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To View Asset Public Record Offi ce Victoria Annual Report to the Minister 2005–2006 Published by Public Record Offi ce Victoria 99 Shiel Street North Melbourne VIC 3051 Tel (03) 9348 5600 Public Record Offi ce Victoria Annual Report to the Minister 2005–2006 September 2006 © Copyright State of Victoria 2006 This publication is copyright. No part may be reproduced by any process except in accordance with the provisions of the Copyright Act 1968. Also published on www.prov.vic.gov.au. Authorised by Department for Victorian Communities ISBN 0 9775335 6 5 Authorised by the Keeper of Public Records, 99 Shiel Street, North Melbourne. Printed by Ellikon Fine Printers on 50% recycled paper. 1 Public Record Offi ce Victoria Annual Report to the Minister 2005–2006 A report from the Keeper of Public Records as required under section 21 of the Public Records Act 1973 2 The Hon. John Thwaites, MP Minister for Victorian Communities The Honourable John Thwaites, MP Minister for Victorian Communities Parliament House Melbourne VIC 3002 Dear Minister I am pleased to present a report on the carrying out of my functions under the Public Records Act for the year ending 30 June 2006. Yours sincerely Justine Heazlewood Director and Keeper of Public Records 30 June 2006 Contents 3 5 Public Record Offi ce Victoria 6 Our purpose 6 What we do 6 Our objectives 6 Government policy 7 Message from the Director 8 Highlights 2005–2006 12 Public Records Advisory Council 14 Administration 15 Contacts 16 Organisational Structure 17 Output Measures 2005–2006 18 Community and Industry Leadership 18 Victorian Electronic Records Strategy (VERS) 19 Sir Rupert Hamer Awards 20 Records Management Network 20 Archives and Records Management Week 21 Archival Support Program 21 CHHA Family History Expo 22 Community Jobs Program 23 Volunteers program 25 Operations 26 Record Services 27 Archival Systems and Consultancy Services 28 Standards and Compliance 32 Documentation and Disposal 34 Custody – Archives and Records 35 Access Services 35 Records Access 38 Record Issues Offi ce 39 Community Access 43 Corporate 43 Organisational development 43 Finance and budgeting 44 Training 44 Facilities 45 Appendices 46 Appendix 1: Assets and Financial Statement 47 Appendix 2: Publications 50 Appendix 3: Current Public Record Offi ce Victoria Standards and Authorities 56 Appendix 4: Approved Public Record Offi ce Victoria Storage Suppliers (APROSS) facilities 57 Appendix 5: Approved Places of Deposit for temporary records of local rather than state signifi cance 61 Appendix 6: List of guides and advices 63 Appendix 7: VERS-compliant products 64 Appendix 8: VERS consultancy services 66 Glossary Our repositories hold more than 85 kilometres of records. Some of the treasures found there include… Plans for buildings that were never built …and some that were. Records from the very big… The 1862 Land Act map of Victoria, measuring 4.5 x 6 metres The 260 metre-long women’s suffrage petition that holds almost 30,000 signatures to the very small… A bullet, a lock of hair, a sample of poison – all provide evidence of crimes past in our Inquest fi les. Some of the state’s most fascinating documents including the 1854 Ballarat Reform League Charter and Ned Kelly’s police reports. Education Department fi les that include training material such as a sample book of sewing and needlework from the 1930s 5 Public Record Offi ce Victoria 6 Public Record Offi ce Victoria Our purpose To support the effective management and use of the public records of the state of Victoria, in order that the government is accountable to the community and its historical memory is preserved, secure and accessible. What we do Public Record Offi ce Victoria (PROV) was established under the Public Records Act 1973, which provides the legal framework in which we operate. PROV’s core functions are to: • provide best-practice records management and archiving advice, standards and specifi cations to the Victorian public sector • advise and assist agencies in achieving compliance with issued standards • preserve public records of permanent value as the state’s archives • ensure the archives are accessible to the people and government of Victoria Our objectives • Records in PROV’s custody are more visible, accessible and secure. • Best-practice records management is implemented across the whole of Victorian government. • PROV’s services are better promoted to the community and government. • Staff knowledge and commitment is utilised and valued. • Excellent customer service is provided to clients. • The Victorian Electronic Records Strategy (VERS) introduces a coherent, effective and consistent whole-of-Victorian-government standard for the preservation and management of electronic records. Government policy PROV is part of the Department for Victorian Communities, whose objectives centre on strengthening communities and streamlining government. By developing new approaches to records management, particularly with VERS and the Digital Archive, PROV exemplifi es the department’s objective ‘Government that is easier to work with’. By delivering a comprehensive recordkeeping framework and infrastructure, PROV supports government accountability. This contributes to the whole-of-Victorian-government objective ‘Greater public participation and more accountable government’. PROV’s emphasis on regional, Koorie and electronic access to its archives contributes to ‘A fairer society that reduces disadvantage and respects diversity’ by providing equity of access to groups with special needs, irrespective of location. PROV’s use of innovative information technology directly contributes to ‘Growing and linking all Victoria’. PROV’s focus on electronic delivery of services will assist with ‘Protecting the environment for future generations’ by reducing paper usage and waste production. Message from the Director 7 2005–2006 has been a year of great achievement for Public Record Offi ce Victoria. The most signifi cant achievement was the launch of the Digital Archive on 13 December by the Minister for Victorian Communities, John Thwaites. The $5.5m Digital Archive project is the culmination of the ten-year ground-breaking Victorian Electronic Records Strategy program at PROV. The Digital Archive was a resource-intensive – but ultimately highly successful – project and is an amazing testament to the project team and all those who helped in bringing it to fruition. Another highlight was the continued success of the exhibition Forgotten Faces: Chinese and the Law, which attracted many visitors and substantial media attention. Not only did the exhibition travel to Bendigo and Beechworth, but it also made newspapers and magazines in China and even a television program in New York! PROV also developed two new Advices to agencies that captured current issues within recordkeeping: the Advice to agencies on messaging technologies and recordkeeping, and the Advice to agencies on records of outsourced activity. Both Advices were written following extensive research and consultation and have been well received by government agencies. Having now been in operation for more than two years, the Harry Nunn Reading Room has received an overwhelmingly positive response from our users. Based on feedback received from the public, we continue to refi ne our systems to ensure we are providing the best service we can. PROV ran a third successful Community Jobs Program, which saw eight previously long-term unemployed people gain work experience, life skills and formal training in business management (with an emphasis on recordkeeping). We would not have been able to run such a successful project without the support of industry associations and the enthusiastic participation of our own staff. I would like to thank the Public Records Advisory Council for their ongoing support and contribution to the successful running of PROV. I would especially like to thank Joan Vickery, who resigned during the year, for her contributions to Council. Council has continued to hold successful meetings around regional Victoria, increasing awareness of public records and the services provided by PROV. I would also like to thank the other records and archival authorities around Australia, and representatives of government agencies, peak bodies and professional associations, who have partnered with or supported PROV throughout the past twelve months. PROV also continues to build relationships with archival institutions around the world and several delegations have visited us during the year. We have continued to build and strengthen our volunteers program. I thank all of the volunteers who have given so much of their time during the year to help improve the accessibility of the PROV collection – in particular their commitment to and enthusiasm for the volunteer-led tours through the Victorian Archives Centre reading room and repository. These tours have been enjoyed by several hundred visitors. Finally, I would like to congratulate the staff of PROV who have demonstrated their passion for and commitment to the archival industry. I thank them for their hard work and look forward to continuing our work together to deliver great services to our clients and users. Justine Heazlewood Director and Keeper of Public Records 8 Highlights 2005–2006 Government records enter the digital age In 2005 PROV launched a world-class, government-wide initiative for storing and managing electronic public records. The Minister for Victorian Communities, John Thwaites, stated that records that could otherwise have been lost in a digital black hole would now be accessible through the $5.5m Digital Archive. Users of the Digital Archive have a secure, single point of access to the PROV collection (physical and electronic), as well as better searching capabilities and a simpler process for ordering public records. The new web interface allows Victorian government departments and agencies to transfer and retrieve their digital records online, while members of the public can view a growing number of ‘digitised’ physical records without having to visit a reading room. As well as wills and probate fi les (see story below), photographs from the Public Transport Collection and the Melbourne 1956 Olympics are now available through the PROV website.
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