How to get records from the Public Record Office Victoria

About PROV

The Public Record Office Victoria (PROV) manages the archive of the State and local government in Victoria.

PROV holds important historic records, including some government school records, at its archive facilities in North Melbourne and Ballarat. PROV keep important records so there is a public record of government decisions, past and present.

PROV hold records going back to 1836. Additional records in all formats are added to the collection every year.

Records at PROV are on open or closed access.

• Open access records are available for all the public to view and can be accessed online or in person at their reading rooms.
• Closed access records are not available for public viewing, usually due to privacy reasons.

How to view records at PROV

Creating an account at PROV

To view records in the PROV reading room, you first need to create an account, then place an order for the records to be retrieved from PROV storage. You will be notified once the records are available for viewing.

On the PROV website:

• Click on Login near the top right corner.
• Click on Register and fill in the details.

For more detailed information, watch the video How do I create an account? on PROV's where to start page.

Searching for PROV records

Searching for records can be done on the PROV website.

• Click search (or advanced search) near the top of each PROV page.
• Ensure that collection is highlighted at left side of search bar.
• Type keywords into the search bar. Hit return key or click on magnifying glass icon.
• If you wish, you can use the Sort by menu to to arrange your search results by relevance, date, or series order.
• You can narrow down results by using filters at the left of the search results page. The results can be filtered by date range, series, the Government agency that created the record, location, and if its available on-line.

For more detailed information, watch the video How do I search the collection and filter the results? on PROV's where to start page.

Records that are on closed access might not be visible to you. If you think the records you are looking for might be on closed access, contact archives.records@education.vic.gov.au.

PROV also has pages for some specific subject areas (including education). These topics pages can offer shortcuts for researchers searching for specific records. See the education page on the explore archives by topics page.

How to order records from PROV

After searching and identifying records you want to order for viewing:

• Check the location marker to see if the record is available online or viewable in a PROV reading room.
• If the record is available online, it can be accessed directly from the search page by clicking View digital copy.
• To view a record in a reading room, click Select record then Continue to selections at the bottom of the page.
• Tick View at North Melbourne. (There might also be options to view at the Ballarat or Bendigo reading rooms.
• Click Confirm order. This takes you to your cart.
• In the cart you can see when your records will be ready for inspection.
• You can order up to 24 records in one go but can only view 8 at any one time.
• Click Order now then click Continue.
• Once you see the message Thankyou for your order you will know that the order has gone through.

The above is an attempt to simplify a multi step process. For more detailed information it is recommended that you watch the video How to order a record or box to view on PROV's where to start page.

How to get a digital record

A growing proportion of records at PROV are digital records. Your search will indicate if the record is digital and online.

• Click on Content tab on the item details page for the record.
• There will be a link to the record that allows it to be downloaded and saved.

For more detailed information, watch the video How to access a digital record? on PROV's where to start page.

How to order hardcopy records held at PROV

If you wish to order copies of records, there is a fee payable to PROV.

• Identify the record in your search results that you want a copy of and click on Continue to selections.
• Tick the relevant boxes to order digital or paper copies.
• You will get a pop-up box with information on the price and the time frame.
• Click Confirm order.
• Click Continue and complete your delivery details.
• Click Continue and go to the payment page and fill in your credit card details.

For more detailed information, watch the video How to order copies on PROV's where to start page.

Alternatively, you can order the hardcopy records for viewing in the reading room and use your phone or digital camera at no charge. There are also digital scanners and a digital camera available in the reading room for use at no charge – just bring along a USB stick to save your images.