in or to the effect of the form in Schedule 3. __________________ r. 7 -- 4 of 8 -- S.R. No. 139/2013 Public Records Regulations 2013 4 Authorised by the Chief Parliamentary Counsel SCHEDULES SCHEDULE 1 Regulation 7 FEES FOR MAKING COPIES OF PUBLIC RECORDS Column 1 Item Column 2 Description of service Column 3 Fee 1 Photocopying 1·1 fee units (per 20 pages or part thereof) 2 Digital copying of documents–– (a) map, plan or other oversized single-page document 1·5 fee units (per document) (b) standard- sized (A4) document— (i) for the first 20 pages of the document 1·5 fee units (ii) for every 30 pages or part thereof after the first 20 pages 1·2 fee units __________________ Sch. 1 -- 5 of 8 -- S.R. No. 139/2013 Public Records Regulations 2013 5 Authorised by the Chief Parliamentary Counsel SCHEDULE 2 Regulation 7 FEES FOR PRIORITY SUPPLY OF COPIES OF PUBLIC RECORDS AND OTHER SERVICES (ADDITIONAL TO FEES FOR MAKING COPIES) Column 1 Item Column 2 Service Column 3 Fee for service 1 Supply of copies, whether paper or digital, by Public Record Office on day of request $15.00 per 20 pages or part of 20 pages 2 Supply of copies, whether paper or digital, by Public Record Office on following day $7.50 per 20 pages or part of 20 pages 3 Provision of certificate under section 22(2) of the Public Records Act 1973 $5.00 per certificate __________________ Sch. 2 -- 6 of 8 -- S.R. No. 139/2013 Public Records Regulations 2013 6 Authorised by the Chief Parliamentary Counsel SCHEDULE 3 Regulation 8 NOTICE OF POSSESSION OF A PRESCRIBED RECORD I, [name] of [address] [occupation] declare that I am the owner of [full description of record ] which is declared to be a prescribed record under section 16(1) of the Public Records Act 1973. The record is [tick one] † in my custody at [address] † not in my custody and I believe that [name] of [address] [occupation] has custody. Signed: Dated: ═══════════════ Sch. 3 -- 7 of 8 -- S.R. No. 139/2013 Public Records Regulations 2013 7 Authorised by the Chief Parliamentary Counsel ENDNOTES 1 Reg. 4: S.R. No. 141/2003. —— Fee Units These Regulations provide for fees by reference to fee units within the meaning of the Monetary Units Act 2004. The amount of the fee is to be calculated, in accordance with section 7 of that Act, by multiplying the number of fee units applicable by the value of a fee unit. The value of a fee unit for the financial year commencing 1 July 2013 is $12.84. The amount of the calculated fee may be rounded to the nearest 10 cents. The value of a fee unit for future financial years is to be fixed by the Treasurer under section 5 of the Monetary Units Act 2004. The value of a fee unit for a financial year must be published in the Government Gazette and a Victorian newspaper before 1 June in the preceding financial year. Endnotes -- 8 of 8 --