PUBLIC RECORD OFFICE VICTORIA

Annual Report to the Minister 2012–2013

A report from the Keeper of Public Records as required under section 21(1) of the Public Records Act 1973 1

Published by Public Record Office Victoria 99 Shiel Street North Melbourne VIC 3051 Tel (03) 9348 5600

Public Record Office Victoria Annual Report to the Minister 2012–2013

September 2013 © Copyright State of Victoria 2013

Copyright State of Victoria through Public Record Office Victoria 2013

Except for any logos, emblems, and trade marks, this work (Public Record Office Victoria Annual Report to the Minister 2012–13) is licensed under a Creative Commons Attribution 3.0 Australia license, to the extent that it is protected by copyright. Authorship of this work must be attributed to the Public Record Office Victoria. To view a copy of this license, visit http://creativecommons.org/licenses/by/3.0/au/

Published on www.prov.vic.gov.au.

ISSN: 1320-8225 PUBLIC RECORD OFFICE VICTORIA

This Annual Report is printed on 100% recycled Australian made paper using vegetable inks. Annual Report to the Minister

Front cover image: 2012–2013 Poster 194 Lorne Take a Kodak VPRS 12903- P0001 547/03

A report from the Keeper of Public Records as required under section 21(1) of the Public Records Act 1973 CONTENTS

Hon Heidi Victoria MP 5 PUBLIC RECORD OFFICE VICTORIA Minister for the Arts 6 Purpose and Objectives 7 Message from the Director 8 Public Records Advisory Council 10 Overview

15 REPORT ON PERFORMANCE

16 Highlights 2012–2013 25 Output measures 2012–2013 Hon Heidi Victoria 26 Public Record Office Victoria strategic initiatives 2012–13 Minister for the Arts 26 Remodel the transfer service Level 6, 2 Kavanagh St Southbank VIC 3006 26 Refresh VERS 27 Enhance Public Record Office Victoria’s Standards 27 Expand Public Record Office Victoria’s Policy Framework 28 Build Collection Support Dear Minister 30 Promote Collection Usage I am pleased to present a report on the carrying out of my functions under section 34 Foster an Information Management Culture 21(1) of the Public Records Act 1973 for the year ending 30 June 2013. 35 Embed Sustainability 35 Upgrade Public Record Office Victoria’s Infrastructure Yours sincerely 36 Build Organisational Capacity

37 APPENDICES

38 Appendix 1: Assets, financial statement and staff profile

Justine Heazlewood 39 Appendix 2: Publications Director and Keeper of Public Records 40 Appendix 3: Advice Issued 41 Appendix 4: Approved Public Record Office Victoria Storage Suppliers (APROSS) 42 Appendix 5: VERS-compliant Products 43 Appendix 6: 2013 Sir Rupert Hamer Records Management Award Winners 44 Appendix 7: 2012 Victorian Community History Award Winners

45 GLOSSARY

“Very helpful – assistance was crucial in helping me find the records I wanted.” PURPOSE Public Record Office Victoria’s Vision Statement is ‘Public Records Publicly Available’.‘Public Records Publicly Available’ seeks to inspire public servants to keep good records so that Public Record Office Victoria can fulfil its mission: to support the efficient management and use of public records in order that the Government is accountable to the community and the historical memory of the Victorian Government is secure and accessible.

VPRS 10742-P0000-B1736 PURPOSE AND OBJECTIVES MESSAGE FROM THE DIRECTOR 6–7

As always the outstanding Our Purpose work that Public Record To support the effective management and use of the The past year has been another exciting one for Public Record Office Victoria produces Office Victoria with many notable highlights. 2013 marks public records of the State of Victoria, in order that the our 40th Anniversary and to celebrate this milestone we could not have been Government is accountable to the community and its have chosen a selection of interesting, beautiful, quirky and humorous images which showcase how diverse our collection achieved without the historical memory is preserved, secure and accessible. has become over the past 40 years. incredible support of Throughout 2012-2013 we have continued to focus on raising our volunteers. the profile of Public Record Office Victoria within the Victorian community. Our goal is to encourage more public awareness of and interaction with our collection and one of our most Daily Operations Values notable highlights for the year did exactly that. On 20 April Public Record Office Victoria was established under section 3 of The Public Administration Act 2004 requires that public sector 2013 we held an Open Day at the Victorian Archives Centre in While we have been building our public profile we have also the Public Records Act 1973 (the Act), ‘for the better preservation, employees demonstrate public service values as outlined in the North Melbourne. The Open Day was a great opportunity for been strengthening our relationships with the agencies that management and utilisation of the public records of the state’. Code of Conduct for Victorian Public Sector Employees. Public us to promote what we do and why we do it. The public were transfer records to Public Record Office Victoria and have The Act provides the legal framework in which Public Record Record Office Victoria actively implements, promotes and supports offered a behind the scenes look at our fascinating collection made the collection the treasure trove it is today. This year Office Victoria operates, and specifies the core functions of Public these values. Public Record Office Victoria, as a public sector body, with a range of talks, tours and information sessions offered all Land Victoria commenced the transfer of 3.8 million paper land Record Office Victoria and the Keeper of Public Records with has developed the following set of values which are based on, and day. The day was a major success attracting almost 500 visitors titles to Public Record Office Victoria. The transfer includes respect to government records. These functions, pursuant to are consistent with the Code of Conduct: many of whom were new to Public Record Office Victoria. mining leases, crown leases and freehold titles, dating from 1863 to 2002, and is one the largest and most significant sections 7, 11 and 12 of the Act include: t
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We continued to raise public awareness through exhibitions physical transfers to be undertaken to Public Record Office accurate and impartial advice to Government and delivers held at both the Victorian Archives Centre and the Old Treasury t
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Victoria. records including creation, maintenance, security, selection quality services to the Victorian community. Public Record Building. This year as part of our Open Day celebrations we of those worthy of preservation, transfer for archiving, and Office Victoria is open to new ideas and different approaches held a special exhibition at the Victorian Archives Centre As always the outstanding work that Public Record Office segregation or disposal of those not worthy of preservation. that will achieve the most effective results. titled Victoria: On Record. This exhibition was curated by Public Victoria produces could not have been achieved without the Record Office staff using a selection of images, records and incredible support of our volunteers. This year 117 volunteers t
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artefacts collected over the past 40 years, many of which we contributed a total of 20,427 hours of their time to Public under their control. dealing with colleagues, clients, stakeholders and the Victorian community. Public Record Office Victoria strives to provide have used throughout this report. This exhibition will now form Record Office Victoria projects. This is the most hours ever t
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equal access to all products and services, act responsibly and part of our travelling exhibitions programme. delivered by our volunteers in a single financial year. provide security. avoid any real or apparent conflicts of interest. This year also marks the fourth year of a partnership deal that I would also like to extend my thanks to the Public Records t
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allows Public Record Office Victoria to showcase exhibitions Advisory Council for their support throughout the year. This access. provides advice that is fair, objective and without self-interest. at the Old Treasury Building. Our exhibition, Trams: Moving year we welcomed four new members to the Council, Andrew t
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Public Record Office Victoria works to serve the public good. Pictures has been a resounding success for both Public Record May, Anita Jack, Kathryn Dan and Debbie Prout. I would like to accessible. Office Victoria and the Old Treasury Building. The exhibition is t
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welcome our new members and also thank our long standing t
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SFDPSET operate transparently and take responsibility for their own being extended through 2013 to be part of the 2013 Melbourne members, Jim Berg, Susie Zada and Sue McKemmish for actions. Public Record Office Victoria maintains a sustainable Festival. their continued commitment to the Council; I look forward to workplace environment and seeks to achieve the best use of working with them closely in the year to come. Mission Statement resources. To support the efficient management and use of public records to t
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ensure that the Government is accountable to the community and public officials and members of the Victorian community and the historical memory of the Victorian Government is secure and treats them fairly and objectively. Public Record Office Victoria accessible. is inclusive and does not tolerate harassment, bullying or discrimination. Public Record Office Victoria has identified three outcomes that represent the ongoing goals for the organisation: t
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practice in recordkeeping and innovation. Public Record Office t
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Justine Heazlewood Victoria leads by example by creating positive and productive that they are available and accessible for as long as they are Director and Keeper of Public Records working relationships. Public Record Office Victoria supports, required. motivates and strives to develop its staff to reach their full t
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potential. enable accountability, efficiency and innovation. t
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supports the Charter of Human Rights and Responsibilities communities to connect to their history and culture. in all decisions and advice and abides by all appropriate “Fast records legislation. access, accessible t
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and engages with the Victorian community, clients and staff who are stakeholders. Public Record Office Victoria provides customer familiar with the service that most effectively meets the needs of clients and stakeholders. collections.” PUBLIC RECORDS ADVISORY COUNCIL 8–9

Associate Professor Andrew May, Historical research (academic) Summary of Activities The Council met on five occasions in 2012–2013: Associate Professor Andrew May is the Public Records Advisory Council representative 13 September 2012 Victorian Archives Centre specialising in the area of historical research 12 December 2012 Victorian Archives Centre (academic). Mr May joins the Council from the 12 April 2013 Victorian Archives Centre School of Historical and Philosophical Studies Due to the turnover of Council membership there were no at the University of Melbourne. Mr May is a opportunities to undertake regional visits this year. social historian with broad interests across urban, colonial and imperial history. As well Public Record Office Victoria provides support to the Council by as serving on the Council, he has served on preparing Council agenda papers, coordinating the scheduling advisory committees including the National Archives of Australia, of Council meetings, providing assistance with the appointment Heritage Victoria, the National Trust and Melbourne Museum. of new Council members, as well as providing assistance and administrative support for Council Subcommittees. The Council VPRS 12903/P00001–000484–230 would like to record its appreciation of the support provided to it Professor Sue McKemmish, throughout the year by the Keeper of Public Records, Ms Justine Information and records management Heazlewood and her staff and to especially thank Ms Rebecca Young for her support in the role of Council Secretary. Professor Sue McKemmish is the Public Establishment and Functions Mr Jim Berg, Indigenous heritage Records Advisory Council representative Jim Berg is the Public Records Advisory specialising in the area of information and The Public Records Advisory Council is established under section Council representative specialising in the area records management. Professor McKemmish Advice to Minister 4 (1) of the Public Records Act 1973. The functions of the Council, of Indigenous heritage. Mr Berg is a Koorie is the Director of the Centre for Organisational as specified in section 5 of the Act, require that it: Promoting cooperation between Public elder and was the founding Chief Executive and Social Informatics at Monash University, (a) In consultation with the Keeper of Public Records, shall Officer of the Koorie Heritage Trust Inc. Mr where she directs the postgraduate teaching Record Office Victoria and public agencies programs in records and archives. Professor promote cooperation between Public Record Office Victoria Berg has served on the Council for 17 years, McKemmish has published extensively and public offices; and including two years as Council President. COUNCIL MEETINGS Mr Berg brings to the Council, a wealth of on recordkeeping in society, records continuum theory, (b) May report and make recommendations to the Minister on knowledge about the promotion, preservation recordkeeping metadata, and archival systems. This year the Council has welcomed four new members and any matter relating to the administration of the Act. and protection of Victorian Koorie records and culture. meetings this year focused on familiarising members with their responsibilities as Council members. A key function of Ms Debbie Prout, Information and records management the Council is to guide the Keeper in making decisions about Council Membership the disposal of records. Members enthusiastically supported Ms Penny Hutchinson Debbie Prout is the Public Records Advisory Section 4 (1A) of the Act requires that the Council consist of Public Record Office Victoria’s proposal to revamp the current (Departmental nominee), Department of Premier and Cabinet Council representative specialising in the ten members with knowledge and experience in such areas as manual process via the introduction of the Online Retention and area of records management. Ms Prout is public administration, local government, records management, Penny Hutchinson is the Public Records Disposal Application. This year Council members also continued the Director of Prout Consulting and has business administration, historical research and genealogical Advisory Council departmental nominee to support Public Record Office Victoria by sitting on judging extensive records management experience in research. representing the Department of Premier and panels for key events such as the Sir Rupert Hamer Records both the private and public sector. Ms Prout Cabinet (DPC). Ms Hutchinson has been Management Awards and the Local History Grants Program. Membership of the Council during 2012–2013 comprised: Director of Arts Victoria since November 2000 has amassed a wealth of experience in local and, during this time she has also acted as government which has given her a thorough Deputy Secretary for other DPC groups. Ms understanding of records management from SIR RUPERT HAMER RECORDS MANAGEMENT an operational perspective. Ms Kathryn Dan, Records management Hutchinson has served on various boards and AWARDS is currently on the board of Melbourne Health Kathryn Dan is the Public Records Advisory Since 1998 the Council, in collaboration with Public Record Office and the Australian National Academy of Music. In 2009 she Ms Susie Zada, Genealogy and local history Council representative specialising in the Victoria, has presented the annual Sir Rupert Hamer Records area of records management. Ms Dan was regional Chair of the Institute of Chartered Accountants in Susie Zada is the Public Records Advisory Management Awards to recognise excellence and innovation leads the University of Melbourne’s records Australia. Council representative specialising in the area in records management across the Victorian Public Sector. This management program and has over 20 of genealogy and local history. Ms Zada is the year, the awards were held on 16 May 2013 at Queen’s Hall, years experience in archives and records Marketing and Administration Manager at Parliament House and attracted approximately 140 guests from management. Ms Dan has also held senior Ms Anita Jack, Historical research (public history) the Genealogical Society of Victoria and has across Victorian Government, the records management sector roles within the government and university Anita Jack is the Public Records Advisory a background in local and family history. Ms and archival communities. sectors and is a past president of the Council representative specialising in the Zada has researched and published several Australian Society of Archivists. Ms Dan is particularly interested For a list of Award winners, please see Appendix 6. area of historical research (public history). books as well as historical interpretive displays, in the retention and disposal of records and the development of Ms Jack is the Director of the Golden Dragon CD-ROMS, indexes and extensive web sites on standards to encourage good records management practice. Museum in Bendigo. This role has provided local history. her with the unique opportunity to develop a comprehensive understanding of the nature Secretary: Ms Rebecca Young of archiving, conservation, collecting, and promoting history. Ms Jack comes from a creative background and has produced documentaries, directed festivals and created spaces for public performance. “I am grateful for the helpfulness and friendliness of the staff.” OVERVIEW 10–11

Administration PROTECTED DISCLOSURE On 10 February 2013, the Whistleblowers Protection Act 2001 EXECUTIVE was repealed and replaced with the Protected Disclosure Act 2012 (the Act). The Act establishes a new scheme for Headed by Justine Heazlewood, Director and Keeper of Public protecting people who make disclosures about improper Records, the executive team is located at 99 Shiel Street, North conduct in the public sector. Melbourne, Victoria, Australia; phone (03) 9348 5600. VPRS 1451/P1 Unit 3 Ballarat High School Public Record Office Victoria is committed to the aims and objectives of the Act. In particular, Public Record Office ACT ADMINISTERED – PUBLIC RECORDS ACT 1973 Victoria does not tolerate improper conduct by its staff or the Public Record Office Victoria’s operations are governed by taking of reprisals against those who come forward to disclose Contacts the Public Records Act 1973, which defines the role of both such conduct. As at 30 June 2013 Public Record Office Victoria operated two public reading rooms and the Keeper of Public Records and the organisation. The Act During the year while the Whistleblowers Protection Act 2001 had 63 staff members working in three operational areas. is available for inspection on the Public Record Office Victoria was in force, Public Record Office Victoria did not receive any website, www.prov.vic.gov.au and at our North Melbourne and disclosures under that Act. Since 10 February 2013, Public Ballarat offices. Record Office Victoria has not received any disclosures to PUBLIC READING ROOMS which clause 29 of Schedule 1 to the Protected Disclosure Act Email: [email protected] REGULATIONS MADE AND ADMINISTERED 2012 applies. Victorian Archives Centre Regulations are made under section 23 of the Public Records The procedures for protecting people who make protected Harry Nunn Reading Room Act and are known as the Public Records Regulations 2003. disclosures under the Protected Disclosure Act 2012 will 99 Shiel Street be available on Public Record Office Victoria’s website The Regulations prescribe fees for making and supplying North Melbourne VIC 3051 www.prov.vic.gov.au copies of public records and set out conditions for the Australia inspection of public records and use of facilities provided by Phone: (03) 9348 5600 PUBLIC RECORD OFFICE VICTORIA STANDARDS AND Public Record Office Victoria. Ballarat Archives Centre AUTHORITIES All Regulations are available for inspection on Public Record State Government Offices Office Victoria’s website at www.prov.vic.gov.au/about-us and Public Record Office Victoria issues standards for records Corner Mair and Doveton Streets at both locations. management and authorities for retention and disposal under Ballarat VIC 3350 section 12 of the Public Records Act. A full list of current Australia standards and authorities is provided on Public Record Office Phone: (03) 5333 6611 PORTFOLIO RESPONSIBILITY Victoria’s website at www.prov.vic.gov.au/government and at The Department of Premier and Cabinet, through Arts Victoria, both the North Melbourne and Ballarat offices. GOVERNMENT SERVICES has portfolio responsibility for Public Record Office Victoria. Assistant Director: David Brown Public Record Office Victoria is an administrative office under DEPARTMENT OF PREMIER AND CABINET the Public Administration Act 2004. Phone: (03) 9348 5621 ANNUAL REPORT Email: [email protected] Agency enquiries: [email protected] FREEDOM OF INFORMATION Further information about Public Record Office Victoria’s performance during 2012 –2013, including financial Requests made under the Freedom of Information Act 1982 and staffing data, is included in the annual report of the ACCESS SERVICES are handled through the Department of Premier and Cabinet Department of Premier and Cabinet, available at Freedom of Information Officer. For information about www.dpc.vic.gov.au. Acting Assistant Director: Alison McNulty categories of documents maintained by Public Record Office Phone: (03) 9348 5711 Victoria, please refer to the Department of Premier and Email: [email protected] Cabinet website at www.dpc.vic.gov.au. Public enquiries: [email protected]

CORPORATE SERVICES Assistant Director: Graeme Hairsine Phone: (03) 9348 5727 Email: [email protected] “Staff assisted me and were very kind in regards to my ignorance with the digital camera” OVERVIEW 12–13

Organisational Structure

Minister for the Arts

Secretary Department of Premier & Cabinet VPRS 14562/P6 Unit 5 Education and History Unit

Director Arts Victoria GOVERNMENT SERVICES CORPORATE SERVICES Government Services assists Victorian public sector agencies following services: in better managing their records. This is done through: t
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Standards Online Finance and ACCESS SERVICES and Policy Access Risk Management The goal of Access Services is to ensure that our unique collection is widely known and accessible to the people and Government of Victoria. This is achieved through: Government Collection t

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access to Public Record Office Victoria’s collection and Community Communication research tools. VERS Archives and Marketing t

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tools that enhance access by the Koorie community. Technology t
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needs and community expectations.

People and Culture

“Very friendly, knowledgeable and helpful. Showed interest in my project.” OVERVIEW 14–15

Corporate Plan 2010–2013 Public Record Office Victoria’s three-year Corporate Plan provides the strategic direction for the period 2010–2013. It articulates the mission, operating environment and values of Public Record Office Victoria, as well as listing the organisation’s objectives and the initiatives it will pursue to achieve these objectives. It also details the guiding principles that we use when implementing our initiatives.

OUTCOMES t
Embed Sustainability: Placing the Victorian Archives t

Preservation: The records of Government are preserved Centre at the forefront of the Government’s commitment so that they are available and accessible for as long as to environmental sustainability, to showcase how the they are required. public service is leading by example and to reduce our carbon footprint. t
Management: The records of Government are managed to enable accountability, efficiency and innovation. t

Upgrade Public Record Office Victoria’s Infrastructure: Establishing an integrated approach to the planning, t Utilisation: The records of Government are used by management and renewal of Public Record Office communities to connect to their history and culture. Victoria’s physical and technical infrastructure, deliver improved organisational efficiencies and best-practice INITIATIVES storage facilities for the State’s archival collection. t
Remodel the Transfer Service: Re-engineering the t
Build Organisational Capacity: Establishing Public transfer service and associated business processes to Record Office Victoria as an employer of choice to provide improved client services and developing internal attract and retain people who are passionate about and skills and capacity. committed to the effective utilisation, management t

Refresh Victorian Electronic Records Strategy and preservation of Victoria’s archives. Focusing on (VERS): Leading the new VERS to reflect a range of developing the right people and provide the right tools enhancements across Government Services programs to deliver Public Record Office Victoria’s strategic and provide increased public service efficiency and objectives. accountability. t
Enhance Public Record Office Victoria’s Standards: GUIDING PRINCIPLES Developing a revised Standards program and t

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Victoria’s strategic leadership in recordkeeping within opportunities and collaborative approaches to meeting the Public Service and across the broader community. our outcomes and objectives. t

Expand Public Record Office Victoria’s Policy t

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Build Collection Support: Building awareness of PUBLIC RECORD OFFICE VICTORIA cultural collections in the community and developing the t

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Promote Collection Usage: Increasing access to Detailed information about our activities can be found under REPORT ON and usage of Public Record Office Victoria’s unique these headings in the next section of this report. collection. Nurturing a greater knowledge of the collection both internally and externally and promoting PERFORMANCE Public Record Office Victoria as an organisation actively pursuing innovative solutions to collection utilisation. t
Foster an Information Management Culture: Building a culture where information is valued as an asset and its use maximised to deliver financial efficiencies and position Public Record Office Victoria as an information management leader within the Victorian public sector and beyond.

VPRS 129031/P1 Box 696/20 HIGHLIGHTS 2012–2013 16–17

ICA Congress

The International Council of Archives (ICA) is the peak international archival organisation. It is a neutral, non-governmental organisation dedicated to the effective management of records, and the preservation, care and use of the world’s archival heritage. Every four years, the ICA holds a Congress which showcases archival and recordkeeping best practice. The 2012 Congress, A Climate of Change was held in Brisbane from August 20 to 24, 2012. This was the first ICA Congress to be held in the southern hemisphere. The Congress provided an excellent opportunity for Public Record Office Victoria staff to learn about what is happening internationally and to showcase the great work we are doing here in Australia. A number of Public Record Office Victoria staff members were invited to present to this international audience. Staff presenting at the conference were: t
Lauren Bourke: Engaging Local Communities: Public Record Office Victoria’s Programs VPRS 8850/P1, Unit 48 C032 - Melbourne Zoo t
David Brown: presented a poster session on Victorian Electronic Records Strategy: Managing Electronic Records for the Long Term: An assessment of 15 years implementation. t
Justine Heazlewood: Justine was a member of a panel presentation on Open Melbourne Zoo and You: 150 Years Government, right to information and recordkeeping: Interdependencies and Interconnections. In 2012 Public Record Office Victoria was provided with funding from Culture Victoria to research the history of t
Alison McNulty and Julie McCormack: presented a session on Reviewing and Melbourne Zoo in celebration of its 150 year anniversary. redesigning the transfer program for digital and physical records at the Public Record Melbourne Zoo and You: 150 Years is an online story that brings Office Victoria. together images from the collections of Public Record Office t
Cathy Meynell-James: presented a session on Doing business with government Victoria, State Library of Victoria and Melbourne Zoo. The departments – how archives can establish trust and build relationships. online story is featured on Culture Victoria’s website at: t

Andrew Waugh: was a joint keynote speaker on the second day with Michael Carden http://www.cv.vic.gov.au/stories/melbourne-zoo-and-you- from the National Archives of Australia. The topic of their talk was Digital Archives, 150-years Digital Preservation – Now and the future and covered the lessons learnt with the Victorian Electronic Records Strategy. Andrew Waugh was also a presenter at a Workshop on Australasian approaches to Digital Preservation – Australasian Digital Recordkeeping Initiative. L-R Arthur Dallas, Manager Laverton, Land Victoria, Justine Heazlewood, Director, Public Record Office Victoria, and Chris McRae, Registrar of Titles, Land Victoria

2013 Sir Rupert Hamer Records Transfer of 3.8 million paper land Management Awards titles to Public Record Office Victoria The Sir Rupert Hamer Records Management Awards are held annually In 2012 Land Victoria commenced the transfer of 3.8 million by Public Record Office Victoria in collaboration with the Public Records paper land titles to Public Record Office Victoria. The transfer Advisory Council. The Awards seek to highlight the importance of good includes mining leases, crown leases and freehold titles, recordkeeping in ensuring the accountability of government and the dating from 1863 to 2002. This transfer is one of the largest efficient operation of public administration in the state of Victoria. The in our history, with the records set to occupy 2.5km of Public Awards recognise excellence and innovation in records management. Orphan orang-utans Bono and Suma (8850P1unit48) Record Office Victoria’s storage space. This year the Awards were held on 16 May 2013 at Queen’s Hall, Due to the scale of project, the transfer has been managed in Parliament House with approximately 140 guests in attendance from stages over a three year period. In October 2012 a third of the across Victorian Government, the records management sector and records (which is equal to 647 linear metres) were transferred archival communities. to Public Record Office Victoria to coincide with the 150th anniversary of the Torrens System. The remaining two thirds of The Awards ceremony was hosted by Justine Heazlewood, Director of Sir Rupert HamerRecords Management Awards the records will be transferred into our custody in 2013 and 2014. Public Record Office Victoria and Keeper of Public Records. The keynote winners for 2013 with Justine Heazlewood, Director A launch was held on 2 October 2012 to celebrate the transfer Public Record Office Victoria speaker was Grantly Mailes, Victoria’s first Chief Technology Advocate and the Deputy Secretary for the Innovation and Technology Division of the of the first title into Public Record Office Victoria custody, Department of State Development, Business and Innovation. with the Registrar of Titles, Chris McRae, and the Director and Keeper of Public Records, Justine Heazlewood in attendance. The event showcased a number of projects that highlight the importance of good recordkeeping. Many projects this year focussed on the This transfer involved many hours of meticulous planning, digitisation of records. effective use of resources and a collaborative working relationship between the staff of Land Victoria and Public We are grateful to Records and Information Management Professionals Record Office Victoria. This transfer was also awarded the Australasia who provided support to the awards. Most Valuable Transfer to Public Record Office Victoria at the More information about the Sir Rupert Hamer Records Management 2012 Sir Rupert Hamer Records Management Awards. Awards can be found at http://prov.vic.gov.au/government/sir-rupert- hamer-awards. For a list of Award winners, please see Appendix 6. HIGHLIGHTS 2012–2013 18–19

The Victorian Archives Centre Assists Stefanie Petrik, Volunteer, L-R Justine Heazlewood, Director, Public Record Office Victoria, Edward the Lost Dogs Home Public Record Office Victoria O’Donohue, MLC and Sebastian Gurciullo, Curator, Victoria: On Record.

Public Record Office Victoria Review of the Volunteers Program Open Day and Victoria: On Record During 2012-2013, Public Record Office Victoria progressed all of the recommendations of its 2011 Strategic Review of the Volunteer Program. This has resulted in some wide-ranging changes to the program, which has Exhibition Launch 20 April 2013 been welcomed both by Public Record Office Victoria staff and the volunteer group. Highlights included: To celebrate Public Record Office Victoria’s 40th anniversary, t
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WPMVOUFFST resource for social and historical research, as a safeguard of the rights and entitlements of all Victorians, and as part of the The gradual implementation of the recommendations of 2011’s strategic review of the program has seen framework of accountable government in the State of Victoria. our enthusiastic volunteers involved in a wide range of new projects. Some volunteers have also been representatives on the Volunteer Consultative Committee. This year 117 volunteers contributed a total of 20,427 The Open Day attracted nearly 500 people, making it a huge hours. This figure is the highest number of hours ever contributed by the Volunteer Program. success that exceeded expectations. Most of the seminars and tours held on the day were fully booked out, making it In 2012-2013, volunteers continued projects such as the processing of land selection files of the Department likely that the event will be repeated on an annual basis. The of Crown Lands and Survey and criminal trial briefs of the Office of the Public Prosecutor; indexing registers day’s program included tours of the Victorian Archives Centre Some residents of the Lost Dogs Home in North Melbourne receive a donation of of male prisoners, working on the Koorie Index of Names project and digitising plans of pastoral runs from the building in North Melbourne and the new exhibition Victoria: shredded paper from Public Record Office Victoria. Historic Plan Collection. On Record seminars featuring treasures from the Public Completed projects included the processing and listing of over 6,000 Public Building Plans and 2,000 maps Record Office Victoria collection, practical presentations The STEPS Environment Committee was established under and plans in the State Coal Mine collection. Significant progress was also made on the processing of the 7,000 on digitising and caring for collections, and workshops on the Public Record Office Victoria Environmental Sustainability items in the Gas and Fuel Corporation collection. researching family history. Program. STEPS is a voluntary committee made up of staff One of the highlights for the Volunteer Program this year has been the completion of the Outward Passenger and Victorian Archives Centre tenants who meet regularly Lists project. This project first commenced in 1989 and has seen over 3.85 million passengers’ names being to develop and implement behaviour change campaigns indexed. focussing on reducing resource use in the office and the home. STEPS campaigns focus on reducing waste and Volunteers also manage Public Record Office Victoria’s in-house technical library and provide tours of Public improving disposal practices and promoting sustainable Record Office Victoria’s North Melbourne repository to the public. transport to and from work. STEPS also organise and promote other events and activities aimed at raising awareness of environmental issues, such as Ride to Work Day. This year STEPS have found a novel way to reuse shredded paper. Every six weeks, STEPS volunteers take our shredded paper, along with old newspaper, to the Lost Dogs Home in North Melbourne for the dogs to use as bedding while waiting for new homes. “Very helpful instructions on using Microfilm Machine” HIGHLIGHTS 2012–2013 20–21

The Hon Heidi Victoria, Minister for the Arts, presents Public Record Office Rachel Freeman-Robinson, Victoria’s Tracey Manallack with a Volunteer, Public Record High Commendation for the Victorian Office Victoria Community History Awards.

Volunteers Achievements of staff

Barb Addie Graeme Dawson Judy Johnston Neil Morris Jennifer Smith AWARDS Yelena Ashlapova Genevieve Day Lee Johnston Chris Nichols Robbie Stockfield The work of Public Record Office Victoria staff and volunteers was recognised with several awards in 2012–2013: Graham Bence Ahn Dinh Anne Jones Neil Paddle Jody Taylor Judy Bennett Greta Diskin Irene Kearsey Rosalie Palmer Keith Thomas The Arts Portfolio Leadership Awards 2012 Fay Beslee Brian Dixon Betty Keay Kevin Parker Andrew Thomson The Arts Portfolio Leadership Awards recognise excellence across the Victorian Government arts agencies and cover a wide range of categories from excellence in public programs through John Bolt Cathy Dodson Emily Keppel Geoffrey Paterson Gail Thornthwaite to business improvement, to leadership in disability access. Ian Braybrook John Drury John Killian Stefanie Petrik Shirley Turner This year Public Record Office Victoria was the recipient of the following awards: Elizabeth Brown Constance Eastwood Andrew Margaret Pope Judith Vardy Knopfilmacher Leadership in Community: High Commendation Stevie Brownsea Angela Eaton Pat Porigneaux Maxine Wagerman Shirley Krumnow Project: Victorian Community History Awards Liz Buckle Gavin Faichney Eileen Porter Dawn Walduck Maree Langley The Victorian Community History Awards are delivered annually by Public Record Office Sonya Cameron Rosalind Faichney Yvonne Pratt Ken Walduck Victoria, in partnership with the Royal Historical Society of Victoria. They recognise people Val Latimer Graeme Cardillo Anne Field Jenny Quijano Gemma Walsh and projects that preserve, share and contribute to the development and appreciation of Gordon Lee the history of Victoria. They are targeted at a diverse range of organisations and individuals Dianne Carmody Rachel Freeman- Cathy Rankin John Waugh including historical societies, museums and associations, school aged students, multicultural Robinson Jill Mack Alyssa Chan Liz Raven Pam Weller and tourism organisations and Friends groups. These awards are of critical importance in Claudia Gaitan John MacKinnon recognising, supporting and encouraging the work of community history groups and the Julie Chippindall Dianne Reilly Sandra Williams individuals who preserve, share and contribute to the development and appreciation of the Shirley Goldsworthy Sue Maclellan Keng Chong Jon Rennison Margaret Wright history of Victoria. Leanne Goss Catherine Mahoney Ahnya Chuah Sue Rickard Denise Young The Public Record Office Victoria’s Volunteer Program was presented with a certificate Wendy Griffin Beryl Mainon Jill Cilia Dawn Riddel acknowledging the completion of the Passenger List Indexing Project Bernadette Griffiths Anna-Maree Kim Clayton-Greene Norman Roberts Since the late 1980s, volunteers have been compiling an index to lists of passengers arriving Malmgren Claudia Guli and departing Victoria by ship. The period covered is 1852 to 1924, representing all lists of Beth Codling Neil Robinson Tim Marriott overseas passengers held in the Public Record Office Victoria collection. Without the index, Andrea Gurciullo Cheryl Cox Maggie Robinson researchers tracking an individual would face a near-impossible task: finding a single name Millicent Marsh Sara Hardy amongst thousands of pages of lists. After an estimated 300,000 hours of work, taking almost Laurice Cross Marie Rogers Leonie Marshall twenty years and involving 300 volunteers, this mammoth project is now complete. The Helen Hargraves Edmèe Cudmore Silvia Rondoni process has been painstaking, involving careful transcription and checking of difficult to read Judy Mason Ian Hazewinkel nineteenth century handwriting and the capture of this electronically. This massive index John Cudmore Helen Rowe Alice McCue containing 4.5 million names is now available to researchers and the public via Public Walter Heare Record Office Victoria’s website, where it is already being very heavily used. Geoff Currey Lynne Shann Steven McMillan Joy Herman Gordon Dadswell Rosemary Simpson Maureen Molloy Di Hughes “Nothing was a Sue Dawson Dot Skewes Vicki Montgomery Lee Johns problem to the staff, help was given freely.” HIGHLIGHTS 2012–2013 22–23

VPRS 12800/P1 H2232 Flemington Racecource c.1900 Professional Committees Aside from their roles at Public Record Office Victoria, a number of staff made a significant contribution to their professions through membership of committees during 2012–13: Tsari Anderson: Editorial board member, Asa Letourneau: member, UNESCO Circa: the journal of professional historians. Australian Memory of the World Committee as a State Liaison Officer for Victoria. Lauren Bourke: member, City of Ballarat Heritage Advisory Committee; member, Tracey Manallack: member, Victorian Ballarat Collections Network; member, Community Heritage Collections Network; Victorian Community Heritage Collections member, Geelong Heritage Centre Advisory Network; member, Bendigo Regional Archives Committee; member, Bendigo Regional Centre Operations Committee. Archives Centre Operations Committee. Antony Collins: member, Facility Julie McCormack: Australasian Digital Management Association of Australia. Recordkeeping Initiative Disposal Project Working Group; member, Cabinet Records Museums Australia 2012 National Conference Charlie Farrugia: member, Victorian Conference and Seminar Working Group; member, Department of Adelaide, September 2012 Association of Family History Organisations; Human Services Records Management member, Geographic Place Names Advisory Presentations Lisa Fletcher: On yer Bike: Taking Collections to the Streets Working Group; member, Council of Panel; member, ANZAC Commemorative Australian Archives and Records Authorities In addition to Public Record Office Victoria’s formal seminar Records and Information Officer’s Forum, Liquid Learning Naming Pilot Project; member, Arts Agency National Bodies Working Group; chair. programs, noted in the operations section of this report, staff Melbourne, February 2013 Collections Working Group. expertise and knowledge are shared through presentations Allison Hunter: Standards and Policy Update: Helping records Alison McNulty: chair, Council of at various conferences and seminars. In 2012–2013 these Sebastian Gurciullo: general editor, Archives managers get a seat at the decision makers’ table Australasian Archives and Records included: and Manuscripts and chair, Archives and Authorities National Bodies Working Group; What’s in a Name? Manuscripts Editorial Board, webmaster, member, Local Government Storage and Community Outreach Workshops Committee of the Section on Literary and International Council of Archives Congress Digitisation Project Executive Committee; Artistic Archives of the International Council Canberra, August 2012 Stratford, February 2013 member, Who Am I? Advisory Group. on Archives. Editor and chair Provenance. Lauren Bourke: Engaging Local Communities: Public Record Pam Enting and Genine Riley: Interpretation: revealing the Genine Riley: secretary of the History Council Office Victoria’s Programs stories of your collections Graeme Hairsine: Institute of Public of Victoria. Bacchus Marsh, March 2013 Administration Australia (Victoria); member, David Brown: presented a poster session on Victorian Pam Enting and Genine Riley: Interpretation: revealing the ICT Community of Practice; member, Victorian Andrew Waugh: member, Standards Electronic Records Strategy: Managing Electronic Records for stories of your collections Government Chief Information Officers Australia, Records and Document the Long Term: An assessment of 15 years implementation. Council; member. Management Systems Committee (IT-21) Justine Heazlewood: Justine was a member of a panel Museums Australia (Victoria) State Conference 2013: Subcommittee on Recordkeeping Metadata. presentation on Open Government, right to information and Reinventing Museums: Collaborate, Innovate & Transform Justine Heazlewood: member, Council recordkeeping: Interdependencies and Interconnections. of Australasian Archives and Records Daniel Wilksch: President of the Branch Geelong, April 2013 Authorities; chair, Australasian Digital Committee of Museums Australia (Victoria). Alison McNulty and Julie McCormack: presented a session Graeme Hairsine: Sustainability at Public Record Office Victoria Recordkeeping Initiative; member, Institute on Reviewing and redesigning the transfer program for digital Rebecca Young: coordinator, Australasian National Archives of Australia, Future of Access Seminar of Public Administration Australia Internal and physical records at the Public Record Office Victoria. Digital Recordkeeping Initiative. Canberra, May 2013 Communications Community of Collections Cathy Meynell-James: presented a session on Doing Graham McCusker: The ANDS Government Archives Committee, State Library of Victoria; business with government departments - how archives can Metadata Project member, International Council of Archives establish trust and build relationships. Asa Letourneau: The PROV Wiki Congress Committee 2012; member, Andrew Waugh: was a joint keynote speaker on the second Standards Australia, Records and Document day with Michael Carden from the National Archives of Victorian Association of Family History Organisations, Management Systems Committee (IT-21); Australia. The topic of their talk was Digital Archives, Digital Eighth Victorian State Family History Conference Under the member, Monash University, Centre for Preservation – Now and the future and covered the lessons Southern Cross: A Goldfields Experience Organisational and Social Informatics learnt with the Victorian Electronic Records Strategy. Ballarat, May 2013 Advisory Board. Andrew Waugh was also a presenter at a Workshop on Charlie Farrugia: Inquest Records at Public Record Office Victoria Allison Hunter: secretary for the Victorian Australasian approaches to Digital Preservation - Australasian Branch of Records and Information Digital Recordkeeping Initiative. Published works Management Professionals Australasia; member, Department of Human Services Legalwise Seminars A Body of Knowledge Funded Organisations Records Working Cloud Computing: Security, Privacy and Confidentiality 2012 Group; member. Melbourne, August 2012 Stephanie Faulkner: The Melbourne Hospital Christopher Wallace and Allison Hunter: Cloud Computing for the Record People and Places – a pictorial glimpse of The Melbourne Chartered Professional Accountants Community of Practice Hospital Melbourne, August 2012 2012 Graeme Hairsine: Cloud Computing, Privacy and Records: Stephanie Faulkner: Contributor less fog, more silver lining OUTPUT MEASURES 2012–2013 24–25

Output: Records Quantity 2011–12 2011–122011–12 2012–13 2012–13 AActualctual Target Actual Retention and disposal projects undertaken1 9 10 14 Public Record Office Victoria records transferred2 2,1542,154 1000 2103 Digital records preserved3 197,793197,793 150,000 178,278 Significant VERS Strategy projects complete n naa 5 5 Numbers of participants undertaking records management training4 na na 439

Quality % Collection stored to industry standard 99 100 97 % Client satisfaction (agency) 8484 90 97

Output: Access Quantity 202011–1211–12 2012–13 2012–13 ActuaActuall Target Actual Visitors5 154,333154,333 140,000 98,683 Online visitors6 966,123966,123 825,000 942,478 Volunteer hours7 118,3358,335 18,500 20,427

Quality % Visitors satisfied with visit (public) 96 90% 97%

Timeliness % Records issued within specific timeframes 95 95% 95%

1 The figure is greater than forecast as there were projects completed ahead of schedule and there were RDA projects undertaken for newly established agencies following Machinery of Government changes. 2 The 2012–13 Actual result is higher than the 2012–13 Target as a greater number of transfers than expected was completed by relevant agencies. In addition, procedural delays to some transfers have been resolved which has contributed to an increased completion rate. The 2013–14 Target has been increased to reflect this. 3 The 2012–13 Actual result is higher than the 2012–13 Target due to technical improvements and changes in system processes, which have increased digital record preservation capacity. 4 This measure was introduced in 2012–13. 5 The actual result for 2012–13 is lower than predicted. Four high profile travelling exhibitions have been retired during the year and therefore numbers attending exhibitions did not meet expectations. 6 The 2012–13 Actual Result is higher than the 2012–13 Target due to an increase in the availability of the Public Record Office Victoria’s online digitised records. The 2013–14 Target has been increased to reflect this. 7 During 2012-13 Public Record Office Victoria initiated a variety of new projects which have attracted a large number of new volunteers. This resulted in both new and existing volunteers contributing more hours.

VPRS 13544/P0021–000002–003 STRATEGIC INITIATIVES 2012–2013 26–27

Enhance Public Record Office Expand Public Record Office Victoria’s Standards Victoria’s Policy Framework Recordkeeping standards and associated specifications and How Government works and interacts with Victorians has guidelines are documents that set the benchmark for the changed over the years from centralised service in one location creation, management, and disposal of records in Victorian to a more decentralised, interactive, web-based service. These agencies. changes create significant policy issues concerning how agencies create, manage and dispose of records. These documents enhance the level of legitimacy and transparency of decision making within the Victorian In response to these changes, Public Record Office Victoria Government and ensure government agencies are able to undertook a number of initiatives in 2012-13: operate effectively and strategically. t
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In 2012–2013 Public Record Office Victoria commenced implications of social media. Based on the feedback reviewing and updating the standards and associated provided from the issues paper on social media published VPRS 4371/P0 Unit 1 Long Tunnel Miners Walhalla documents to ensure they remain relevant to Victorian last year, this policy paper provides principles for making Government agencies. decisions and implementing actions about social media and recordkeeping. In particular, the paper clarifies when The Strategic Management suite of products was the first and what information should be captured about those under review. Key stakeholders were consulted for comments records. Remodel the Transfer Service Refresh VERS on the practicality, useability, relevance and consistency of the products. The review also provided an opportunity to identify t
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The second year of a two-year program to remodel Public In 2011–2012, Public Record Office Victoria’s Government any emerging policy, technological or operational gaps. on the recordkeeping implications of cloud computing. Record Office Victoria’s Transfer Service was completed in Services team conducted a major review of the Victorian This policy paper was developed following feedback Overall the feedback following this review was positive and 2012-2013. This program was introduced following the review Electronic Records Strategy (VERS). The review resulted in a provided from the issues paper on cloud computing identified two key areas of interest to the Public Record Office of Public Record Office Victoria’s transfer approach and number of significant changes to the strategy and its context. published last year. These documents provide guidance Victoria. These are on implementation and scalability of processes. One year on and the VERS Refresh has now been embedded on recordkeeping decisions made by agencies when into current practice at Public Record Office Victoria. standards. Our transfer service now delivers on tasks across ten different using cloud computing in their operations. These activity streams to meet the 59 recommendations for change Some notable benefits which have come about following the All of the standards, specifications and guidelines are on documents highlight the importance for agencies to which were made during the review process and supported refresh of VERS include: Public Record Office Victoria’s website at www.prov.vic.gov.au/ ensure associated risks are effectively mitigated, ensure by Public Record Office Victoria’s Executive team. government/standards-and-policy. relevant legislation is complied with and any service t
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Throughout 2012–2013 the Government Services team have in agency custody and begin building a profile of worked to develop a program of work to tackle the changes permanent value record holdings across the State of to VERS. Several significant projects have commenced, Victoria. all of which promise to greatly enhance the electronic recordkeeping of the Victorian Government.

“The staff were amazing. Most helpful Government Department I have dealt with.” STRATEGIC INITIATIVES 2012–2013 28–29

VICTORIAN COMMUNITY HISTORY AWARDS Established in 1997 the Victorian Community History Awards recognise and celebrate the contribution of people and projects that preserve and share Victoria’s history. Awards are presented over eight categories with the highest award the Victorian Community History Award with a prize of $5000 being judged as the most outstanding history project submitted. The Victorian Community History Award 2012 was won by The Art of Being Melbourne a publication written by Maree Coote. The book provides a compelling history of the visual imaginings of Melbourne, from artists ranging from early colonists to contemporary artistic responses. Justine Heazlewood, Director, Public Record Office Victoria and Muriel Bamblett, Chief Executive Officer of The Victorian Aboriginal Over 160 entries were received, and winners in other categories Child Care Agency sign a Partnership Agreement. included a walking guide to Victoria’s goldfields, a DVD documentary on the construction of the Great Ocean Road, and a database and online resource kit detailing the history of the Coranderrk Aboriginal Station in the Yarra Valley. The inaugural PUBLIC RECORD OFFICE VICTORIA SIGNS PARTNERSHIP Young Historians Award was won by a Year 10 student essay, Build Collection Support AGREEMENT WITH LINK-UP VICTORIA New Horizons: Post-War Migration to Australia. In 2012–2013 Public Record Office Victoria On 20 June 2013 Public Record Office Victoria and Link Up Victorian Community History Awards are managed by Public continued to build support for its collection Victoria (under the auspices of The Victorian Aboriginal Child Record Office Victoria in partnership with the Royal Historical Care Agency) signed a Partnership Agreement. The agreement Society of Victoria. A full list of Award winners is available on through funded programs, grants training cements the commitment of both organisations to work www.prov.vic.gov.au or www.historyvictoria.org.au. and recognising successful projects through together to ensure the needs of the Stolen Generations are met. the Victorian Community History Awards. The partnership details how the two organisations will come together to provide services to any Aboriginal or Torres Straight LOCAL HISTORY GRANTS Islander person or their family members, who were removed, fostered, adopted or placed in an institution and who wishes to The 2012 Local History Grants recipients were announced by trace and be reunited with their family and culture. The Hon Heidi Victoria MP, Minister for the Arts on 6 June 2013. This year 63 community groups have been awarded funding Records held within the State archives relating to the removal totalling almost $350,000. This money supports a range of of children from their families are vital resources for Aboriginal valuable projects including oral history recordings and books, people seeking to make these links. Public Record Office digitising and multimedia projects, the creation of heritage Victoria has an ongoing commitment to removing barriers and trails and exhibitions and the creation of a mobile device improving access to these records within our collection. application. Under the new agreement, Aboriginal people undertaking this These projects aim to record, preserve and share local stories research will access to the following support through Link-Up and collections and make them relevant and accessible to Victoria and Public Record Office Victoria’s Koorie Records future generations. These projects are being undertaken by Unit: groups such as community museums, historical societies, t
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Record Office Victoria. A full list of grant recipients is available counselling, and other healing programs. on our website: www.prov.vic.gov.au. Link-Up and Public Record Office Victoria have also committed to working together to address any issues in providing access to records, as well as promoting awareness of each other’s services.

Victorian Community History Award winners for 2012 and Justine Heazlewood, Director, Public Record Office Victoria

“Helpful staff (in “PROV staff are many instances pleasant and going beyond call welcoming and have of duty). Willingness plenty of knowledge to fix any problem” to resources.” STRATEGIC INITIATIVES 2012–2013 30–31

RECORDS ISSUED

70,000

60,000

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40,000 Number of records Promote Collection Usage 30,000 20,000 Throughout 2012–2013 Public Record Office Victoria continued to increase awareness of and promote public access to 10,000 its collection. Public Record Office Victoria’s Collection Year Management Strategy is now a year old and many of the 2006/07 2007/08 2008/09 2009/10 2010/11 2011/12 2012/13 activities identified as part of this strategy have now been implemented. This strategy sets the direction and goals for the management of Public Record Office Victoria’s $258m Government users collection. Public users Significant tasks completed this year included completing a great deal of work to resolve legacy data issues, developing a range of policies and procedures and undertaking an assessment of Collection Management practices against the mandatory Storage Standard. Improved data was generated for 525 series in the collection, including 192 detailed item Record of the Month, March 2013 2009 Victorian Bushfire Royal descriptions. Commission – VPRS 16295 - P4, Unit 1 Many outreach and promotional activities were also undertaken VISITORS TO READING ROOMS this year. The most notable example is the very successful Open Day, which attracted over 500 participants. This event READING ROOMS AND RECORD RETRIEVALS 25,000 introduced many new users to the Public Record Office Public Record Office Victoria operates two public reading Victoria collection and services. The collection was extensively rooms: one at the Victorian Archives Centre in North Melbourne 20,000 promoted through various social media channels including the and the other at the Ballarat Archives Centre in Ballarat. PROV wiki, blog, twitter and Facebook. During 2012-13, 13,630 visitors visited various Reading Rooms 15,000

Our Exhibition Programme continues to be used as one of to view Public Record Office Victoria records, 43,062 records Number of visitors our primary tools to promote Public Record Office Victoria’s where issued to visitors and another 10,549 were issued to 10,000 collection to the public. This year a number of exhibitions Government Agencies and for internal Public Record Office were held in the Victorian Archives Centre Foyer, an exhibition Victoria use. delivered to the Old Treasury Building and touring exhibitions 5,000 travelled throughout Victoria and Canberra. Our Reading Room staff delivered a number of information sessions to the public on how to use the Public Record Office Year We have also continued to make strides to encourage the Victoria catalogue, the collection and sessions focusing on 2006/07 2007/08 2008/09 2009/10 2010/11 2011/12 2012/13 public to use our collection online. This year a Digitisation specific parts of the collection. Reading Room staff also Strategy and an Education Strategy were developed and highlighted parts of the collection through our Record of the Geelong Heritage Centre implementation has now commenced. A number of digitisation Month and Showcased records. These records were available in projects were also completed and contractual and planning the Reading Room and online. Bendigo Regional Archives Centre arrangements were made for the commencement of large scale projects in 2013-14. As part of a multi-year program to Ballarat Archives Centre redevelop Public Record Office Victoria’s online presence, a usability study was completed and a new website design is also Victorian Archives Centre near completion. This year a range of Koorie Community Projects were undertaken to reduce the barriers for indigenous people in accessing government records.

“Staff willing to help, answer questions – no matter how trivial. Centre meets my needs as an amateur researcher” STRATEGIC INITIATIVES 2012–2013 32–33

DIGITISATION PROGRAM VICTORIAN ARCHIVES CENTRE EXHIBITION SPACE VICTORIA: ON RECORD In 2012-13 we undertook a considerable variety of internal and The Victorian Archives Centre gallery played host to To celebrate the 40th anniversary of Public Record Office partnership digitising projects. a number of touring exhibitions throughout 2012–2013. Victoria, we presented the exhibition Victoria: On Record which Exhibitions included: showcases the breadth of our collection and invites audiences Projects included: to learn more about who we are; what we collect; why we t
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collect it; and who we collect it for. The exhibition was launched GRAND VISIONS – CENTENARY OF THE CAPITAL PLAN funded through the R E Ross Trust, to digitise the inwards by Parliamentary Secretary, Mr Edward O’Donohue MLC who correspondence of Charles La Trobe during his time as This exhibition was developed by the National Capital Authority, was representing the Minister for the Arts, the Hon Heidi Superintendent of the early settlements. in partnership with the Parliament of Australia to celebrate Victoria MP as part of Public Record Office Victoria’s Open Day the 100th anniversary of the announcement of the plan for celebrations. t
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exhibition also featured several records from Walter Burley digitised by volunteers from the Genealogical Society of Griffin which were loaned from Public Record Office Victoria’s Public Record Office Victoria currently has three touring Utah up to 1925. collection. exhibitions representing stories from across Victoria which are free to loan to community organisations around the state. t
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Exhibitions include We Saw the Queen, Victorians at Work: number of records collections currently only available to Photographs from the State Archives and Footprints: the journey the public on microform through our Reading Rooms. Unveiling the Leunig tram 1986 VPRS 1260 P0005-000001 of Lucy and Percy Pepper. Records that are now digitised and available through our online catalogue include very early Port Phillip PUBLIC RECORD OFFICE VICTORIA EXHIBITIONS AT THE This year, one of Public Record Office Victoria’s touring correspondence from William Lonsdale, the Police OLD TREASURY BUILDING exhibitions left Victoria and was displayed in Canberra. Magistrate; notifications of the pardons of ‘exiles’ or Now in the forth year of our partnership with the Old Treasury More than 150 people attended various events for Footprints: convicts who were transported, then freed; and a set of Building, Public Record Office Victoria has been presenting The Journey of Lucy and Percy Pepper which was on display maps that assist people trying to identify survey plans a number of exciting exhibitions that highlight the State at the National Archives of Australia, Canberra, as part of from the extensive Melbourne Metropolitan Board of collection of interest to a range of visitors with a focus on Reconciliation Week. Three events were held during the day Works Collection. Melbourne. This year’s Trams: Moving Pictures has been a including a public talk, staff talk and exhibition launch with resounding success with the exhibition being extended until 27 special guests, Pastor Ossie Cruise, the grandson of Lucy t
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and Percy Pepper, and Aunty Agnes Shea, who conducted Victoria’s website of open volumes of the Central Register October 2013 to participate in the 2013 Melbourne Festival. the Welcome to Country. One member of the family (a great- of Male Prisoners, which was digitised by Public Record The exhibition showcases one of Melbourne’s most famous grandson) brought the scarf Percy Pepper purchased in Office Victoria staff and indexed by volunteers. icons, the tram, exploring the history, style and featuring France in 1918 to the opening and lent it to the Archives for the painted trams by artists participating in the Transporting Art t
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exhibition. National Archive Australia displayed this along with Project. Artists including Howard Arkley, Mirka Mora, Clifton Wards of the State in Victoria. These volumes, digitised Justine Heazlewood, Director Public Record Office Victoria, Justice Marilyn six original pages from the defence service records of Percy from microfilm and indexed by Public Record Office Pugh, Lin Onus, Michael Leunig and Reg Mombassa, along Warren, Chief Justice of Victoria and Lieutenant Governor of Victoria and Pepper and his brother-in-law, Harry Thorpe, in display cases to Victoria volunteers are an invaluable early record of the with members from his band ‘Mental as Anything’, to each Joanne Boyde, curator. supplement the Public Record Office exhibition. names and circumstances of children under State care. present a design concept for an art tram. The artists were given three weeks to hand-paint a tram and a total of 36 trams were t
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painted at the Preston tram workshop. REDMOND BARRY BICENTENNIAL collection, concentrating on our collection of early In February 2013 the Supreme Court of Victoria, in partnership Pastoral Run plans. Visitors to the exhibition enter through the doors of a replica tram, and experience the sights, sounds and history of with Public Record Office Victoria, developed an exhibition To support these projects we invested in the standardisation and Melbourne’s trams. on the life of Sir Redmond Barry, the founding judge of upgrade of our internal digitisation workstations to better support the Supreme Court. Titled Redmond Barry Bicentennial, the staff and volunteers who have been undertaking this work. Exhibitions at the Old Treasury Building contribute to Public exhibition explores Sir Redmond Barry’s personal life, his work Record Office Victoria’s vision of promoting collection usage with Aboriginal people and his life-long passion for arts and These projects have only been possible through the generosity through displaying some the breadth and depth of the culture. Drawing on archival documents and objects from the of individuals and groups who have volunteered to help collections fascinating documents which are not normally Supreme Court of Victoria, Public Record Office Victoria and maintain and disseminates the heritage of all Victorians. made available for public display. with items loaned from University of Melbourne Archives, the exhibition paid tribute to Sir Redmond’s Barry’s legacy and the contributions he made to the legal, social and cultural history of the State of Victoria. The exhibition was launched by Marilyn Warren, Chief Justice of Victoria and Lieutenant Governor of Victoria.

“Easy access, pleasant rooms and facilities, Public Record Office Victoria’s Daniel Wilksch, Manager, Online Services cafe on site, very helpful staff” STRATEGIC INITIATIVES 2012–2013 34–35

Public Record Office Victoria’s bike shed VPRS 14514/P1–6–1 encourages staff to leave their cars at home. It has been a very popular initiative.

Foster an Information 2010–11 2011–12 2012–13 Upgrade Public Record Office Management Culture Energy (megajoules per m 7) 752 761 835 Victoria’s Infrastructure Water (kilolitres per FTE 8 ) 21.6 15.6 34.6 Throughout 2012-2013 Public Record Office Victoria This year Public Record Office Victoria commenced a program has continued to develop and invest in our information Paper (reams per FTE) 10.2 9.2 6.8 to replace its air-conditioning chillers. The project is worth management capability. Waste (tonnes per FTE) 0.96 0.82 0.83 approximately $1.2m and will see all four chillers replaced over 2012-2013 saw Public Record Office Victoria embark on a a two year period. The new chillers use the latest technology 9 project part-funded by the Australian National Data Service Greenhouse gas emissions (tonnes CO2 ) 3510 3834 4067 and will result in savings of up to 40 percent of the electricity (ANDS). The ANDS project is designed to expose the key used to run them. The first chiller was replaced in March 2013 archival metadata used to describe our collection and allow it and resulted in immediate electricity savings. The Government Archives Metadata Project (the ANDS to be harvested by ANDS and other information aggregators. Project) has developed tools to increase the discovery of public Embed Sustainability Public Record Office Victoria has also installed variable speed Public Record Office Victoria is also implementing a tool records by exposing archival metadata on the Australian A key objective of Public Record Office Victoria’s three year drives on air handling units throughout the Victorian Archives developed by the State Records Office of Western Australia Research Data Commons. Public Record Office Victoria is corporate plan has been to place the Victorian Archives Centre building. We don’t expect electricity savings as a result which will introduce the capacity to collaboratively develop leading the project and will be publishing the solution and its Centre at the forefront of the government’s commitment to of this until the end of August 2013. We expect that the payback retention and disposal authorisation online. This tool will supporting documentation early in 2013-2014. To encourage environmental sustainability. Public Record Office Victoria period for this project will be 1.2 years and it will provide capture a great deal of existing intellectual property in our implementation and enhancement by the wider archival remains committed to continually reducing its carbon savings in electricity usage and reduce carbon emissions for organisation and facilitate a more efficient and effective community the solution will be published on an open source footprint by monitoring and improving the way the Victorian many years to come. Retention and Disposal Authority creation and approval platform. Public Record Office Victoria and State Records New Archives Centre operates. Public Record Office VIctoria is also To encourage the use of bicycles at Public Record Office mechanism for the Victorian public sector. South Wales have now provided metadata to the Australian committed to ensuring that all staff, volunteers and contractors Victoria a secure bike shed has been provided on site. The shed National Data Service (ANDS). Public Record Office Victoria are aware of this commitment. We have undertaken workshops through the year to better holds over 40 bikes and has electronic security. using the tools to provide metadata on over 14,000 record understand how our existing information assets can be used Public Record Office Victoria is now in the second year of its series. In addition to increasing the exposure of Victorian to provide information online to researchers and government two year Environmental Strategy which spans 2011-2012 and records, the work we are doing in this area will create links and users. This will inform the design of our new online presence, to 2012-2013. The Strategy has built on the success of Public relationships between records from diverse sources, providing be progressively implemented over the next few years. Record Office Victoria’s previous Environmental Program by researchers access to a richer and more comprehensive outlining all areas of environmental impact and focusing on resource. areas that need improvement.. The solution installed and developed at Public Record Office The objectives of the Environmental Strategy are: Victoria is designed to provide a platform that can be further enhanced to enable harvesting by other Web based data or t
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government records. To complement the Environmental Strategy and ensure targets are met throughout the year, an annual Environmental Action Plan was implemented last year. Public Record Office Victoria 7 The increase in energy consumption was a result of has further streamlined its reporting processes by incorporating improvements in the accuracy of temperature and humidity this into the annual corporate and strategic planning and measurements in the Repository, which required Public Record reporting framework. Office Victoria to increase mechanical plant operations resulting in a rise in energy usage.

8 The increase in water use was due to a leak which has now been fixed.

9 CO2 is up due to the increase in energy use VPRS 3457/P1–101 STRATEGIC INITIATIVES 2012–2013 36–3737

Build Organisational Capacity Internal human resources related policies and procedures were reviewed this year to ensure compliance with the Victorian Throughout 2012-13, Public Record Office Victoria has Public Service Workplace Determination 2012. continued to focus on attracting, engaging, developing and The Disability Action Plan Committee has been reinvigorated retaining high quality staff. Public Record Office Victoria has in 2013 and a new plan was drafted, demonstrating Public reviewed its participation in the Department of Premier and Record Office Victoria’s commitment to providing those with Cabinet summer internship program and continues to offer this disabilities greater access to our collection. program to motivated individuals wishing to gain experience in the public service. Public Record Office Victoria has renewed its commitment to providing greater access to its unique collection to Culturally Public Record Office Victoria is committed to offering best and Linguistically Diverse Communities (CALD) via its new practice health and safety programs. The active health and CALD plan. safety committee utilised the Whole of Government ‘Leading the Way’ resource to guide a self assessment of our health and There is a continued commitment to growing Aboriginal safety maturity. Public Record Office Victoria was assessed as Employment at Public Record Office Victoria demonstrated by a Health and Safety Leader. There have also been a number the development of a three year Aboriginal Employment Plan to of important health and safety reviews completed this year, be implemented as part of the Public Record Office Victoria’s including a general ergonomic and manual handling review new Corporate Plan 2013-2014 – 2016-2017. This employment in addition to a review of Public Record Office Victoria’s plan aligns with the Karreeta Yirramboi: Victorian Aboriginal manual handling induction process. These initiatives have Public Sector Employment and Career Development Action been undertaken in the spirit of continuous improvement. Plan 2010-2015. Public Record Office Victoria’s Koori Records Unit has a unique opportunity to establish itself as an employer Public Record Office Victoria has also been proactive in of choice and entry point for indigenous people into the public its attempts to increase the physical activity of what is sector which will in turn assist the organisation in meeting its predominantly a sedentary workforce. The 10,000 steps obligations under the Karreeta Yirramboi program. program was launched with around two thirds of the organisation participating. There has also been an increased focus on mental health in the workplace via the Victoria Public Service Open Minds Network, the sourcing of mental health first aid officers and provision of a session on managing mental health in the workplace. Public Record Office Victoria is dedicated to maintaining a high level of communication with and engagement of its staff. PUBLIC RECORD OFFICE VICTORIA This year all staff members were invited to be involved in the 2013-2014 – 2016-2017 corporate planning process, enhancing capability in strategic planning across the organisation. As part of this corporate planning process, we reviewed our values. APPENDICES We decided to continue to align Public Record Office Victoria’s values with the Victorian Public Service Code of Conduct.

VPRS 14571/P1 APPENDICES 38–39

APPENDIX 1: ASSETS, FINANCIAL STATEMENT Staff profile APPENDIX 2: PUBLICATIONS AND STAFF PROFILE The following information relates to substantive roles at Public Record Office Victoria only. The information does not include Public Record Office Victoria produces a range of ASSETS fixed-term roles that are fully funded from temporary external publications including books, newsletters and journals and The assets include both community and operating assets in the funding sources such as grants. also webcasts. For a full list of current Public Record Office following four categories: Victoria see: www.prov.vic.gov.au/publications Hardcopy publications are also available from: Public Community assets Full Time Employees Total Female Male Record Office Victoria’s online shop which you can access These assets are the state’s archival collection. The collection Number of employees online: was re-valued in 2012-13 at $258.269m. Since that time there have www.prov.vic.gov.au/publications/products-page or At 30 June 2012 74 48 26 been asset additions at cost, bring the asset value to $258.278m. contact: At 30 June 2013 63 40 23 Building assets PUBLICATION SALES Number of staff members, Public Record Office Victoria Records repositories for storage of the state archives and the by position type PO Box 2100 North Melbourne VIC, 3051 state government’s non-current records are located at North Melbourne and Ballarat. The Victorian Archives Centre in North Executive 1 1 0 PUBLICATIONS 2012–13 Melbourne, including land, was re-valued in 2012-13 and is now Professional 59 36 23 valued at $59.9m. Public Record Office Victoria produced the following Administration 3 3 0 publications during 2012–2013: Motor vehicles Number of staff members, Newsletters and journals Public Record Office Victoria operates two vehicles: a sedan and by employment type a station wagon. Government Services Record: Permanent full-time 41 23 18 A quarterly e-newsletter of information and resources for Plant and operating equipment Permanent part-time 13 10 3 records management professionals. Operating assets are used for the upkeep of the physical and Fixed term 9 7 2 Koorie Records Unit Newsletter: digital repositories so public records can be stored safely and A biannual e-newsletter from Public Record Office Victoria’s made available for public inspection. Number of male & female Koorie Records Unit. directors & managers POD Newsletter: Financial Expenditure Director 1 1 0 A quarterly e-newsletter for the Places of Deposit (POD) 2011–2012 2012–2013 Managers 3 1 2 network. Operating $4,525,000 $4,216,752 Public Record Office Despatch: Full Time Employees Total Female Male Public Record Office Victoria’s monthly e-newsletter of Salary and on-costs $5,412,000 $5,512,839 events and activities. Number of employees Sub-total $9,937,000 $9,729,591 Provenance: The Journal of Public Record Office Victoria: At 30 June 2012 66.10 41.0 25.10 Capital 10 $1,070,000 $580,079 Public Record Office Victoria’s refereed scholarly journal, At 30 June 2013 57.2 34.9 22.3 published annually in October, latest issue published 2012, Depreciation $5,083,000 $3,989,233 issue 11, ISSN: 1832-2522. Number of staff members, by position type Capital Assets Charge $4,361,000 $4,452,000 PROVolunteers: Executive 1 1 0 Monthly news about the Volunteers Program at Public Total Expenditure $20,451,000 $18,750,903 Professional 53.8 31.5 22.3 Record Office Victoria.

Administration 2.4 2.4 0 Reading Room News: A bi-monthly update on Public Record Office Victoria’s Number of staff members, by employment type Reading Permanent full-time 41 23 18 10 Capital investment includes investment against the Public Record Permanent part-time 9.4 6.9 2.5 Office Victoria asset management plan. Fixed term 6.8 5 1.8 Number of male and female directors and managers Director 1 1 0 Managers 2.9 0.9 2

“Excellent facilities, helpful staff, simple to use system” APPENDICES 40–41

APPENDIX 3: ADVICE ISSUED APPENDIX 4: APPROVED PUBLIC RECORD OFFICE VICTORIA STORAGE SUPPLIERS (APROSS)

Section 12 of the Public Records Act requires the Keeper of Public Records to establish standards for the efficient management of public records and to assist public offices in the application of those standards to records under their control. The Act requires public APROSS sites are commercial facilities that have been inspected by Public offices to implement records management programs in accordance with the standards established by the Keeper. Record Office Victoria and approved for the storage of temporary and unsentenced public records. For a complete list of advice see http://prov.vic.gov.au/government/standards-and-policy/all-documents For a complete list of APROSS sites see http://www.prov.vic.gov.au/government/archival-supplies-and-storage ADVICE These assist Victorian government agencies with applying the standards and provide guidance on APROSS FACILITIES APPROVED IN 2012–2013 specific issues. Grace Records Management Advice Issued In 2012–2013 13 Caravan Street Wendouree Vic, 3355 NUMBER TITLE OF ADVICE ISSUE DATE EXPIRY DATE Phone: (03) 5339 2246 NA Social Media Policy 01/11/2012 01/11/2017 Grace Records Management NA Use of Back Up Technology to Archive Issues Paper 22/11/2012 NA 9 Ashley Street West Footscray Vic, 3012 NA Recordkeeping Implications of Cloud Computing 26/06/2013 26/06/2018 Phone: (03) 9680 0300 policy paper 1 Cloud Computing Decision Making Guideline 26/06/2013 26/06/2018 Grace Records Management 24 Industrial Place Breakwater Vic 3129 2 Cloud Computing Tools Guideline 26/06/2013 26/06/2018 Phone: (03) 5221 4505 1 What is a Public Record Fact Sheet 28/06/2013 NA www.gracerecords.com.au Carval Ltd – CARM 2 RETENTION AND DISPOSAL AUTHORITIES 4 Park Drive Bundoora Vic, 3083 Authorities issued in 2012–2013 Phone: (03) 9450 5528 www.caval.edu.au PROS TITLE OF AUTHORITY ISSUE DATE EXPIRY DATE 12/06 Retention and Disposal Authority for Records of the 03/12/2012 03/12/2022 REAPPOINTMENTS Water Industry Functions Carval Ltd – CARM 1 13/01 Retention and Disposal Authority for Records of the 30/04/2013 30/04/2023 4 Park Drive Bundoora Vic, 3083 Juries Commissioner’s Office Phone: (03) 9450 5528 www.caval.edu.au 13/02 Retention and Disposal Authority for Records of the 04/06/2013 04/06/2023 Emergency Services Telecommunications Authority Recall Information Management Pty Ltd 13/03 Retention and Disposal Authority for Records of the 12/06/2013 12/06/2023 451 Plummer Street Port Melbourne Vic, 3207 Adult Multicultural Education Services (AMES) 465 Plummer Street Port Melbourne Vic, 3207 13/04 Retention and Disposal Authority for Records of the 25/6/2013 25/6/2023 477 Plummer Street Port Melbourne Vic, 3207 Office of the Public Interest Monitor (PIM) Corner Kiewa Valley Highway & Baranduda Drive (Total Number of Authorities issued: 5) Baranduda Vic, 3691 8–10 Healey Road Dandenong Vic, 3175 582–600 Somerville Road Sunshine Vic, 3020 Variations to existing authorities issued in 2012-2013 PROS TITLE OF AUTHORITY ISSUE DATE EXPIRY DATE 00/02 Retention and Disposal Authority for Records of the 01/12/12 31/12/13 Department of Infrastructure - Variation 4 10/15 Retention and Disposal Authority for Records of Office 19/11/12 17/12/20 of Police Integrity - Variation 1 08/12 Retention and Disposal Authority for Records of 15/08/12 12/02/19 Child Protection and Family Services Functions - Variation 1 07/01 General Retention and Disposal Authority for Records 28/06/2013 23/04/2017 of Common Administrative Functions - Variation 2 (Total Number of Variations issued: 3) “Vey helpful— we found what we came to find!” APPENDICES 42–43

APPENDIX 5: VERS-COMPLIANT PRODUCTS APPENDIX 6: 2011 SIR RUPERT HAMER RECORDS Certificate of Commendation: Wannon Region Water MANAGEMENT AWARD WINNERS Corporation

Project: Taking the Risk out of Records at Wannon Water After testing conducted by Public Record Office Victoria, the following systems have Victorian Government Agency Awards A records risk assessment was conducted in July 2012 in demonstrated a capability of meeting either all or part of the requirements for long-term the context of Public Record Office Victoria Standards in electronic records management outlined in PROS 99/007: Standard for the Management SMALL AGENCY CATEGORY order to better manage and improve records management of Electronic Records (also known as the VERS standard). Systems may be certified against maturity. The assessment was conducted by using the some or all of the specifications listed in the standard. Winner: Agriculture Victoria Services Wannon Water Corporate Risk Evaluation Framework. This Project: AVS Technology Transfer Management System Please note the products listed below were certified as VERS-compliant in 2012–2013. For enabled Wannon Water to align the records management Implementation a complete list please refer to the VERS compliance page on the Public Record Office Victoria and corporate risk management functions. website: http://prov.vic.gov.au/government/vers/implementing-vers/vendor-assessment Agriculture Victoria Services identified that the lack of a modern technology transfer management system was MOST VALUABLE TRANSFER TO PUBLIC RECORD a significant risk to the continued growth and effective OFFICE VICTORIA performance of its commercialisation activities. This project Product Vendor Spec 1 Spec 2 Spec 3 Spec 4 Spec 5 addresses weakness in the current system. Winner: Land Victoria Project: Transfer of Crown Grants, Titles and Leases Certificate of Commendation: Regional Rail Link Authority Open Text OpenText Aug 2011 Jul 2011 Aug 2012 Project: Implementation of a project wide web-based Land Victoria has carefully planned for the transfer of 3.8 Everywhere Corporation collaboration tool for the Regional Rail Link project million paper land titles to Public Record Office Victoria. The transfer includes mining leases, crown leases and freehold OpenText extended OpenText Sep 2012 Jul 2012 Sep 2012 As the single largest rail investment in Victoria’s history, the titles, dating from 1863 to 2002, and is the largest physical ECM for SAP solutions Corporation Regional Rail Link project will deliver a new rail line from the transfer to be undertaken to Public Record Office Victoria. RecordPoint for RecordPoint Nov 2012 Nov 2012 Nov 2012 west of Werribee to Deer Park via the existing rail corridor through to Southern Cross Station. The constant exchange Microsoft Sharepoint Community Archives Awards v2 of information between six distinctive work packages required the implementation of a collaboration tool to be IBM Enterprise IBM Global Feb 2013 Feb 2013 Nov 2012 Nov 2012 Nov 2012 utilised by all project partners. CATEGORY ONE Records* Business Services Winner: Loddon Shire Council RecordPoint for RecordPoint Mar 2013 Mar 2013 May 2013 April 2013 May 2013 MEDIUM AGENCY CATEGORY Project: Digitisation of the East Loddon “Soldiers Medals Sharepoint 2010 v3.3 and Memorial Register 1915-1920” to enable accessible Winner: Melbourne Water research by the East Loddon Historical Society for the Great RecordPoint for RecordPoint Mar 2013 Mar 2013 May 2013 April 2013 May 2013 Project: Info Program Sharepoint 2010 v3.4 War Centenary. The Information Program was a collection of interrelated A survey of records was conducted as part of Loddon TRIM v 7.3* Hewlett Packard April 2013 April 2013 April 2013 April 2013 April 2013 projects that delivered the Melbourne Water Information Shire Council’s transfer and disposal program. The survey Management Strategy. The outcomes achieved resulted in identified a very early and unique volume of the Soldiers significant improvements in Melbourne Water’s Information Medals and Memorial Register. The digitisation of this record *Denotes conditions associated with certificate. Management capacity. One outcome was the establishment provides extra information that is of value to the East Loddon of an innovative information governance model. and District Historical Society in its research into the lives and histories of the local young men who fought during LARGE AGENCY CATEGORY the war. Certificate of Commendation: Victoria University Certificate of Commendation: Wannon Region Water Corporation Project: Keeping Track of Social Media at Victoria University Project: Wannon Water Records Transfer to Places of This project focussed on activities undertaken to get control Deposit at Hamilton, Casterton and Warrnambool of Social Media use at Victoria University. These activities This project addresses the issue of the management of large involved strategic, governance and records management volumes of historical records created by some of Wannon components which contributed to the overall management Region Water Corporation’s predecessor agencies. The of social media at Victoria University. records identified were transferred to the local Places of Deposit at Hamilton, Casterton and Warrnambool. REGIONAL/RURAL AGENCY CATEGORY Winner: Latrobe Regional Hospital CATEGORY TWO Project: Records Management Archiving Project Winner: Box Hill Historical Society The records management archiving project was instigated Project: Digitising the City of Box Hill Rate Books to efficiently manage archival documents from the various The purpose of this project was to make available to the amalgamated hospitals while ensuring archival records community and to the Box Hill Historical Society for their were retained and disposed of in accordance with legal own research, a complete sequence of the City of Box Hill requirements. rate books. The digitisation of these rate books addressed a gap in the collection. It is understood that this was the “If it was not for first volunteer-based history group to undertake a digitising project in partnership with Public Record Office. the online service I would not have found what I wanted” APPENDICES 44–4545

APPENDIX 7: 2012 VICTORIAN COMMUNITY HISTORY Collaborative Community History Award AWARD WINNERS Recognising the best community collaborative work which involves significant contribution from several individuals, Victorian Community History Award groups or historical societies: RECOGNISING THE MOST OUTSTANDING COMMUNITY From Inkwell to Internet: a Century of State Secondary HISTORY PROJECT SUBMITTED IN ANY CATEGORY. Education in Leongatha by Lyn Skillern and others. The Art of Being Melbourne by Maree Coote This book was prompted by the Leongatha Secondary Colleges approaching centenary. Starting in 1912 as an This book provides a compelling history of the visual Agricultural High School it was one of the earliest state imaginings of Melbourne through artistic impression. The secondary schools in regional Victoria. Its several authors and author provides a rich overview of Melbourne’s development student memoirs make it a community collaborative project from a village to a thriving metropolis in this well researched that is a welcome addition to Victorian educational history. and beautifully illustrated history. Multimedia History Award History Publication Award Wyperfeld 100: a Traverse in Time by Friends of Wyperfield AWARD FOR A NON-FICTION PUBLICATION OR E-PUBLICATION ON VICTORIAN HISTORY. Marking the centenary of the reservation of the first section of Wyperfeld National Park this DVD features high quality Neither Power Nor Glory: 100 Years of Political Labor in production, filming with historical footage, images and Victoria, 1856–1956 by Paul Strangio interviews. Paul Strangio’s in-depth look at the Labor party provides an excellent and readable analysis of the years when the Labor Historical Interpretation Award party largely failed to achieve office. This Award recognises unique formats of historical representation, such as exhibitions, artistic interpretation, Local History – Small Publication Award history walks and tours. Award for the best small publication. Goldfields Track Walking Guide by Gib Wettenhall and Great Chewton–Then and Now: a series of studies investigating Dividing Trail Association change over time in the former Mount Alexander Goldfield This impressive and superbly presented walking guide to Town of Forest Creek later known as Chewton by Ken the 210km Goldfields walking track from Mt Buninyong to McKimmie. Bendigo, will be a valuable resource to heritage tourists. It is a This book provides a fresh approach to the presentation model for future guides. of local history, containing 50 studies of historic buildings and heritage sites in the Chewton goldfields area near Judge’s Special Prize for Excellence Castlemaine. Photographs from the past and present are Construction of the Great Ocean Road DVD by Lorne complemented by informative maps and sketches. Historical Society and Lorne Aireys Inlet P-12 College VCAL Students. Local History Project Award The Lorne Historical Society worked closely with the local Award recognising activities that enhance access to records college and other community groups to produce a DVD that of significance to local communities: portrays construction of the Eastern View to Lorne section of Coranderrk Database by Mick Woiwod. the Great Ocean Road. It is a clearly narrated and engaging production. This resource kit provides detailed material presented chronologically about Indigenous people at the Coranderrk Aboriginal station near Healesville. This compilation is available as a print on demand or on disc.

Young Historians Award PUBLIC RECORD OFFICE VICTORIA This new Award encourages secondary school aged students to engage with local history, increase historical understanding and discover more about Victoria’s history. GLOSSARY New Horizons: Post-War Migration to Australia by Chelsea Way This essay by a year 10 student focuses on post-war immigration with particular reference to the West Sale Migrant Holding Centre and the story of the Rudowiczs, a Polish family.

VPRS 12800/P1–UNIT– 609–12 APPENDICES 46–47

accession A group of records from the same transferring agency taken into Public Record Office Victoria at the same time. public record (a) any record made or received by a public officer in the course of his duties; and The records may be formally arranged and described into records series and consignments or they may be (b) any record made or received by a court or person acting judicially in Victoria— unarranged and undescribed. Accessioning refers to the process of formally accepting and recording the receipt but does not include— of records into custody (Keeping Archives 1 ). (c) a record which is beneficially owned by a person or body other than the Crown or a public office or a person or body referred to in s. 2B [of the Public Records Act 1973]; or advice A document issued by Public Record Office Victoria providing advice to Victorian agencies on a recordkeeping (d) a prescribed record held for the purpose of preservation by a public office to which it issue. (Includes formal advice about standards as well as forms and other tools to help Victorian government was transferred before the commencement of the Arts Institutions (Amendment) Act agencies manage and use public records.) 1994 by a person or body other than the Crown or a public office; or APROSS A commercial storage facility which has been appointed by the Keeper of Public Records under s.12 of the Public (e) a record, other than a prescribed record, held for the purpose of preservation by a Records Act 1973 following an inspection regarding its suitability for the storage of public records. Records held public office to which it was transferred, whether before or after the commencement of in an APROSS are deemed to be under the custody of the controlling agency. the Arts Institutions (Amendment) Act 1994, by a person or body other than the Crown or a public office. 6 archive The whole body of records of continuing value of an organisation or individual. Sometimes called ‘corporate Public records may be divided into business records, ephemeral records and personal records. memory’ (AS 4390.1 –1996). reading room Area set aside at Public Record Office Victoria’s centre for public access to records (Private lives, public records). archives Records considered to have continuing or permanent value that have been, or will be, transferred to the custody of an archival organisation; also used to refer to the buildings in which archival records are stored and to record Something that documents a particular event or decision, or a document and its contents that have some organisations that have responsibility for archival records (Private lives, public records2 ). evidentiary value. A record can take many forms: consignment ‘A series consignment comprises of record items belonging to the one series which are deposited into the
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TQSFBETIFFU carrying a definite meaning to persons conversant with them (AS ISO 15489.1). digital / electronic A record produced, housed or transmitted by electronic means rather than physical means. A record expressed recordkeeping Making and maintaining complete, accurate and reliable evidence of business transactions in the form of record in an electronic digital format. A record stored in a form that only a computer can process. recorded information.7 digitised record / An electronic reproduction of a picture, photograph or physical item (e.g. letter or document) that can be stored records Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, digital image on records (Private lives, public records). management use and disposal of records, including processes for capturing and maintaining evidence of and information 8 disposal A range of processes associated with implementing appraisal decisions which are documented in disposal about business activities and transactions in the form of records. authorities or other instruments. These include the retention, destruction or deletion of records in or from repository The building (or part of the building) in which the collection/holdings are housed. recordkeeping systems. They may also include the migration or transmission of records between recordkeeping systems, the transfer of ownership or the transfer of custody of records, e.g. to Public Record Office Victoria.4 series A group of records which are recorded or maintained by the same agency or agencies and which:
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9 guided by standards or schedules issued by PROV to regulate the disposal of records. physical shape or information content. disposal authority A legal document that defines the retention periods and consequent disposal actions authorised for specific standard A set of criteria that states a level of requirement for Victorian agencies. Standards are established by the Keeper classes of records (AS 4390.1-1996). of Public Records under the Public records act 1973. Standards can be compliance-oriented or oriented towards best practice. Retention and Disposal Authorities (RDAs): Standards issued by the Keeper under section 12 of the Act that defines the minimum retention periods and consequent disposal action authorised for classes of records which temporary records A public record which has been appraised by the Keeper of Public Records as being required to be kept for a are described in it. RDAs provide continuing authorisation for the disposal of these classes of records. RDAs specific period of time for legislative or other requirements, before it can be destroyed. Destruction must be in may be specific to an agency or applicable to more than one agency. accordance with standards issued under section 12 of the Public Records Act. Temporary records are specified in Retention and Disposal Authorities issued by the Keeper. Single Instance Disposal Authorities (SIDAs): A formal instrument issued by the Keeper in accordance with this Standard that authorises the retention period and consequent disposal action for the records which are transfer The removal of public records from the offices which have created or inherited them. Change of custody, .10 described in it. Unlike an RDA, a SIDA does not authorise continuing disposal of the classes of records that have ownership and/or responsibility for records (e.g. from the agency to Public Record Office Victoria). been appraised within it. unsentenced Records which have not yet been appraised and whose status is therefore not yet determined permanent records A public record which has been appraised by the Keeper of Public Records as required to be kept as part of records (Public records act 1973). Victoria’s State Archives. Permanent records are specified in Retention and Disposal Authorities issued by the VEO A VERS Encapsulated Object is a record which has been encapsulated using eXtensible Markup Language Keeper. (XML) as outlined in PROS 99/007 Specification 3, conforms to the VERS metadata scheme as outlined in PROS place of deposit A location approved by the Victorian government minister responsible for PROV for the storage by community 99/007 Specification 2 and which contains documents expressed in a long term preservation format as outlined (POD) groups of temporary records of local value. in PROS 99/007 Specification 4. provenance ‘The relationships between records and the agencies or individuals that created, accumulated and/or VERS Victorian Electronic Records Strategy (VERS): a framework of standards, guidance, training, consultancy and maintained those records in the conduct of personal or corporate activities.’5 implementation projects, centred on the goal of reliably and authentically archiving electronic records. VPRS An abbreviation for Victorian Public Record Series. A VPRS number is allocated to each record series when it is transferred to Public Record Office Victoria.

Glossary footnotes on page 48 APPENDICES 49

1 J. Ellis (ed.), Keeping Archives, 1993, The Australian Society of Archivists Inc., Australia. 2 B. Fensham et al., Private lives, public records, 2004, Public Record Office Victoria, Australia. 3 Public Record Office Victoria, Series identification and registration manual, 4th edn, Public Record Office Victoria, 1992, Melbourne, p3. 4 Standards Australia, AS ISO 15489.1: Australian standard on records management: part 1, Standards Australia, Sydney, 2002, s. 3.9, p. 3. 5 J Bettington et al (Eds), Keeping Archives 3rd Edition, Australian Society of Archivists Inc., 2008, p.636. 6 Public Records Act 1973, s. 2. 7 J Bettington et al, 2008, p. 636. 8 AS ISO 15489:1, ss. 3.16, p. 3. 9 Public Record Office Victoria, Series identification and registration manual, 4th edn, Public Record Office Victoria, 1992, Melbourne, p. 3 10 AS ISO 15489:1, s. 3.20, p. 3.

VPRS 16086-P001-000003-003