Public Record Office Victoria Annual Report to the Minister 2006–2007 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 2006–2007 September 2007 © Copyright State of Victoria 2007 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.
ISSN: 1320-8225
Printed by Ellikon Fine Printers on 50% recycled paper.
Cover photo: A 1954 petition concerning the proposed closure of the Ferntree Gully to Gembrook railway line (VPRS 3253/P0 Original Papers Tabled in the Legislative Assembly, unit 1195).
Public Record Office Victoria Annual Report to the Minister 2006–2007
A report from the Keeper of Public Records as required under section 21 of the Public Records Act 1973
The Hon. Lynne Kosky, MP Minister for the Arts
The Honourable Lynne Kosky, MP Minister for the Arts 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 2007. Yours sincerely
Justine Heazlewood Director and Keeper of Public Records 30 June 2007 Contents
5 Public Record Office Victoria 6 Purpose and Objectives 7 Message from the Director 8 Highlights 2006–2007 12 Public Records Advisory Council 14 Overview 14 Administration 15 Contacts 16 Organisational structure 18 Output measures 2006–2007 19 Leadership – records management 19 Sir Rupert Hamer Records Management Awards 20 Records Management Network 21 Archives and Records Management Week 21 Collaboration and presentations 22 Leadership – community 22 Local History Grants Program 22 Archival Support Program 22 CHHA Family History Expo 23 Operations 24 Services to government 24 Standards and policy 25 Compliance 25 Authorised disposal 26 Archives created: records transferred to PROV 27 VERS: managing digital records 28 Training 29 Approved Public Record Office Storage Suppliers (APROSS) 30 Access to records 30 Reading rooms 31 Reference services 32 Koorie records 33 Collection management, storage and issuing of records 34 Digital Archive and online catalogue 34 Regional archives 35 Places of Deposit (PODs) 36 Volunteers program 38 Public programs 38 Exhibitions and displays 39 Online projects 40 Publications 40 Seminars, tours and events 41 Appendices 42 Appendix 1: Assets and Financial statement 43 Appendix 2: Publications 46 Appendix 3: Current Public Record Office Victoria standards and authorities 52 Appendix 4: Approved Public Record Office Victoria Storage Suppliers (APROSS) 54 Appendix 5: Approved Places of Deposit for temporary records of local rather than state significance 60 Appendix 6: List of guides and advices 63 Appendix 7: VERS-compliant products 64 Appendix 8: VERS consultancy services 66 Glossary
Koroit Botanic Gardens Landscape Plan, 1880 The site for the Koroit Botanic Gardens was set aside in 1857 and the first plantings took place in the late 1860s. In 1879, the Koroit local council arranged for William Guilfoyle, then Director of the Melbourne Botanic Gardens, to tour the site. He drew up plans and designed the layout of the gardens. However, even though he was the designer of the Koroit Botanic Gardens, William Guilfoyle’s name does not appear on the plan. The 1880 Guilfoyle landscape plan was transferred to PROV by Moyne Shire Council in March 2007 (VPRS 16020/P1, unit 1).
Public Record Office Victoria Purpose and Objectives
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 Office Victoria (PROV) is established under thePublic 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 specifications 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 are 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 system for the preservation and management of electronic records. Message from the Director
The machinery of government changes following the 2006 state election saw PROV move from the Department for Victorian Communities to Arts Victoria, within the Department of Premier and Cabinet. This move has placed PROV with other cultural institutions including the State Library of Victoria and Museum Victoria, and will allow us to work more effectively with these organisations. The move also saw responsibility for PROV pass between ministers. I would like to take this opportunity to thank the Hon. John Thwaites, MP, for his strong support of PROV and advocacy for projects such as the Digital Archive and Local History Grants Program during his time as Minister for Victorian Communities. I look forward to a positive and successful relationship with our new minister, the Hon. Lynne Kosky, MP. I congratulate our staff and volunteers for handling these changes with remarkable ease and seamlessly continuing a high level of service. The numerous highlights for the year, outlined over the following pages, are testament to this. The year saw something of a ‘changing of the guard’ within the Public Records Advisory Council (PRAC). Former Victorian Government Solicitor Ron Beazley retired from Council after three years as President, while Bill Russell closed another chapter in a distinguished almost forty-year history with PROV – including as staff member, department Director-General and PROV historian – with his retirement from Council. Ron’s legal expertise and Bill’s knowledge of PROV and government have contributed a great deal to both PRAC and PROV – I thank them both, and very much hope their relationship with us will continue. I would also like to thank Peter Mansfield, who represented local government on Council for six years, and who retired from his role as CEO of Geelong Regional Library during the year. We were very fortunate, however, to have Peter Harmsworth, formerly one of Victoria’s most senior public servants, agree to take over the PRAC presidency. Peter spent more than forty years working in government, including stints as Secretary of both the Department of Justice and the Department of Innovation, Industry and Regional Development, a wealth of experience from which both PRAC and PROV will no doubt benefit greatly. I was also very pleased to welcome back Jim Berg during the year. Jim previously spent twelve years on Council, including three years as President, and has always been a great supporter of PROV. Thanks also to John Watson, nominee of the Department for Victorian Communities, whose position on PRAC has been transferred to Penny Hutchinson of Arts Victoria. And of course, thank you to all members of PRAC for your efforts throughout the year. Finally I would like to thank our clients for your continued support. As Director, it is always a pleasure for me to hear acknowledgement of the efforts of PROV’s staff and volunteers, while your suggestions and feedback enable us to continually enhance our services.
Justine Heazlewood Director and Keeper of Public Records Highlights 2006–2007
New authority for disposal of administrative records Victorian Auditor-General Des Pearson launched the new General Retention and Disposal Authority for Records of Common Administrative Functions in May. The authority will be used across government to identify records to be kept as state archives and authorise the disposal of those that are not required. Six other retention and disposal authorities were also issued during the year. For more information on disposal of records, see page 25.
Online access to wills and probate files In a boon for family historians, wills from the 1840s to 1925 can now be accessed through PROV’s website, and probate files from the same period are progressively being added. Volunteers from the Genealogical Society of Utah continued their 2004–2009 digitisation project, with more than one million pages copied during the year. With the assistance of Workforce Participation Partnership Program trainees (see below) PROV began converting these images into ‘VERS encapsulated objects’, which enables their long-term secure storage. Some 237,000 wills (VPRS 7591) and probate (VPRS 28) images were stored in PROV’s Digital Archive and can now be searched and viewed online at www.access.prov.vic.gov.au. Wills and probate files are among the most heavily used series at PROV. The digitisation of these records will ensure the original documents are preserved, while facilitating greater access.
Advice on criminal destruction of records A new advice to agencies regarding the Crimes (Document Destruction) Act 2006 was issued in May. The legislation made it a crime to destroy records that may be used in evidence, and the advice provides guidance to public sector agencies on the recordkeeping implications of this new provision. See page 24 for more information.
Local History Grants Program PROV’s new minister, Lynne Kosky, made her first visit to the Victorian Archives Centre in May to present small grants for fifty community group projects under the Local History Grants Program. Minister Kosky (right) is pictured with Cynthia Troup, who collected a grant for Myrtleford Historical Society’s project to record memories of Italian- language cinema shows for new migrants in the 1950s and 1960s. For more details on the grants program, see page 22.
Petitions on display In November 2006 the exhibition And your petitioners humbly pray… 150 years of petitions in Victoria opened at the Victorian Archives Centre after being shown at Parliament House. Among fifty-six petitions on display were the ‘monster’ Half-mile Petition 1936 (left), signed by 36,000 Victorians seeking a reduction in vehicle registration fees, and the Women’s Suffrage Petition 1891, a 260-metre-long document holding the signatures of almost 30,000 women claiming the right to vote. Petitions was one of three exhibitions hosted by PROV during the year. For more details, see page 38.
Silver jubilee for Ballarat This year marked the 25th anniversary of the Ballarat Archives Centre as a public research facility. While PROV’s presence in the region began in 1980 with the secondment of an officer working in Ballarat, it was the building of a new government office complex that saw the opening of a dedicated archives centre. Alan Wood, the minister responsible for PROV at the time, said Ballarat was chosen because its rich history was an important part of Victoria’s heritage. From the outset the centre held public records created since colonial times by local municipalities, courts and government regional offices. It was established to give community members access to local records without needing to travel to Melbourne – a goal that continues to be pursued by PROV through initiatives such as our regional archives and Places of Deposit programs, as well as increased access to records online. Then premier Rupert Hamer, a strong advocate for the preservation of historical records, opened the government complex in 1981, saying that such offices were being placed in major rural centres with the aim of ‘bringing government closer to the people’. The following year the Ballarat Archives Centre had been fully fitted out and officially welcomed its first researchers. 10
Consulting services for government PROV’s consulting service offering strategic advice to government departments proved to be very popular during the year, with more than twice the anticipated number of consultations made. Recent years have seen government agencies attempting to improve their information management – efforts that have been limited by a lack of knowledge and skills in digital records management. This year PROV undertook 213 consultations to help fill this skills gap. In addition, a number of initiatives were introduced to support the records management community, including a successful mentoring program. See page 27 for details.
Workforce Participation Partnership Having run three successful work placement programs in previous years, PROV undertook a greatly expanded project this year as a Workforce Participation Partnership. This state government program is designed to provide work experience and educational qualifications to those considered to be at risk of long-term unemployment. Fifteen participants took part in a twenty-one-week program comprising hands-on training in records management, together with formal study for a Certificate II Business, a wellbeing program, regular career coaching, and job application and interview training. The program concludes in July 2007. As at 30 June the contribution made by the program’s participants to the productivity of PROV included the processing of some 68,000 physical items, and the digital photographing of 3,500 pages from registers of male prisoners. Another major project undertaken was the processing of wills for transfer into the Digital Archive, with approximately sixty per cent of PROV’s annual goal achieved in four months. Participants also contributed to PROV’s operational needs, providing 1,560 hours in the Harry Nunn Reading Room, and retrieving more than 9,000 records (from an annual total of 47,108).
PROV Workforce Participation Partnership participants: (back row, from left) Michael Duncan, Nilufer Aylav, Andrea Rae, Danka Popovic, Danielle Antonio, Tania Johnson, Mini Philips, Daniel Hopmans, Marleen Charan, Ismet Cinemre; (front row, from left) Peter Aitken, Stephanie Vukadin, Hina Syeda, Surya Singh. 11
Bigamy, theft and murder The grisly activities of an international serial killer are recorded in PROV’s online exhibition Bigamy, theft and murder: the extraordinary tale of Frederick Bailey Deeming. PROV’s website has told the story since 1996, when it was put online to accompany a travelling exhibition. Its enduring popularity led to a major overhaul this year. The online exhibition has been redesigned and expanded to include more than fifty digitised and transcribed documents containing a wealth of detail about the 1890s murder case, as well as a selection of photographs, illustrations and artwork reproduced from the numerous ‘penny dreadfuls’ popular at the time. These books rehashed every half-truth and sordid detail the daily newspapers churned out during the investigation and trial. The website also has extensive education resources for Victorian secondary school students. In conjunction with the exhibition’s official launch in May, PROV held a successful seminar, with a panel of experts analysing the investigation, autopsy results, court case and international media attention given to the case. The seminar is available as a video or audio podcast at www.prov.vic.gov.au/provcasts.
Awards and presentations In recognition of its historical significance to the state, PROV’s collection of records relating to Ned Kelly, his family and gang has been listed on the Victorian Heritage Register. This is the most complete collection of original verified Kelly records and comprises some 700 documents, including school, police and legal records; correspondence; and a petition calling for the bushranger’s death sentence to be commuted. Another PROV record, the Ballarat Reform League Charter, became the first object listed on the register in 2005. The listing provides the state’s highest level of heritage protection. PROV picked up a number of accolades at the 2005 Mander Jones Awards, the national awards for publications in the field of recordkeeping, announced in October 2006. PROV won three out of five categories awarded: • Proactive issues 33–35 (also highly commended, Digital Recordkeeping@PROV issues 1–3): the publication making the greatest contribution to archives or a related field in Australia written by or on behalf of a corporate body • Finding Your Story: A Resource Manual to the Records of the Stolen Generations in Victoria: the best finding aid to an archival collection held by an Australian institution or about Australia produced by an organisation deemed eligible for Category A institutional membership • Andrew Waugh, ‘The design of the VERS encapsulated object: experience with an archival information package’, published in International Journal on Digital Libraries: the best article about archives or a related field written by an Australian in a journal or newspaper not primarily intended for archivists or records managers
12 Public Records Advisory Council
The Public Records Advisory Council is established under the Public Records Act 1973 to advise the minister on matters relating to the administration of the Act and to promote cooperation between PROV and other agencies within government, in consultation with the Keeper of Public Records.
Members 2006–2007 Mr Ronald Beazley, President (to 31 March 2007) Mr Peter Harmsworth, President (from 23 April 2007) Ms Judith Ellis, Information management Dr Meredith Fletcher, History Ms Alleyne Hockley, History Dr Peter Mansfield, Local government (to 28 February 2007) Mr Michael Piggott, Information and records management Prof. Bill Russell, Public administration (to 28 February 2007) Ms Mary Sheehan, History Mr Jim Berg, Indigenous heritage (from 30 March 2007)
Departmental nominee Mr John Watson, Department for Victorian Communities (to December 2006) Ms Penny Hutchinson, Department of Premier and Cabinet (from March 2007)
Secretary 2006–2007 Ms Diane Brodie
Peter Harmsworth, President of the Public Records Advisory Council. 13
Letter from the President It was with great pleasure that I was appointed to the Public Records Advisory Council in April 2007. As a career public servant with more than forty years’ experience, I know firsthand about the importance of good records management in the effective administration of the public sector, and the need to ensure that the historical memory of the government’s operations is secure and accessible for future generations of Victorians. With this in mind, I look forward to working with my Council colleagues in discharging our legislative mandate to both Minister Kosky and PROV. I would like to acknowledge the work of my predecessor, Ron Beazley, and especially to thank him for helping to make my transition to the role of President such a smooth one. During the year Council hosted the annual Sir Rupert Hamer Records Management Awards to acknowledge outstanding contributions to the field across the public sector. Council also hosted two seminars each in Broadmeadows and Dandenong. These featured PROV staff providing an overview of the office’s activities and services to the general public, as well as a subject-specific seminar for recordkeepers from local government. Council reviewed the General Retention and Disposal Authority for Records of Common Administrative Functions, and was very pleased to see its widespread release across the public sector in May. Council congratulates all those who contributed to this comprehensive document. Council also endorsed specific retention and disposal authorities for records of the Office of the Chief Parliamentary Counsel, Victorian Government Printer, Sheriff’s Operations, the Victorian Electoral Function and the Department for Victorian Communities. Other areas of special interest for Council during the year were the Local History Grants Program, including contributing to the assessment of applications; supporting the activities of regional archives and community history groups; and the completion and publication of PROV’s appraisal policy. Council membership changed significantly in 2006–2007. Apart from Ron Beazley’s departure, the year saw the resignation of Bill Russell after six years as a member of Council. The vast knowledge and experience of both Ron and Bill will be greatly missed. I would also like to acknowledge the contribution made by Peter Mansfield, former CEO of Geelong Regional Library, during his six years on Council. We welcomed back Jim Berg, a former long-time member and previous Council President. Jim’s board experience as well as his extensive knowledge of Indigenous issues will be a great asset to Council. Following the state election in November 2006, administrative responsibility for PROV was transferred from the Department for Victorian Communities to the Department of Premier and Cabinet; as a consequence John Watson left Council and Penny Hutchinson joined as the Department of Premier and Cabinet’s nominee. Given PROV’s fairly full change agenda for the upcoming year, Council will be reviewing ways it can assist in promoting the important work of PROV to the rest of the public sector and the wider community, as well as providing all necessary advice to the minister to ensure the success of PROV in achieving its charter.
Peter Harmsworth President, Public Records Advisory Council 14 Overview
Administration
Executive Headed by Justine Heazlewood, Director and Keeper of Public Records, the executive unit is located at 99 Shiel Street, North Melbourne, Victoria, Australia; phone (03) 9348 5600.
Act administered – Public Records Act 1973 PROV’s operations are governed by the Public Records Act 1973, which defines the role of both the Keeper of Public Records and the organisation. The Act is available for inspection on the PROV website, www.prov.vic.gov.au, and at our North Melbourne and Ballarat offices.
Regulations made and administered Regulations are made under section 23 of the Public Records Act 1973 and are known as the Public Records Regulations 2003. The Regulations prescribe fees for making and supplying copies of public records and set out conditions for the inspection of public records and use of facilities provided by PROV. All Regulations are available for inspection on the PROV website at www.prov.vic.gov.au/ about/corporate.asp and at both of our offices.
Portfolio responsibility The Department of Premier and Cabinet, through Arts Victoria, has portfolio responsibility for PROV. PROV is an administrative office under thePublic Administration Act 2004.
Freedom of Information Requests made under the Freedom of Information Act 1982 are handled through the Department of Premier and Cabinet Freedom of Information officer. For information about categories of documents maintained by PROV, refer to the Department of Premier and Cabinet website at www.dpc.vic.gov.au.
Protected disclosure The Whistleblower’s Protection Act 2001 promotes accountability and transparency in the public sector, which will in turn increase public confidence in the workings of government. The procedures implemented by PROV in relation to protected disclosure can be found in the Department of Premier and Cabinet’s 2006–2007 annual report. In accordance with section 104 of the Act, PROV reports that no disclosures were made to it during the reporting year.
Public Record Office Victoria standards and authorities PROV issues Standards for Records Management and Authorities for Retention and Disposal under section 12 of the Public Records Act 1973. A full list of current PROV standards and authorities is provided in Appendix 3. This list is also located on PROV’s website at www.prov.vic.gov.au/records/standards.asp and at both of our offices.
Department of Premier and Cabinet annual report Further information about PROV’s performance during 2006–2007, including financial and staffing data, is included in the annual report of the Department of Premier and Cabinet, available at www.dpc.vic.gov.au. 15
Contacts As at 30 June 2007, PROV operated two public reading rooms and had sixty staff members working in three operational areas.
Public reading rooms Freecall: 1800 657 452 Email: [email protected] Victorian Archives Centre Harry Nunn Reading Room 99 Shiel Street North Melbourne VIC 3051 Australia Phone: (03) 9348 5600 Ballarat Archives Centre State Public Offices Corner of Mair and Doveton Streets Ballarat VIC 3350 Australia Phone: (03) 5333 6611
Record Services Senior Manager: David Brown Phone: (03) 9348 5621 Email: [email protected] Agency enquiries: [email protected]
Access Services Senior Manager: Shauna Hicks Phone: (03) 9348 5608 Email: [email protected] Public enquiries: [email protected]
Corporate Services Senior Manager: Greg Schinck Phone: (03) 9348 5615 Email: [email protected] 16
Organisational structure
Minister for the Arts
Secretary Department of Premier and Cabinet
Director Arts Victoria
Director Public Records PROV Advisory Council
Record Services Access Services Corporate Services
Standards and Organisational Community Access Compliance Development
Finance and Documentation Records Access and Disposal Administration
Record Systems Custody Information Support Services
Facilities
Archives and Records Training
Volunteers 17
Record Services Record Services supports best-practice records management across the Victorian public sector. This is done through: • utilising and valuing PROV staff knowledge and commitment • developing and supporting the implementation of best-practice records management processes and policies across the whole of Victorian government • building partnerships with stakeholders to raise PROV’s profile • identifying and preserving records of permanent value • making records more visible and accessible through new technology and better-aligned documentation, transfer and disposal practices
Access Services The goal of Access Services is to ensure the state’s archival resources are known and accessible to the people and government of Victoria. This is done through: • a program of exhibitions, publications and outreach activities • the provision of both reading room services and online access to PROV’s collection • the preservation of archives within their region of origin, ensuring equity of access for communities in regional Victoria • culturally appropriate services, procedures and tools that enhance access by the Koorie community • the transmission to clients of knowledge about the collection • the issuing of records in a manner that meets business needs and community expectations
Corporate Services Corporate Services is responsible for the operations of finance and budgeting, organisational development, training, volunteers, registry and the management of PROV facilities. 18 Output measures 2006–2007
Output: Records
Quantity Target Actual Accessions (groups of records received at one time from a single agency) 40 39 Retention and disposal authorities issued 7 7 Retention and disposal authority variations issued 10 61 Requests for appraisal completed 3 22 Series created 400 2463 Shelf metres of records archived 2,500 553.64 Shelf metres of hard-copy records preserved5 87,000 86,004 Digital records preserved5 50,000 236,6986 Participants in records management education, training and outreach programs 1,150 1,189 VERS departmental consultations5 95 2137 Departments with VERS primary capability deployed5 7 28 Additional VERS software products certified 5 29 Quality % Collection stored to industry standard5 95 95 Timeliness % Agencies notified of retention and disposal authority expiry within specified timeframe 90 100
Output: Access
Quantity Target Actual Records issued 57,000 59,924 Visitors5 70,000 97,58310 Online visitors5 400,000 588,76011 Community engagement – volunteer hours5 n/a 14,161 Participants in Access Services education, training and outreach programs 8,000 8,280 Quality % Visitors satisfied with visit5 90 92 Timeliness % Records issued within specified timeframes5 95 95
1 Four variations anticipated for issue in 2006–2007 were not required because the relevant authorities were determined to be covered by existing authorities or incorporated into new authorities. 2 One request for appraisal was not required because disposal coverage was provided by the new General Retention and Disposal Authority for Records of Common Administrative Functions (issued April 2007). 3 New transfer procedures introduced in 2006–2007 require agencies to identify series and provide more detailed information than has been required in the past. Guidelines and training are provided to assist agencies with these tasks, but agencies are still feeling their way with the new procedures. The rate at which new series are being created is believed to have slowed accordingly. 4 There was a significant number of accessions of relatively small quantities of records during the year. Of 39 accessions registered, 25 were less than 10 shelf metres. 5 These outputs are presented in the Department of Treasury and Finance Budget Paper No. 3 – 2006–07 Service Delivery. 6 Preservation of digital records was over target because new digitisation processes have been more efficient than anticipated. 7 VERS departmental consultations were substantially over target because of an unprecedented demand from departments for assistance in the implementation of VERS projects and programs. 8 Departments have taken longer to implement VERS capability than expected. 9 The target figure was based on an expected flow-on from the South Australian government’s adoption of VERS. Unfortunately a number of vendors with testing pending withdrew their applications as they were not in a position to achieve South Australia’s VERS compliance requirements by the required date of June 2008. 10 Visitors comprised reading rooms 17,083 (target 20,000) and exhibitions 80,500 (target 50,000). Visitors were above target owing to travelling exhibitions and on-loan items generating more than anticipated interest. 11 Online projects generated more than anticipated interest. Leadership – records management 19
PROV takes a leadership role in the development and implementation of best-practice records management for the whole of Victorian government. This is done through recognising and promoting agency achievements and activities, providing information and news about records management events, and contributing to the overall development of records management knowledge and skills.
Sir Rupert Hamer Records Management Awards The annual Sir Rupert Hamer Records Management Awards focus on two key areas within the Victorian public sector: preservation of records of permanent value and innovations in records management practices. The awards are an initiative of the Public Records Advisory Council and are judged by a subcommittee comprising members of Council and representatives of the Records Management Association of Australasia. Sir Rupert Hamer was Victorian premier when the Public Records Act 1973 was passed and when PROV opened its first office and repository in 1975.
2006 Hamer Award winners Inner Budget Agency Department of Education and Training, ‘Closed School Project’ To support the management of records from schools that have been closed, an information resource database comprising invaluable information about schools and their entity changes was designed and developed. This database allowed access to 1,060 boxes of irreplaceable permanent records dating back to the late nineteenth century, and supported their transfer to PROV. Certificate of Commendation Department of Justice, ‘Southern Cross Records Project’ This project followed the relocation of 1,900 Department of Justice staff members from multiple CBD locations to the new Southern Cross building. The project sought to create a better culture for the management of all departmental records (both hard-copy and electronic) and resulted in a fifty per cent reduction of work-related material in less than twelve months.
Lady April Hamer and Victorian Auditor-General Des Pearson (second and third from right) with winners of the 2006 Hamer Awards. 20
Outer Budget Agency Metropolitan Ambulance Service, ‘Victorian Ambulance Clinical Information System Project’ The desire of the Metropolitan Ambulance Service to be the best in the world led to the development of the world’s most sophisticated integrated ambulance clinical data collection and information system. A handwriting recognition facility allows paramedics to record patient details and treatments given by keyboard or by simply writing on the screen with a ‘pen’. Local Government Authority City of Whitehorse, ‘Pathway/TRIM Integration’ This project represents a major change in the way information is managed and stored at Whitehorse by enabling the seamless exchange of information between the council’s core system, Pathway (which handles customer requests, applications, infringements and licensing) and the electronic document and records management system, TRIM. Certificate of Commendation Greater Shepparton City Council, ‘Moving Memorabilia Madness’ This project aimed to increase awareness of the history of Greater Shepparton by identifying and making publicly available items of local historical significance. The project – the first of its kind in Victoria – involved electronically documenting memorabilia and offering them for loan to local historical societies. Regional/Rural Agency Department of Sustainability and Environment, ‘Archiving of Regional Land Office Plans’ With the aim of increasing the accessibility of Land Office plans, some 4,800 plans from various parts of the state were scanned and a full set of state-wide plans distributed to each regional location of the Department of Sustainability and Environment. Small Agency Certificate of Commendation Victorian Institute of Teaching, ‘Flight of the Hummingbird’ This project saw the Victorian Institute of Teaching change from using a shared network drive to an electronic document and records management system (Hummingbird). It involved the creation of an organisation-wide business classification scheme, which was used to reclassify documents on the shared network before their migration to Hummingbird.
Records Management Network The Records Management Network (RMN) provides an opportunity for government records managers and archivists to discuss issues of interest to the profession. Established by PROV in 1996, the RMN continues to be a worthwhile and effective tool for members. In 2006–2007, the RMN had three meetings, attended by a total of more than 150 people: • September 2006 – Ross Latham (State Director, National Archives of Australia), gave an update on Records Management Association of Australasia news; and Howard Quenault (VERS Program Director, PROV) presented on the Australasian Digital Recordkeeping Initiative’s Electronic Document and Records Management System (EDRMS) Business Case Infrastructure Framework. • March 2007 – Recipients of the 2006 Sir Rupert Hamer Records Management Awards gave an overview of their projects as part of a review of the awards. • May 2007 – Joy Patton (Financial Audit Manager, Victorian Auditor-General’s Office) spoke about audit processes and the planned recordkeeping performance audit for the Victorian government. 21
Archives and Records Management Week PROV again supported the annual Archives and Records Management (ARM) Week in May, as part of national Information Awareness Month – a campaign in which professional associations and private and government agencies work to raise awareness of information management issues. ARM Week comprised twenty-two events ranging from individual project reports to industry-wide reviews. Highlights of the week were: • Scanning and Imaging Review Forum – This forum provided agency staff with an opportunity to review existing work practices, give feedback on a PROV advice on scanning or imaging of records, and develop improvements through public review and discussion. • Think Before You Shred: Document Destruction and the Crimes (Document Destruction) Act 2006 Seminar – Attendees were given advice on the ramifications of the new Act, focusing on how records should be managed to reduce liability. The seminar was a very successful collaborative venture between PROV and the Victorian Government Solicitor’s Office. • Launch of PROV’s new General Retention and Disposal Authority for Records of Common Administrative Functions (see page 8).
Speakers during the week included: • Natalie Blok, Solicitor, Victorian Government Solicitor’s Office • Rev. Dr Ian Waters, President, Canon Law Society of Australia and New Zealand • Justin Zobel, Professor, School of Computer Science and Information Technology, RMIT University • David Groenewegen, ARROW Project Manager, Library and Information Services, Monash University • Des Pearson, Auditor-General of Victoria More than 200 people attended the various ARM Week events. Reports and documentation from ARM Week are available on PROV’s website at www.prov.vic.gov.au/events/ARMweek2007.asp
Collaboration and presentations PROV seeks to build relationships within Australia and internationally to promote the Victorian Electronic Records Strategy and to exchange knowledge on archival and records management practices and activities. As such we hosted thirty delegations during the year, including: • US: National Archives and Records Administration • New Zealand: Archives New Zealand • Republic of Korea: Presidential Office; National Archives and Records Service • People’s Republic of China: State Archives Administration of China; Chinese Academy of Sciences • Japan: Koyasan University; Nara Women’s University; Keio University 22 Leadership – community
PROV provides leadership and support to individuals and groups who use or manage archival and other community collections. The Local History Grants Program supports community efforts to preserve and document local history, while the Archival Support Program trains groups and individuals to care for their collections. Collaboration with community groups such as the Central Highlands Historical Association enables PROV to take its services to the wider Victorian community.
Local History Grants Program Two rounds of the popular Local History Grants Program were offered in 2006–2007, distributing a total of $350,000 to ninety-one organisations. This program of small grants began in 2000 and supports community groups, mostly volunteers, undertaking projects that preserve and circulate local history information. Highlights from this year’s funded projects include the recording and publishing of songs for children in the Yorta Yorta and Woiwurrung languages, a history of the life of Melbourne’s Chinatown after the gold rush, a 125th anniversary history of the Charlton Lawn Tennis Club and several projects to preserve and copy old editions of Victoria’s regional newspapers in danger of being lost. A further four years of funding for the Local History Grants Program was announced in the May 2007 State Budget.
Archival Support Program The Archival Support Program is a series of basic training workshops aimed at small archives and other collecting bodies such as local historical societies and museums. PROV conducts the training in partnership with the Australian Society of Archivists and other archival institutions. PROV also works with groups in regional Victoria to program and arrange each workshop. This year four one-day workshops were held in Melbourne and Geelong, and were attended by 156 people.
CHHA Family History Expo As part of its regional outreach program, PROV supports the Central Highlands Historical Association (CHHA) Family History Expo, held annually in Ballarat. This year’s theme ‘This Sporting Life’ marked the fiftieth anniversary of the 1956 Melbourne Olympics, with PROV providing awards for the local historical society with the best display based on the theme. Shauna Hicks, Senior Manager Access Services, was part of the judging panel and awarded $250 of archival supplies to the winner, Bacchus Marsh and District Historical Society. Encouragement awards went to Learmonth and District Historical Society and Trentham Historical Society, both of which received $100 of archival supplies. The display by Talbot Art and Historical Museum was highly commended and received $50 of archival supplies. PROV also participated in the expo with a display table and staff on hand to answer questions from visitors.
23
Operations 24 Services to government
Standards and policy PROV develops recordkeeping standards and policies for the Victorian public sector, and provides advice to agencies on recordkeeping issues and the interpretation of relevant legislation.
Advice to agencies on the Crimes (Document Destruction) Act 2006 In April 2007 an advice was issued to Victorian public sector agencies about the recordkeeping implications of legislation introduced in 2006. The Crimes (Document Destruction) Act 2006 and the associated Evidence (Document Unavailability) Act 2006 introduced penalties for the illegal destruction of documents that may be required for legal action. In support of the propagation of this advice PROV began a seminar series in collaboration with the Victorian Government Solicitor’s Office. This has been very successful to date and will continue through 2007–2008.
Advice on web-based records In the past decade, websites have become one of the primary means of interaction between government and citizens. They have changed from being static pages containing ‘flat’ information to a medium that is dynamic, interactive, and consequently increasingly complex. As websites are now a crucial tool for presenting government information to the public, they need to be managed as records – giving agencies evidence of what was published at any one time. PROV has therefore committed to developing an advice that will include practical tools and guidance for the identification of web-based records and strategies to capture, manage and preserve them. It is anticipated that this advice will be issued during 2007–2008.
Recordkeeping standards framework A project is underway to produce a clear, consistent strategy and methodology for the development of PROV’s standards. This will include a formal mechanism for the ongoing review of standards by both PROV staff and stakeholders to ensure they meet current statutory obligations and support business requirements. The project aims to establish an innovative compliance-based standards program, develop a consistent and credible methodology and process for the development and review of standards under the framework of the Public Records Act 1973, and establish a strategy and timeline for the development of a core suite of standards. This work will continue through 2007–2008.
Appraisal policy Appraising the value of records is a key activity for agencies and PROV. The determination of value supports good decision-making in respect of records creation, management and disposal. The appraisal policy developed by PROV is in line with requirements and expectations across Australasia as set out in the International Standard for Records Management AS ISO 15489. The appraisal policy outlines the key elements and requirements for undertaking effective appraisal, such as constituent parts, methodology and activities. PROV’s appraisal policy was released in September 2006. 25
Compliance
VERS compliance This year saw the introduction of an assessment service for government agencies that are developing records management systems compliant with the Victorian Electronic Records Strategy (VERS – PROV’s strategy for the management and long-term preservation of electronic records). During implementation of the records management system, PROV staff assess whether it is on track for VERS compliance, and post-implementation can verify that it conforms to the VERS standard. This new service has proven to be extremely popular and valuable and will be further developed during 2007–2008.
Recordkeeping performance assessment PROV is developing a framework to assist agencies that want to improve their recordkeeping practices. As well as supporting the basics of good recordkeeping, it will help agencies address their compliance obligations with respect to legislation and PROV standards. The framework will equip agencies to undertake a self-assessment in order to identify areas for improvement. They will then have access to PROV’s services such as training and consultancy to help address these issues. This initiative complements the Victorian Auditor-General’s Office recordkeeping performance audit planned for 2007–2008.
Authorised disposal PROV works with government agencies to identify and select records to be preserved as part of Victoria’s state archives, and to establish retention periods for records not required as archives. This is done through the preparation and review of retention and disposal authorities, issued as standards under the Public Records Act 1973. These authorities permit the lawful disposal of public records and normally apply for ten years from the date of issue. During 2006–2007, seven new retention and disposal authorities were issued and six variations made to existing authorities. A major highlight was the completion of a new General Retention and Disposal Authority for Records of Common Administrative Functions (PROS 07/01), issued in April 2007 and officially launched by the Auditor-General in May. The authority covers records of functions that are common to government agencies, such as personnel and financial management. It can be applied by all government agencies with the exception of local government, who continue to be covered by PROS 98/01 General Retention and Disposal Authority for Records of Local Government. Other highlights included the issue of retention and disposal authorities for records of the Melbourne 2006 Commonwealth Games (PROS 05/08) and the Department for Victorian Communities (PROS 06/03) in October 2006. See Appendix 3 for a list of authorities and variations Victorian Auditor-General Des Pearson issued during the year, and a full list of current authorities. launches the General Retention and Disposal Authority for Records of Common Two ad hoc disposal authorities, known as requests for appraisal, were also Administrative Functions in May. completed. These covered 104 metres of records, all of which were appraised as temporary. During the year agencies notified PROV that more than nine kilometres of records had been destroyed using retention and disposal authorities. PROV continued the practice of contacting all agencies with expiring authorities up to a year ahead of the expiry date; six agencies were contacted in 2006–2007. 26
Archives created: records transferred to PROV During the year new guidelines were implemented for the transfer of permanent records to PROV’s custody, and their documentation. Appropriate archival documentation ensures records are preserved in context and are accessible and understood in the future. The guidelines provide agencies with an overview of the transfer and documentation process, procedures for physical and digital transfers, and new forms to use. A key component of the new process is the delivery of training to agency and contractor staff involved in transferring records to PROV. The training program commenced in October 2006. During 2006–2007, 26 new agencies, 246 series, and 382 consignments were registered by PROV. Staff transferred and shelved 553.6 metres of records in 39 accessions. Noteworthy transfers included the Koroit Botanic Gardens Landscape Plan by William Guilfoyle (see page 4), transferred by Moyne Shire; infertility treatment records of the former Prince Henry’s Institute of Medical Research; and Department of Primary Industries mining plans dating from the first half of the twentieth century. Significant numbers of records were transferred from the following agencies:
Agency Metres transferred Registrar of Probates, Supreme Court 234 Department of Primary Industries 74 Central Gippsland Region Water Authority (trading as Gippsland Water) 54 Legislative Assembly 36 City of Yarra 35 Baw Baw Shire 31 Legislative Council 26 Moreland City Council 17 27
VERS: managing digital records PROV has identified that the management of digital records is a key challenge, not only for archival and records management, but for government activities and practice as a whole. Record creators and users are undertaking the whole continuum of activities within the digital sphere, with paper being used as a temporary facilitative format. Recognising the challenges involved in the creation, use and long-term storage of digital records, PROV developed the Victorian Electronic Records Strategy (VERS), and now provides ongoing advice to state government agencies on its implementation and compliance with its standards. A program that integrates new tools, policies, standards, advice, guidelines, facilities and systems has been introduced to help agencies meet the challenges of managing digital records.
Consultancy services During 2006–2007, PROV provided 213 consultancies to government departments, offering strategic advice on information management and records management in the digital context. Several initiatives were introduced to support the development of a records management community of practice: • Two new forums (for electronic document and records management project managers, and records management educators) provide records and information management practitioners with an opportunity to discuss issues with their peers and PROV staff. • A very successful ‘peer to peer’ mentoring program provides records management staff across a wide number of agencies with mentors. Mentors offer support and advice combined with improved networking for agency staff. • The online database Records Management Hub provides a collaborative workspace for participants to share issues, work activities and various resources. Support was also provided through the expansion of PROV’s ‘VERS toolkit’, an information kit that assists staff doing digital transfers; and through assessments of the effectiveness of VERS implementation within each department, made via the annual departmental assessment review. Promulgation of VERS through developing strategic client relationships, and marketing of the VERS standard to promote its adoption at national and international levels, have supported the emergence of a sustainable market for VERS services and products.
Product certification PROV tests electronic document and records management systems to determine their capability of meeting either all or part of the VERS requirements for long-term electronic records management. The criteria for this test are outlined in Standard for the Management of Electronic Records (PROS 99/007), also known as the VERS standard. Systems may be certified against one or more of the specifications listed in the standard. The VERS compliance pages on the PROV website provide more information (www.prov.vic.gov.au/vers/compliance). A full list of VERS-compliant products can be found in Appendix 7. 28
Training PROV recognises that implementation of best-practice recordkeeping must include a suitably trained and skilled public sector. In 2006–2007, 636 participants attended 54 records management training sessions at PROV. The year saw the launch of a records management training program designed to enable records managers to understand and meet the documentation requirements involved in transferring permanent records to PROV. Transfer Documentation Training shows participants how to describe both records and the systems in which they were managed. This information is used by PROV to create series descriptions, and will ultimately help researchers to understand the records and relationships between them. A Records Management Educators Forum was introduced in 2006, with the aim of increasing communication between PROV and public offices to ensure records management training needs are being met. The forum is attended by government recordkeepers who have responsibility for training staff within their own organisations. It gives them an opportunity to tell PROV about their training needs, as well as encouraging knowledge-sharing among agencies. The forum meets monthly and has been well attended. PROV also continued to offer the following training programs during the year: Qualification courses: PROV provides certificate training in partnership with Swinburne University of Technology. The Certificates III and IV and Diploma in Business (Recordkeeping) facilitate the development and honing of industry-specific competencies recognised throughout Australia. Victorian Electronic Records Strategy (VERS) training: The ‘Getting ready for VERS’, ‘VERS technical’ and ‘VERS-on-a-plate’ programs centre around the many issues associated with digital records management and its impact on the records management requirements and responsibilities of public sector organisations. Records Management Concepts: This is a ‘back to grass roots’ program focusing on the fundamentals of records management, and is designed for people with little or no formal records training. It has proven to be ideal for those just starting out in the industry or taking on the records management responsibilities of their organisation. The program comprises two half-day training sessions on ‘Records’ and ‘Systems, Storage and Disposal’. The Regional Roadshow: This two-day intensive records management course is especially designed for regional recordkeepers, and focuses on the practical day-to-day aspects of recordkeeping and information management. The Roadshow remains a favourite regional event, giving attendees the opportunity to participate in training not normally available as well as providing an avenue for regional networking and discussions. 29
Approved Public Record Office Storage Suppliers (APROSS) APROSS sites are commercial storage facilities approved by the Keeper of Public Records as suitable for the storage of temporary and unsentenced public records. Agencies that do not wish to run their own in-house secondary storage and retrieval programs can store records in an APROSS knowing it has been inspected by PROV staff and found to comply with a range of standards for the safekeeping of records. As well as APROSS storage sites in the metropolitan area, facilities in Geelong, Ballarat, Bendigo, Wangaratta, Wodonga and Traralgon provide services for public offices in regional Victoria. During 2006–2007, three new facilities were appointed by the Keeper of Public Records, taking the total across Victoria to twenty. PROV staff visited and inspected ten APROSS facilities. A full list of APROSS facilities is given in Appendix 4. 30 Access to records
Reading rooms
Victorian Archives Centre In May PROV welcomed the 50,000th visitor to the Harry Nunn Reading Room since its opening in April 2004. Usage by academic researchers has increased, with student groups visiting the Reading Room regularly – including groups from the University of Melbourne, La Trobe University, Swinburne University and the Council of Adult Education. An online survey was conducted during May and June to ascertain user satisfaction with PROV’s reading rooms. The feedback will be used to further improve services. PROV also invites feedback via a suggestion box and during the year introduced a number of enhancements to services based on researcher comments. A new service introduced in July 2006 was the delivery of records to the Reading Room during Saturday openings (the second and last Saturdays of most months). This service has greatly increased accessibility for our users, who can now order and look at records on open Saturdays. Members of the Cold Case Squad of Victoria Police were regular visitors to the Reading Room in 2007. They were undertaking a large research project, attempting to identify more than 400 unknown deaths by cross-referencing missing persons reports. This year 47,108 records were viewed by 15,147 researchers in the Reading Room, representing a small decrease in both the number of users and the number of records issued. There has also been a decrease in requests for photocopies of original records. This may be attributable to the increased popularity of personal digital camera use, introduced into the Reading Room in 2004 to further improve access and to assist with long-term preservation of records.
Ballarat Archives Centre In their twenty-fifth anniversary year (see page 9), staff at Ballarat continued to assist researchers seeking access to records held at PROV and to promote the Ballarat Archives Centre (BAC) collection. Activities included giving talks to local historical societies and at community events in the Central Highlands area, and holding seminars on researching at PROV. A number of displays of records from PROV’s collection were mounted, including photographs of the 1956 Olympic rowing events held at Ballarat, and petitions sent to the City of Ballarat (VPRS 2500, General Correspondence Files of the City of Ballarat). During the year 1,936 researchers visited the reading room and viewed 2,562 records. This year saw the formation of the Ballarat Archives Centre Delving into records at the Ballarat Archives Centre are Stakeholders Group, bringing together representatives from key (from left) reference officers Liz Denny and Joan Hunt and regional archivist Lauren Bourke. historical, cultural and community organisations from Ballarat. The group provides a forum for PROV to give updates on major initiatives being undertaken, and for members to provide feedback on PROV’s services and activities. Issues to be explored include ideas for collaborative projects within the Central Highlands region, ways of improving access to the BAC collection, and suggestions for enhancing BAC services. Records issued number of records 80,000 70,000 Recor60,000 ds issued 50,000 number of records 40,000 30,00080,000 20,00070,000 10,00060,000 Government agencies 50,000 0 Public users 40,000 2001/02 2002/03 2003/04 2004/05 2005/06 2006/07 30,000 year 20,000 10,000 Government agencies 0 Public users 2001/02 2002/03 2003/04 2004/05 2005/06 2006/07 31 year Visitors to reading rooms number of visitors 25,000 20,000 Vi15,000sitors to reading rooms 10,000 number of visitors 5,000 Ballarat Archives Centre 25,0000 Victorian Archives Centre 20,000 2001/02 2002/03 2003/04 2004/05 2005/06 2006/07 15,000 year 10,000 5,000 Ballarat Archives Centre 0 Victorian Archives Centre 2001/02 2002/03 2003/04 2004/05 2005/06 2006/07 year
Visitors to website number of visitors 600,000 500,000 V400,000isitors to website 300,000 number of visitors 200,000 100,000600,000 500,0000 400,000 2001/02 2002/03 2003/04 2004/05 2005/06 2006/07 300,000 year 200,000 100,000 Reference0 services 2001/02 2002/03 2003/04 2004/05 2005/06 2006/07 Referenceyea assistancer is provided to researchers and government agencies wishing to access records held at PROV. This includes advice in answer to telephone, email and correspondence enquiries through the Reference Helpdesk; and the development of archival finding aids such as PROVguides, Research Pathways and Indexes. This year saw further development of our range of PROVguides, a resource that provides information on researching specific subjects. Fifteen existing guides were updated, and seven new ones produced: PROVguide 5 Cemetery Records PROVguide 6 Property Research at PROV PROVguide 10 Ballarat Archives Centre Records PROVguide 28 Public Works Department – Building Services Agency Plans PROVguide 49 Ship’s Crew PROVguide 50 Locating and Copying Ships Passenger Lists PROVguide 69 Public Transport Photographic Collection Online The full list of PROVguides can be found in Appendix 6. A guide to microfilm and microfiche records held in PROV’s reading rooms was published on our website in 2007, and is also available in hard copy in the reading rooms. This inventory of PROV’s reading room microform holdings will make these records more accessible to researchers, by enabling them to be more easily identified. During the year the Reference Helpdesk received 10,959 telephone, email and correspondence enquiries from researchers, compared to 8,926 in 2005–2006. This significant increase (22%) illustrates a growing awareness of PROV within the community, with many of the enquiries coming from new researchers. It also reflects that, with PROV now offering a broader range of resources online, clients are taking advantage of reference assistance from home rather than visiting reading rooms – particularly useful for our increasing number of regional and interstate users. 32
Koorie records
wilam naling projects PROV received funding from Aboriginal Affairs Victoria in 2006 to implement recommendations from the wilam naling report on improving access to records of the Stolen Generations. The report to the state government from the Victorian Koorie Records Taskforce was released in May 2006 and is available on PROV’s website at www.prov.vic.gov.au/publications/wilamnaling. ‘Know your history, Preserve your culture’ two-day workshops To address a number of the report’s recommendations, PROV developed a free two-day workshop for government and community recordkeepers. The workshop covers: • Cultural awareness and sensitivities in recordkeeping • Stolen Generations overview • Stolen Generations community guest speakers • Koorie records at PROV • wilam naling small grants scheme • Records management and conservation practices • Records legislation Eight workshops were scheduled for 2007. The first five have been conducted at Lakes Entrance, Warrnambool, Mildura, Swan Hill and Ballarat, with a combined attendance of some sixty people and very positive feedback. Another three workshops will be held during July and August in Shepparton, Bendigo and Melbourne. KIN (Koorie Index of Names) The wilam naling report recommended that PROV produce an Aboriginal name index to all relevant records in its custody. The KIN project was commenced in late 2006 and PROV aims to launch the first phase of the KIN database in mid-2008. The main goal of the project is to make the state’s records more easily accessible to the Stolen Generations and the Victorian Aboriginal community. Volunteers are undertaking the massive task of indexing PROV’s records that contain information relevant to Aboriginal people. The index will contain the following information: • names of Aboriginal people • names of non-Aboriginal people related to or associated with Aboriginal people • names of missions, stations and institutions where Aboriginal people have lived It is important to note that the index will not contain any information about the people named – researchers will need to refer to the records for detailed information.
Koorie outreach PROV staff have been developing a publication that showcases how records can be used to tell the life story of an Aboriginal family. Footprints presents an insight into Aboriginal life in the 1920s that has rarely been seen, and demonstrates the struggles faced by people who were classified as ‘half-caste’ under theAborigines Act 1915. The publication will be launched in 2008. 33
Collection management, storage and issuing of records 2006–2007 saw the implementation of the first year of PROV’s five-year storage strategy, with the primary focus being on disaster planning and occupational health and safety issues within the repository. An ergonomic assessment of manual handling activities undertaken by issuing staff led to improved occupational health and safety conditions. As a result of the assessment, new equipment was purchased and manual handling training provided to staff. A strategy was also drafted for the management of PROV’s collection over the next five years. The strategy looks at activities such as the revision of archival documentation, review of access arrangements and processing of records. It also addresses the development of staff expertise in using and providing information about PROV’s collection. The Record Issues Office provides a fundamental service to our client groups by locating and retrieving records, issuing the records through PROV’s automated systems, and returning the records once they have been consulted. A sophisticated file tracking and issuing system is used to manage requests made through an online ordering system for records to be delivered to PROV’s reading rooms and government agencies. Radio frequency scanners and bar-coded labels then assist in tracking records that have been issued to our primary client groups – state government agency staff and public users. Nearly 60,000 records were provided to clients during the year, with 49,633 records issued to the public and 10,291 to government agencies. The majority of these records (47,108) were issued to public users in the Harry Nunn Reading Room at the Victorian Archives Centre. Customer satisfaction surveys were conducted with both public and government users and results showed a high level of satisfaction with services. Two major initiatives to improve customer service were introduced in 2006–2007. A program of visits to government agency clients enabled PROV staff to provide information on processes and services, and offered clients the opportunity to discuss any issues; while reading room customers benefited from the introduction of a delivery service during open Saturdays. A random valuation of PROV’s collection, involving examination of 2,500 boxes, was conducted in February and March to meet insurance requirements. The collection was revalued at $189.3 million.
Records issued number of records 80,000 70,000 60,000 50,000 40,000 30,000 20,000 10,000 Government agencies 0 Public users 2001/02 2002/03 2003/04 2004/05 2005/06 2006/07 year
Visitors to reading rooms number of visitors 25,000 20,000 15,000 10,000 5,000 Ballarat Archives Centre 0 Victorian Archives Centre 2001/02 2002/03 2003/04 2004/05 2005/06 2006/07 year
Visitors to website number of visitors 600,000 500,000 400,000 300,000 200,000 100,000 0 2001/02 2002/03 2003/04 2004/05 2005/06 2006/07 year 34
Digital Archive and online catalogue The Digital Archive and Access the Collection online catalogue enable anyone to search through PROV’s physical and electronic collections via a web browser. They also support the transfer, secure storage and subsequent retrieval of Victorian government electronic records. This service has been fully available since August 2005 and is proving extremely popular, with a current daily average of 9,000 web requests (such as search queries and orders for physical records). PROV’s extensive digitisation program has continued, with a focus on wills (VPRS 7591) and probate files (VPRS 28). During the year more than 230,000 digitised documents were stored in the Digital Archive, and can now be searched and viewed online at www.access.prov.vic.gov.au. PROV has been working closely with several Victorian government agencies to pilot the transferring of permanent electronic records from their systems to the Digital Archive. Agencies include the Department of Primary Industries, Department of Sustainability and Environment, and the Department for Victorian Communities for the iconic Melbourne 2006 Commonwealth Games collection.
Regional archives PROV’s regional archives initiative recognises the desire within communities to retain the history and records of their area in their own locality. During the year, there were further developments in the establishment of the Bendigo Regional Archives Centre, and our close association with the Geelong Heritage Centre continued. These centres are required to satisfy PROV’s storage certification requirements for storing and providing access to public records of permanent value.
Bendigo Regional Archives Centre Throughout the year PROV, City of Greater Bendigo and the Goldfields Library Corporation continued their partnership to establish the Bendigo Regional Archives Centre. Plans are underway to open the centre in 2008. A repository in Eaglehawk was purchased by City of Greater Bendigo and is being fitted out with temperature and humidity controls to provide a safe environment for record storage. The facility will comply with the new comprehensive PROV standards (due for release early in 2007–2008) for storage of permanent public records in Places of Deposit. The state government has provided key funding for the establishment of the centre. Announcing the grant in October, the Hon. John Brumby, MP, Minister for State and Regional Development, said: ‘One of the centre’s key objectives is to ensure important historical documents and permanent public records are retained locally in Bendigo and become more accessible to the public. This in turn will ensure that the community’s historical memory is secure and accessible now and into the future.’ Plans have also been finalised to fit out the first floor of the Goldfields Library in Bendigo as the Bendigo Regional Archive Centre’s reading room and public access point. It is envisioned that the centre will hold public records from Bendigo and the surrounding region, as well as private records associated with local families and organisations. 35
Geelong Heritage Centre PROV continues to liaise closely with Geelong Heritage Centre, attending the Committee of Management meetings in an advisory capacity and working with Mark Beasley from National Archives of Australia, who was seconded to Geelong as acting director in early 2007. PROV has also assisted the development of the centre through participation in a number of planning workshops and the provision of training and development opportunities for staff. Work has continued on the PROV-funded major project to document public records within the Geelong collection. Over 300 series are now searchable through ‘Access the Collection’ on PROV’s website, improving access to the records and giving the centre greater opportunities to attract researchers. While the catalogue descriptions are searchable online, the physical records are only available to view at the Geelong Heritage Centre.
Places of Deposit (PODs) Throughout the year PROV continued to promote and expand its community Places of Deposit program. Appointment as a Place of Deposit allows community groups to care for public records that contain information of local historical value but are not considered worthy of preservation as the state’s archives – such as Water Board rate books, animal pound registers and draft council minute books. Public records housed in a POD remain under the custody and control of the Keeper of Public Records. To promote the possible benefits of becoming a POD, PROV staff gave presentations to community groups in Broadmeadows, Geelong, Yea and Dandenong during the year. As a result of such presentations, thirty PODs were appointed by the Minister for the Arts, Lynne Kosky, bringing to a total of 101 the number of community groups that share a common goal of preserving local history as PODs. Another aim of giving presentations is to raise awareness of PROV’s role in preserving the historical memory of the Victorian government. This often results in permanent records being handed into PROV’s care by members of the public. Following the Yea presentation, for example, the Yea and District Historical Society agreed permanent-value council records in their possession should be transferred to PROV to ensure their preservation for future generations. During 2006–2007, PROV staff travelled a distance of 4,680 km and visited twenty-four community groups across Victoria from Hopetoun to Port Welshpool. A full list of Places of Deposit is given in Appendix 5. 36
Volunteers program During 2006–2007 almost one hundred volunteers contributed their time, energy and comprehensive understanding of Victorian history to PROV’s volunteer program. More than half a million names now constitute the Victorian Outward Immigration Index – the result of a major ongoing indexing project undertaken by volunteers since 2001. Author and Melbourne University lecturer Dr Andrew Brown-May launched the 1862–1876 instalment of the index to an enthralled audience in December 2006. The index is an immensely popular tool among researchers and curious family-history seekers. Volunteer guides led 615 visitors ‘behind the scenes’ at the Victorian Archives Centre, treating them to a rare sample of the wealth of records and artefacts cared for by PROV. Volunteers often carry out extra research into the treasures they discover, adding significant value to the public experience. Other ongoing volunteer projects at the Victorian Archives Centre include digitising of records, minor indexing projects such as the indexing of digitised prison registers, research for exhibitions, and cataloguing of the library (11,500 publications catalogued so far). Our stalwart Ballarat Archives Centre volunteers turned their attention to a variety of tasks during the year, including data entry of archival description lists. Volunteers expertly transcribed documents and edited material for the exhibitions And your petitioners humbly pray… 150 years of petitions in Victoria and Bigamy, theft and murder: the extraordinary tale of Frederick Bailey Deeming, as well as the forthcoming publication Footprints. In 2007 volunteers began indexing correspondence of the Board for the Protection of Aborigines as part of the Koorie Index of Names project (see page 32). This stimulating work has provided those involved with a profound connection to the history and experience of Victorian Koorie people. So far more than 4,000 names have been indexed. Once again we are indebted to our hard-working volunteers and greatly appreciate their continued commitment to the PROV volunteer program.
Volunteers Ian Braybrook and Marge Knight try to decipher a passenger’s name from a shipping list. 37
Our volunteers:
Adam Parkinson Gavin Faichney Liz Raven Afsaneh Farokhzad Geoff Currey Lucy McPhee Anthony Codd Gordon Dadswell Lyle French Barbara Addie Graeme Dawson Maggie Robinson Barbara Gillies Graham Bence Maria Baker Barbara Minchinton Harry Mason Marjory Knight Barbara Tyler Ian Braybrook Marlene Gray Bernadette Griffiths Irene Kearsey Mary Maxwell Beryl Mainon Irene Zienowicz Maureen Molloy Betty Keay Janet Dobson Millie Marsh Brian Dixon Jason Taylor Neil Robinson Cally Martin Jean Smith Noel Logan Carole Field John Bolt Pamela Weller Cecil Clarke John Campbell Peter Willis Christine Holmes John Hogan Rachel Patrick Christine Flett John Killian Ramona Hooyer Clare Fenby John MacKinnon Robyn Luczynski Claudia Gulli Jon Rennison Rosalind Faichney Constance Eastwood Judith Mason Sayed Ruhullah Quaraishi Dawn Walduck Julie Chippindale Sharmila Suthakaran Denise Driver Kaye Lovett Shirley Krumnow Dianne Hughes Kate Bilston Sonia Clements Dorothy Dupuy Keith Thomas Stephanie Vakadin Dorothy Small Kelle Harris Steven McMillan Dot Skewes Ken MacKenzie Sue Dawson Dulcie Burns Ken Walduck Sue Rickard Elizabeth Buckle Kim Henderson Susan Minetti Emily Fitzgerald Kristin Kalleweit Val Connors Ettie Pullman Laurice Cross Val Latimer Fay Silva Leonie Brownbill Vicki Montgomery Fleurette Cochaud Leonie Marshall Yasemin Hussein Gail Thornwaite Les Sharf Yvonne Pratt Gauri Yardi Liz Denny 38 Public programs
Exhibitions and displays Exhibitions at the Victorian Archives Centre were viewed by 17,161 visitors during the year, many of whom had not been to the centre before and came specifically to see an exhibition. A major exhibition was mounted in partnership with the Parliament of Victoria, as part of the celebrations for the 150th anniversary of responsible government in the state. And your petitioners humbly pray… 150 years of petitions in Victoria (November 2006 – April 2007) featured two of PROV’s treasures – the Women’s Suffrage Petition 1891 and the Half- mile Petition 1936 (see page 9). Other petitions included in the exhibition dealt with topics ranging from the quirky (‘Divorce cases in newspapers’; ‘Barmaids and seduction’) to important petitions that helped change public opinion and laws such as Sunday trading. PROV is now hosting the National Archives of Australia’s vibrant travelling exhibition Summers Past: Golden days in the sun 1950–1970 (May – November 2007). The exhibition draws on a wonderful collection of photographs from around Australia showing people relaxing and holidaying in the sun. The Town of North Melbourne 1905 exhibition (June – September 2006) was developed with the City of Melbourne, in partnership with the Hotham History Project. Both the North Melbourne and Petitions exhibitions were accompanied by online education resources in keeping with requirements of the Victorian school curriculum. As part of the ‘Melbourne – 50 Years On’ expo held at the Melbourne Exhibition Centre in November 2006, PROV displayed Fun and Games, an exhibition of iconic photographs from the 1956 Melbourne Olympics. PROV also participated in the development of the expo’s whole-of-government exhibition that showed how Victoria has developed and changed over the past fifty years. The expo was attended by 6,279 visitors. For the second consecutive year PROV was successful in securing a Museums Australia (Victoria) Regional Exhibition Touring Initiative grant, receiving funding for display boards for our next touring exhibition. Victorians at Work, presently being developed, will showcase a selection of the amazingly varied photographic records held by PROV.
Travelling exhibitions PROV’s travelling exhibitions were shown in twenty-four venues throughout the state, and were viewed by almost 46,000 people. This year the exhibitions travelled to more venues than in previous years, often to smaller local historical societies, libraries and regional museums. Some highlights were: • Transported Back: the Public Transport Corporation photographic collection was displayed at Gembrook Railway Station, the Puffing Billy terminus. • Forgotten Faces: Chinese and the Law (a Victorian Archives Centre exhibition last year) was displayed for two months at Melbourne’s Chinese Museum. Some 4,400 visitors, including school groups, saw it at this key tourist location. 39
Loans PROV has continued to lend records to a number of museums and galleries, thus promoting the variety and depth of our collection to a wider audience. In 2006–2007 more than 17,000 people viewed an impressive selection of the Victorian state archives in the following historical exhibitions: • Naked Democracy: Governing Victoria 1856–2006 – a State Library of Victoria exhibition tracing the changing idea of democracy since 1856. • Australia’s Muslim Cameleers: Pioneers of the Inland 1860s to 1930s – an exhibition developed by the South Australian Museum. PROV’s records relate to camel orders for the Burke and Wills expedition. • Geelong Rail 150 – a series of displays and events held to celebrate the 150th anniversary of the official opening of the Geelong and Melbourne Railway coordinated by Geelong Historical Society.
Online projects A major project for 2006–2007 was a revamp of the successful online exhibition Bigamy, theft and murder: the extraordinary tale of Frederick Bailey Deeming. Originally published in 1996 to accompany a travelling exhibition, the site has been redesigned and expanded in recognition of its enduring popularity, and features extensive educational material for Victorian secondary school students. During the past two years approximately 7,000 images from the Public Transport Corporation Photographic Collection (VPRS 12800 and 12903) were digitised and in June these images were published on the PROV website. Records from the Central Register of Male Prisoners series (VPRS 515/P) were also digitised during the year. Many of these records are closed to the public for conservation reasons, but digitising will enable them to be viewed without further damage, via the PROV website. The project involved copying twenty-five of the one hundred volumes in the series, and these images are being progressively published on the website. Further volumes will be digitised in the coming year. This year again saw an increase in the number of visitors to PROV’s website: almost 590,000 visits to the main website were recorded during 2006–2007, compared to 460,000 visitors the previous year. 40
Publications PROV produces three free publications aimed at current public clients and others interested in history and research using public records. PROactive is a magazine published three times a year in both print and electronic formats. Issue numbers 38, 39 and 40 were published during 2006–2007, with a total combined print run of 16,500 copies. The print version is distributed via a mailing list of 3,860 and through PROV venues and outreach activities. rEsearch is a text-only email newsletter published every second month, containing timely and abbreviated news about PROV activities and events. It is emailed to around 1,000 subscribers and published on PROV’s website. Issue 5 of Provenance, PROV’s annual online refereed journal, was published in September 2006. This edition introduced a new ‘forum’ section for non-refereed papers, widening the range of contributions accepted. As both the body of articles and the number of contributors grow, the number of readers of the journal is also increasing – online hits were up from 3,760 in 2005–2006 to 6,002 this year. During the year PROV approved the reproduction of public records in a range of publications, including journals, books, films and videos, posters, reports, online publications and signage. A full list of PROV’s publications is given in Appendix 2.
Seminars, tours and events PROV continued to present a range of popular, subject-based public seminars at the Victorian Archives Centre, the Ballarat Archives Centre and external venues. Nineteen programmed seminars and training sessions in the use of PROV’s records and online resources were held and attended by 387 people. In response to invitations, PROV staff provided a further 53 seminars and talks, and presented conference papers to a total audience of 3,869 members of the public. In addition 2,400 people consulted PROV staff at information stalls at 11 conferences and fairs. PROV offers regular volunteer-conducted free tours of the Victorian Archives Centre and responds to requests from groups and delegations for special talks and tours: 1,101 people were conducted on 33 tours by PROV’s volunteers and staff during 2006–2007. An initiative this year saw the introduction of public programs associated with PROV exhibitions. In collaboration with the Hotham History Group, PROV conducted walking tours of the Victorian Archives Centre environs for 87 people. One tour related to the Town of North Melbourne 1905 exhibition, and two entitled ‘Suffragists of North Melbourne’ were held in association with And your petitioners humbly pray … 150 years of petitions in Victoria. Two seminars were also held in conjunction with exhibitions: guest speakers from the fields of forensic science, police, the law and academia presented short papers and participated in a panel discussion in connection with the launch of the Bigamy, theft and murder online exhibition; while a seminar on producing your own local history was held in association with Town of North Melbourne 1905. 41
Appendices 42 Appendix 1: Assets and Financial statement
Assets The assets include both community and operating assets in the following four categories: Community assets – These assets are the state’s archival holdings. The holdings have been valued at $189.3 million. Buildings – Records repositories for storage of the state archives and the state government’s non-current records are located at North Melbourne and Ballarat. Motor vehicles – Public Record Office Victoria operates three vehicles: a sedan, a station wagon and a light van. Plant and operating equipment – Operating assets are used for the upkeep of the repositories so that public records can be stored safely and made available for public inspection. They include microform readers and printers, photocopiers, computer equipment, buggies and forklift vehicles, compactus shelving, general office furniture and equipment and stores.
Financial statement 2005–2006 2006–2007 Operating $2,702,030 $2,696,150 Other operating1 $7,371,785 $8,162,236 Salary $3,830,008 $4,212,954 Sub-total $13,903,823 $15,071,340 Capital2 $2,899,925 $1,982,430 Total expenditure $16,803,748 $17,053,770
1 Other operating includes capital asset charge and depreciation expense. 2 Capital investment includes progress payments for the building of the Digital Archive and investment against the PROV asset management plan. Staff profile
Total Female Male Number of employees At 30 June 2006 62 40 22 At 30 June 2007 60 35 25 Number of staff members, by position type Executive 1 Professional 51 Administration 8 Number of staff members, by employment type Permanent full-time 48 Permanent part-time 12 Fixed term 19 Number of male and female directors and managers Director 1 1 0 Managers 3 1 2
Note: These figures are included in the reported staff numbers for the Department of Premier and Cabinet. ‘Fixed term’ employees includes fifteen participants in the Workforce Participation Partnership program (see page10). 43 Appendix 2: Publications
A full list of current PROV publications is available on the PROV website. Publications are available from: Publication Sales Public Record Office Victoria PO Box 2100 North Melbourne VIC 3051 Phone: (03) 9348 5600 Fax: (03) 9348 5656 Email: [email protected]
Publications 2006–2007 PROV produced the following publications during 2006–2007:
Magazines, newsletters and journals PROactive Access Services magazine published simultaneously in print and on the PROV website Spring 2006, No. 38 Summer 2006–07, No. 39 Winter 2007, No. 40 ISSN 1321-9545 rEsearch A bi-monthly text-only newsletter published simultaneously by email to subscribers and on the PROV website August 2006, No. 18 October 2006, No. 19 December 2006, No. 20 February 2007, No. 21 April 2007, No. 22 June 2007, No. 23 ISSN 1499-0331 Provenance: the Journal of Public Record Office Victoria An annual online journal presenting research from the records held at PROV Issue 5, September 2006 ISSN 1832-2522 44
Microfiche publications During 2006–2007 three sets of microfiche were published, completing the microfiche publication of inward overseas passenger records for the period 1852 to 1923. Microfiche copies of Registers of Assisted Immigrants 1839 to 1871, first published in 1988, were re- released to complement this. References to these immigration and passenger records can be found in the online indexes to passenger and immigration records on the PROV website (PROVguide 23). Inward Overseas Passenger Lists, British Ports 1900–1923 ISBN 0 97510684 8 Inward Overseas Passenger Lists, Foreign Ports 1900–1923 ISBN 0 97510685 6 Inward Overseas Passenger Lists, New Zealand Ports 1852–1923 ISBN 0 97510686 4 Register of Assisted Immigrants 1839–1871 ISBN 0 72419135 6
PROV catalogue of publications
Print publications Coming South: Victorian Archives of Immigration 1839–1923 $9.85 Eureka: From the Official Records. The Story of the Ballarat Riots 1854, $18.65 and the Eureka Stockade, from the Official Documents in the Public Record Office of Victoria My Heart is Breaking: A Joint Guide to Records about Aboriginal People $15.35 in the Public Record Office and the Australian Archives, Victorian Regional Office Ten Victorian Women $10.95 Private Lives, Public Records: Family History Resources at Public Record $25.00 Office Victoria A Matter of Record: A History of Public Record Office Victoria $49.95 Finding Your Story: A Resource Manual to the Records of the Stolen $34.95 Generations in Victoria wilam naling … knowing who you are … Improving Access to Records FREE of the Stolen Generations: A report to the Victorian Government from the Koorie Records Taskforce 45
Microfiche Register of Inward Shipping and Index (Overseas and Colonial Ports) $44.00 1846–1852 Index to Inward Overseas Passengers from Foreign Ports 1852–1859 $44.00 Index to Inward Overseas Passengers from Foreign Ports 1860–1869 $44.00 Index to Inward Overseas Passengers from Foreign Ports 1870–1879 $44.00 Index to Inward Overseas Passengers from Foreign Ports 1880–1889 $44.00 Index to Inward Overseas Passengers from Foreign Ports 1890–1899 $44.00 Index to Inward Overseas Passengers from British Ports 1852–1859 $88.50 Index to Inward Overseas Passengers from British Ports 1860–1869 $71.50 Index to Inward Overseas Passengers from British Ports 1870–1879 $55.00 Index to Inward Overseas Passengers from British Ports 1880–1889 $80.00 Index to Inward Overseas Passengers from British Ports 1890–1899 $75.00 Inward Overseas Passenger Lists, Foreign Ports 1852–1859 $110.00 Inward Overseas Passenger Lists, Foreign Ports 1860–1869 $99.00 Inward Overseas Passenger Lists, Foreign Ports 1870–1879 $88.00 Inward Overseas Passenger Lists, Foreign Ports 1880–1889 $115.00 Inward Overseas Passenger Lists, Foreign Ports 1890–1899 $120.00 Inward Overseas Passenger Lists, Foreign Ports 1900–1923 * $180.00 Inward Overseas Passenger Lists, British Ports 1852–1859 $220.00 Inward Overseas Passenger Lists, British Ports 1860–1869 $165.00 Inward Overseas Passenger Lists, British Ports 1870–1879 $132.00 Inward Overseas Passenger Lists, British Ports 1880–1889 $200.00 Inward Overseas Passenger Lists, British Ports 1890–1899 $180.00 Inward Overseas Passenger Lists, British Ports 1900–1923 * $250.00 Inward Overseas Passenger Lists, New Zealand Ports 1852–1923 * $280.00 Register of Assisted Immigrants 1839–1871* $160.00 Assisted German Immigrants Passenger List and Index 1849–1850 $11.00
* No microfiche indexes to New Zealand and post–1900 British and foreign inward passenger lists or to the Registers of Assisted Immigrants have been published. References to these records are found in PROV’s online indexes.
46 Appendix 3: Current Public Record Office Victoria standards and authorities
Retention and Disposal Authorities issued during 2006–2007
PROS 05/08 Retention and Disposal Authority for Records of Melbourne 2006 Commonwealth Games PROS 06/03 Retention and Disposal Authority for Records of the Department for Victorian Communities PROS 06/04 Retention and Disposal Authority for Records of the Sheriff’s Operations PROS 06/05 Retention and Disposal Authority for Records of the Victorian Electoral Function PROS 07/01 General Retention and Disposal Authority for Records of Common Administrative Functions PROS 07/02 Retention and Disposal Authority for Records of the Office of the Chief Parliamentary Counsel PROS 07/03 Retention and Disposal Authority for Records of the Victorian Government Printer
Variations issued:
92/05 Records Disposal Schedule for Records of Magistrates’ Court – 01/09/1990 Onwards – Variation 4 94/02 Retention and Disposal Authority for Records of the Department of Justice – Police Station Records – Variation 8 96/10 General Retention and Disposal Authority for Prison Records – Variation 3 96/13 General Retention and Disposal Authority for Common Administrative Function Records – Variation 3 96/17 Disposal Schedule for Records of the Victorian Taxi Directorate – Variation 1 96/20 Retention and Disposal Authority for Records of the Public Transport Corporation and the Victorian Rail Track Corporation – Variation 2 47
Standards
Establishment of standards Section 12 of the Public Records Act 1973 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 offices to implement records management programs in accordance with the standards established by the Keeper.
Standards and specifications The standards and specifications establish requirements for the creation, management and use of public records. They are subject to periodic review and will be kept up to date by the issue of new or amended editions.
PROS Title of authority Issue date Expiry date 97/001 Management of Public Records; Records 02/02/1998 02/02/2008 Management Standard 97/002 Creation and Maintenance of Public Records; 02/02/1998 02/02/2008 Records Management Standard Specification 1: Storage of Public Records in Agencies 97/003 Destruction of Public Records; Records 02/02/1998 02/02/2008 Management Standard Specification 1: Destruction of Records Covered by a Disposal Schedule Specification 2: Destruction of Records Not Covered by a Disposal Schedule 97/004 Transfer and Storage of Public Records; 02/02/1998 02/02/2008 Records Management Standard Specification 1: Documentation of Public Records Specification 2: Transfer of Records to Public Record Office Victoria Specification 3: Transfer of Records to an APROSS – see the APROSS kit Specification 4: Access to Public Records Specification 5: Processing and Listing Public Records 99/007 Management of Electronic Records; Records 26/04/2000 26/04/2010 Management Standard 48
Retention and Disposal Authorities
Whole of Victorian Government
PROS Title of authority Issue date Expiry date 07/01 Common Administrative Functions; General 23/04/2007 23/04/2017 Retention and Disposal Authority for Records of
Department of Education
PROS Title of authority Issue date Expiry date 96/21 Department of Education – Apprenticeship and 05/08/1997 05/08/2007 Traineeship; Records Disposal Schedule for the 98/02 Department of Education; Retention and Disposal 20/06/2003 10/08/2008 Authority for Records of the (includes Variation 1) 01/01 School Records; General Retention and Disposal 21/01/2002 02/03/2011 Authority for (includes Variation 1) 02/01 Higher and Further Education Institutions; General 11/04/2005 26/05/2012 Retention and Disposal Authority for Records of (includes Variations 1–2)
Department of Human Services
PROS Title of authority Issue date Expiry date 98/08 Ambulance Services Victoria; General Retention 14/11/2000 01/10/2008 and Disposal Authority for Records of (includes Variation 1) 99/04 Public Health Services Patient Records; General 30/07/2004 19/05/2009 Retention and Disposal Authority for (includes Variations 1–2) 00/03 Pharmacy Board of Victoria; Retention and 25/07/2003 03/11/2010 Disposal Authority for Records of the (includes Variation 1) 04/04 Victorian Cervical Cytology Registry; Retention 17/06/2004 17/06/2014 and Disposal Authority for Records of the 04/06 Nurses Board of Victoria; Retention and Disposal 17/11/2004 17/11/2014 Authority for Records of the 05/05 Mental Health Review Board; Retention and 23/08/2005 23/08/2015 Disposal Authority for Records of the 06/02 Victorian Poisons Information Centre; Retention 21/02/2006 21/02/2016 and Disposal Authority for Records of the
Department of Infrastructure
PROS Title of authority Issue date Expiry date 96/17 Victorian Taxi Directorate; Retention and Disposal 05/06/2007 17/02/2008 Authority for Records of the (includes Variation 1) 96/20 Public Transport Corporation and the Victorian 05/06/2007 06/02/2008 Rail Track Corporation; Retention and Disposal Authority for Records of the (includes Variations 1–2) 49
97/07 Vehicle Registration and Driver Licensing; 16/05/2001 16/01/2008 Retention and Disposal Authority for Records of (includes Variation 1) 99/06 Office of Gas Safety Disposal Schedule 05/05/1999 05/05/2009 00/02 Department of Infrastructure; Retention and 03/04/2006 31/12/2010 Disposal Authority for Records of the (includes Variations 1–2) 05/06 VicUrban; Retention and Disposal Authority for 16/09/2005 16/09/2015 Records of
Department of Justice
PROS Title of authority Issue date Expiry date 92/05 Magistrates’ Court – 01/09/1990 Onwards; 30/06/2006 30/06/2007 Records Disposal Schedule for (includes Variations 1–4) 94/02 Department of Justice – Police Station Records; 20/12/2006 31/12/2007 Retention and Disposal Authority for (includes Variations 1–8) 95/05 Magistrates’ Court – Pre 01/09/1990 Records; 21/02/2006 20/05/2007 Retention and Disposal Authority for (includes Variation 1) 96/08 County Court; Retention and Disposal Authority 10/04/2006 21/11/2007 for Records of the (includes Variation 1) 96/10 Prison Records; General Retention and Disposal 12/09/2006 31/12/2007 Authority for (includes Variations 1–3) 99/05 State Coroner’s Office – Coronial Investigations; 04/05/1999 04/05/2009 Records Disposal Schedule for 99/08 Gaming Regulation Function; Retention and 20/06/2003 11/12/2009 Disposal Authority for Records of the (includes Variation 1) 01/02 Metropolitan Fire and Emergency Services 01/03/2001 01/03/2011 Board; Records Disposal Schedule for the 02/02 Victoria Police Ethical Standards Department; 02/03/2004 03/10/2012 Records Authority for the (includes Variation 1) 03/01 Legal Aid Function; Records Authority for the 11/04/2003 11/04/2013 03/02 Office of the Public Advocate; Retention and 11/07/2003 11/07/2013 Disposal Authority for Records of the 04/02 Residential Tenancies Bond Authority; Retention 18/06/2004 18/06/2014 and Disposal Authority for Records of the 04/05 Victoria Police – Communications Records; 06/07/2004 06/07/2014 Retention and Disposal Authority for Records of the 04/07 Office of Gaming and Racing; Retention and 17/11/2004 17/11/2014 Disposal Authority for Records of the 04/08 Victims of Crime Assistance Tribunal; Retention 01/12/2004 01/12/2014 and Disposal Authority for Records of the 05/02 Victoria Police: General Retention and Disposal 24/05/2005 24/05/2015 Authority for Records of 50
05/03 Victorian Civil and Administrative Tribunal; 01/06/2005 01/06/2015 Retention and Disposal Authority for Records of the 05/07 Equal Opportunity Commission Victoria; 21/09/2005 21/09/2015 Retention and Disposal Authority for Records of the 05/10 Business Licensing Function and the Motor Car 21/02/2006 21/02/2011 Traders Guarantee Fund Function; Retention and Disposal Authority for Records of the 06/04 Sheriff’s Operations; Retention and Disposal 14/12/2006 14/12/2016 Authority for Records of
Department of Premier and Cabinet
PROS Title of authority Issue date Expiry date 97/06 Victorian Arts Centre Trust; Records Disposal 20/08/1997 20/08/2007 Schedule for 99/01 Department of Premier and Cabinet; Records 19/07/1999 19/07/2009 Disposal Schedule for the 07/02 Office of the Chief Parliamentary Counsel; 18/05/2007 18/05/2017 Retention and Disposal Authority for Records of the 07/03 Victorian Government Printer; Retention and 18/05/2007 18/05/2017 Disposal Authority for Records of the
Department of Primary Industries
PROS Title of authority Issue date Expiry date 04/01 Department of Primary Industries; Retention 25/10/2004 25/10/2014 and Disposal Authority for Records of the
Department of Sustainability and Environment
PROS Title of authority Issue date Expiry date 97/08 Building Control Commission; Retention 04/05/1998 03/12/2007 and Disposal Authority for Records of the (includes Variation 1) 00/01 Water Authorities Records; General Disposal 02/03/2004 29/06/2010 Schedule for (includes Variation 1) 02/03 Environment Protection Function; Records 15/04/2003 15/04/2013 Authority for the 05/09 Department of Sustainability and Environment; 27/01/2006 27/01/2016 Retention and Disposal Authority for Records of the
Department of Treasury and Finance
PROS Title of authority Issue date Expiry date 99/02 Department of Treasury and Finance; Retention 20/06/2003 31/01/2010 and Disposal Authority for Records of the (includes Variations 1–2) 51
99/03 Victorian WorkCover Authority; Retention 19/10/1999 26/02/2009 and Disposal Authority for Records of the (includes Variation 1) 01/04 State Revenue Office; Records Disposal 10/07/2001 10/07/2011 Schedule for 03/03 Victorian Managed Insurance Authority; Retention 09/02/2004 09/02/2014 and Disposal Authority for Records of the
Department for Victorian Communities
PROS Title of authority Issue date Expiry date 98/01 Local Government Records; General 17/05/2002 24/06/2008 Retention and Disposal Authority for (includes Variations 1–2) 05/08 Melbourne 2006 Commonwealth Games; 23/10/2006 23/10/2016 Retention and Disposal Authority for Records of the 06/03 Department for Victorian Communities; Retention 23/10/2006 23/10/2016 and Disposal Authority for Records of the
Office of Police Integrity
PROS Title of authority Issue date Expiry date 05/04 Office of Police Integrity; Retention and Disposal 06/12/2005 06/12/2015 Authority for Records of the
Office of Public Prosecutions
PROS Title of authority Issue date Expiry date 04/03 Office of Public Prosecutions; Retention and 13/05/2004 13/05/2014 Disposal Authority for Records of the
Ombudsman Victoria
PROS Title of authority Issue date Expiry date 05/01 Ombudsman Victoria; Retention and Disposal 06/12/2005 06/12/2015 Authority for Records of the
Victorian Auditor-General’s Office
PROS Title of authority Issue date Expiry date 01/03 Victorian Auditor-General’s Office; Records 31/07/2001 31/07/2011 Disposal Schedule for the
Victorian Electoral Commission
PROS Title of authority Issue date Expiry date 06/05 Victorian Electoral Function; Retention and 04/12/2006 04/12/2016 Disposal Authority for Records of the 52 Appendix 4: Approved Public Record Office Victoria Storage Suppliers (APROSS)
Name of APROSS Contact Approved storage sites Advance Record Management Peter Newland 140 Broderick Rd Manager Corio 3214 140 Broderick Rd Corio 3214 (PO Box 67, North Geelong, 3215) Telephone: (03) 5274 2000 Caval Collaborative Solutions Eva Varga 4 Park Dr CARM Centre Bundoora 3083 4 Park Dr Manager Bundoora 3083 Telephone: (03) 9450 5528 Document & Data Storage Frank Franze Unit 2/28 Management Sales Manager Little Boundary Rd Laverton North 3026 Unit 2/28 Little Boundary Rd Laverton North 3026 Telephone: 1300 138819 Doc U Store Kevin Naish 10–16 Osboldstone Rd Manager Wangaratta 3677 10–16 Osboldstone Rd Wangaratta 3677 Telephone: (03) 5722 2682 Fort Knox Records Management Scott McKibbin 84 Westgate Dr National Sales Altona North 3025 84 Westgate Dr Manager Altona North 3025 Telephone: 1300 360 557 Grace Records Management Nick Buxton 27/9 Ashley St State Manager West Footscray 3012 27/9 Ashley St West Footscray 3012 Jeff Cleave 13 Baldock Crt Business Eaglehawk 3556 Telephone: (03) 9687 6498 Development (Bendigo) Manager Iron Mountain Wes Gleeson 40 Western St State Manager Brunswick 3056 28/9 Ashley St 202–228 Greens Rd West Footscray 3012 Rod Martin Dandenong 3175 (PO Box 6438, West Footscray, 3012) Business Development 28/9 Ashley St Telephone: (03) 9680 1900 Manager West Footscray 3012 29/9 Ashley St West Footscray 3012 53
Iron Mountain Data Protection Damion McNaught 107 Fergie St Sales Manager Fitzroy North 3068 107 Fergie St Fitzroy North 3068 Anastasia Geranis (PO Box 2700, Fitzroy BC 3068) Sales Coordinator Telephone: 1300 656541 Latrobe Valley Security Gary Johnson Unit 1 & 2, Network Group Manager 206 Liddiard Rd Traralgon 3844 Unit 1 & 2, 206 Liddiard Rd Traralgon 3844 Telephone: (03) 5174 1671 Recall Total Information Ivor Cencic 1/477 Plummer St Management Sales Manager Port Melbourne 3207 PO Box 5080 Kim Sheehan 578–580 Somerville Rd Garden City 3207 Business Sunshine 3020 Development Telephone: (03) 9676 1583 Manager 465 Plummer St Port Melbourne 3207 8–10 Healey Rd Dandenong 3175 170 Forster Rd Mount Waverley 3149 Cnr Kiewa Valley Hwy & Baranduda Dr Baranduda 3691 Secure-it Records Management Robert Booth 5 Grandlee Dr Manager Wendouree 3355 5 Grandlee Dr (Ballarat) Wendouree 3355 (PO Box 67, Wendouree, 3355) Telephone: 1300 765 102
54 Appendix 5: Approved Places of Deposit for temporary records of local rather than state significance
Name of organisation Date gazetted Location Arapiles Historical Society 14 March 2007 Old Court House Main St Natimuk 3409 Ararat Genealogical Society Inc 20 May 2004 Ararat Library Barkly St Ararat 3377 Avoca and District Historical 23 October 2003 Court House Society Inc 85 High St Avoca 3467 Bacchus Marsh and District 23 October 2003 Library Building Historical Society Main St Bacchus Marsh 3340 Ballan Shire Historical Society Inc 20 May 2004 Court House 42 Steiglitz St Ballan 3342 Gold Museum and Ballarat 23 October 2003 Bradshaw St Historical Society Ballarat 3350 Barham Koondrook Historical 16 August 2006 School Building Society Koondrook 3580 Beaufort Historical Society 23 October 2003 Court House Livingstone St Beaufort 3370 Beechworth Historic Court House 14 December 2000 Former Court House Museum 94 Ford St Beechworth 3747 Bellarine Historical Society Inc 14 March 2007 11 High St Drysdale 3222 Benalla and District Historical 14 December 2000 Costume & Pioneer Museum Society 14 Mair St Benalla 3672 Berwick and Pakenham Historical 3 November 2004 Corner Main St & Society Princes Hwy Pakenham 3809 Birchip Historical Society Inc 16 August 2006 Cumming Ave Birchip 3483 Box Hill Historical Society 3 November 2004 Box Hill Town Hall 1022 Whitehorse Rd Box Hill 3128 Brighton Historical Society Inc 5 September 2002 Brighton Town Hall Carpenter & Wilson Sts Brighton 3186 Broadmeadows Historical Society 14 March 2007 21 Pearcedale Pde and Museum Broadmeadows 3047 Camberwell Historical Society 29 November 2001 Former Town Hall 370 Camberwell Rd Camberwell 3124 55
Camperdown and District 18 October 2005 241 Manifold St Historical Society Camperdown 3260 Cape Clear and District Historical 23 October 2003 Community Hall Society Inc Cape Clear 3351 Carisbrook Historical Society Inc 16 August 2006 Town Hall Buchnall St Carisbrook 3464 Casterton and District Historical 18 October 2005 Railway Precinct Society Jackson St Casterton 3311 Castlemaine Historical Society Inc 29 November 2001 Former Court House 7 Goldsmith Cres Castlemaine 3450 Charlton Golden Grains 14 March 2007 1 High St & Museum Inc 8 Camp St Charlton 3525 Cobden and District Historical 18 October 2005 Pioneer Dairy Park Society Grayland St Cobden 3266 Cobram Historical Society Inc 16 August 2006 School Building Punt Rd Cobram 3266 Cohuna and District Historical 16 August 2006 Cullen St Society Inc Cohuna 3568 Colac and District Historical Society 18 October 2005 COPACC Building Gellibrand St Colac 3250 Cressy and District Historical 18 October 2005 1 Lyons St Society Cressy 3322 Creswick Historical Museum 23 October 2003 Former Council Office 70 Albert St Creswick 3363 Dandenong and District Historical 16 August 2006 Houlahan Centre Society 186 Foster St East Dandenong 3175 Daylesford Museum and District 20 May 2004 100 Vincent St Historical Society Inc Daylesford 3460 Dimboola and District Historical 14 March 2007 67 Lloyd St Society Dimboola 3414 Donald History and Natural 14 March 2007 56-58 Woods St History Group Donald 3480 Dunkeld and District Historical 18 October 2005 Wills St Society Dunkeld 3294 Goldfields History and Arts Society 16 August 2006 75 Broadway (Dunolly) Dunolly 3475 56
Eaglehawk Heritage Society Inc 20 May 2004 Court House Sailors Gully Rd Eaglehawk 3556 Essendon Historical Society Inc 20 May 2004 768 Mt Alexander Rd Moonee Ponds 3039 Frankston Historical Society 3 November 2004 Ballam Park Homestead Cranbourne Rd Frankston 3199 Hamilton History Centre 29 November 2001 Mechanics Institute 43 Gray St Hamilton 3300 Healesville and District Historical 3 November 2004 233 Maroondah Hwy Society Healesville 3777 Heidelberg Historical Society 14 December 2000 Heidelberg Museum Jika St & Park Ln Heidelberg 3084 Heytesbury District Historical 18 October 2005 42 Lord St Society Port Campbell 3269 Hopetoun and District Historical 14 March 2007 Education Centre Society Austin St & 75 Toole St Hopetoun 3396 Horsham Historical Society 14 December 2000 Mechanics Institute 33 Pynsent St Horsham 3400 Huntly and District Historical 20 May 2004 Former Shire Office Society Inc Midland Hwy Huntly 3551 Jeparit and District Historical 14 March 2007 Old Municipal Offices Society Inc Roy St Jeparit 3423 Kaniva District Historical Society 14 March 2007 111 Commercial St Kaniva 3419 Knox Historical Society Inc 3 November 2004 1 Olivebank Rd Ferntree Gully 3156 Korong Historical Society 14 March 2007 26 High St Korong 3518 Kyneton Historical Society Inc 29 November 2001 Mechanics Institute Mollison St Kyneton 3444 Lake Bolac and District Historical 20 May 2004 Scotts Church Society Inc Montgomery St Lake Bolac 3351 Landsborough and District 20 May 2004 McKinleay St Historical Society Inc Landsborough 3384 57
Leigh and District Historical 23 October 2003 Rokewood-Shelford Rd Society Inc Warrambine 3134 Leongatha and District Historical 3 November 2004 Mechanics Institute Society McCartin St Leongatha 3953 Linton and District Historical 23 October 2003 Library Building & Funeral Society Inc Parlour Linton 3360 Little River Historical Society 18 October 2005 Mechanics Institute Hall Rothwell Rd Little River 3211 Malmsbury Historical Society Inc 20 May 2004 Mechanics Institute Mollison St Malmsbury 3446 Malvern Historical Society 29 November 2001 ‘Northbrook’ rear Library, High St Malvern 3144 Midlands Historical Society Inc 29 November 2001 Worsley Cottage 3 Palmerston St Maryborough 3465 Minyip and District Historical 14 March 2007 49 Main St Society Inc Minyip 3392 Moe and District Historical Society 3 November 2004 2 High St Moe 3825 Mortlake and District Historical 18 October 2005 27 Shaw St Society Mortlake 3272 Morwell Historical Society Inc 29 November 2001 21 Church St Morwell 3840 Murtoa and District Historical 14 March 2007 Concordia College & Society Inc Water Tower Museum Comyn St Murtoa 3390 Napoleons and District Historical 23 October 2003 School Building Society Inc 5050 Colac-Ballarat Rd Napoleons 3352 Nathalia and District Historical 16 August 2006 45 Pearce St Society Nathalia 3638 Newstead and District Historical 23 October 2003 Former Court House Society Canrobert St Newstead 3462 Nhill and District Historical 16 August 2006 Historical Centre Society Inc MacPherson St Nhill 3418 Nullawil Historical Society 14 March 2007 Towaninnie School & Historic House Quambatook Rd Nullawil 3529 58
Numurkah and District Historical 23 October 2003 Cnr Melville & Knox Sts Society Numurkah 3636 Old Melbourne Gaol 19 September Russell St 2003 Melbourne 3000 Ouyen Local History Resource 14 December 2000 Oak St Centre Ouyen 3490 Port Fairy Historical Society 18 October 2005 30 Gipps St Port Fairy 3284 Portland Family History Group 18 October 2005 History House Cliff St Portland 3305 Prahran Mechanics’ Institute 16 August 2006 140 High St and Circulating Library Prahran 3181 Queenscliffe Maritime Museum Inc 14 March 2007 Weeroona Pde Queenscliff 3225 Rainbow Archive and Historical 14 March 2007 Old Masonic Temple Society King St Rainbow 3424 Rochester Historical and 16 August 2006 Court House Pioneer Society Moore St & Common School High St Rochester 3561 Royal Historical Society of Victoria 14 December 2000 239 A’Beckett St Melbourne 3000 Rupanyup Historical Society 14 March 2007 Old Masonic Lodge Dyer St Rupanyup 3388 Sandringham and District Historical 3 November 2004 6 Waltham St Society Sandringham 3191 Sebastopol Historical Society Inc 23 October 2003 Yarrowee St Sebastopol 3356 Snake Valley Historical Society Inc 23 October 2003 Former RSL Hall Snake Valley 3351 St Arnaud and District Historical 14 March 2007 Library Town Hall Complex & Society Inc Fire Station Napier St St Arnaud 3478 Stratford and District Historical 5 September 2002 14 Hobson St Society Inc Stratford 3862 Streatham and District Historical 18 October 2005 School Rd Society Streatham 3351 Sunshine and District Historical 29 November 2001 Hunt Club Community Centre Society Inc 775 Ballarat Rd Deer Park 3023 59
Talbot Arts and Historical 23 October 2003 Former Church Museum Inc Camp St Talbot 3371 Terang and District Historical 18 October 2005 Museum Complex Society 1 Warrnambool Rd Terang 3264 Traralgon and District Historical 3 November 2004 13 Breed St Society Traralgon 3844 Trentham Historical Society 20 May 2004 5 Camp St Trentham 3458 Wangaratta Historical Society Inc 29 November 2001 Ford St Wangaratta 3676 Warracknabeal Historical Society 14 March 2007 81 Scott St Warracknabeal 3393 Warrandyte Historical Society 3 November 2004 111 Yarra St Warrandyte 3113 Warrnambool Historical Society Inc 29 November 2001 History House Gilles St Warrnambool 3280 Werribee and District Historical 29 November 2001 Cnr Derrimut & Heath Rds Society Werribee 3030 Whitehorse Historical Society Inc 3 November 2004 Schwerkolt Cottage & Museum Complex Deep Creek Rd Mitcham 3132 Woady Yaloak Historical Society Inc 20 May 2004 Brooke St Smythsdale 3351 State Coal Mine Museum 14 December 2000 State Coal Mine (Wonthaggi) Garden St Wonthaggi 3995 Woodend and District Heritage 20 May 2004 Court House Society Inc Forest St Woodend 3442 Wycheproof and District 14 March 2007 Old Court House Historical Society High St Wycheproof 3527
60 Appendix 6: List of guides and advices
Guides The following documents provide guidance on records management procedures and are adapted from PROV records management standards: 1. Disposal of Public Records: An Overview 2. Conducting a Records Survey for Disposal Purposes 3. Using Normal Administrative Practice to Destroy Public Records 4. Using Disposal Schedules to Destroy Public Records 5. Completing Form PRO 29 Notification of Destruction 6. Using ‘Ad Hoc’ Appraisals to Dispose of Public Records 7. Completing Form 20A Request for Appraisal and 20B Records Appraisal Checklist 8. Use of Approved Places of Deposit 9. Physical Destruction of Public Records
Advices The following advices provide guidance on specific issues relating to managing Victorian government records: 1. Electronic Recordkeeping: Advice to Victorian Government Agencies 2. Scanning or Imaging of Records: Advice to Victorian Government Agencies 3. Email as Records: Advice to Victorian Government Agencies 4. Information Privacy and Public Records: Advice to Victorian Agencies 5. Health Records and Public Records: Advice to Victorian Agencies 6. Investigations Records: Advice to Victorian Agencies 7. Advice to Agencies on Databases as Records 8. Advice to Agencies on Electronic Records as Evidence 9. Advice Introduction to the Victorian Electronic Records Strategy (VERS) 10. Advice on Specification 1 (System Requirements for Preserving Electronic Records) 11. Advice on Specification 2 (VERS Metadata Scheme) 12. Advice on Specification 3 (VERS Standard Electronic Record Format) 13. Advice on Specification 4 (VERS Long Term Preservation Formats) 14. Advice on Specification 5 (Export of Electronic Records to PROV) 15. System Administration and Records Management: Advice to Victorian Government Agencies 16. Messaging Technologies and Recordkeeping: Advice to Victorian Government Agencies 17. Records of Outsourced Activity: Advice to Victorian Government Agencies 18. Crimes (Document Destruction) Act 2006: Implications for Government Recordkeeping 19. Linking Table: General Retention and Disposal Authority for Records of Common Administrative Functions PROS 96/13 to PROS 07/01 Disposal of General Subject Correspondence Disposal of Personnel Records 61
PROVguides PROVguides provide information about our services and procedures, as well as giving an overview of our holdings on particular research topics. Copies are available online and in both of our reading rooms.
Subject PROVguide title Number Copying and Publishing Copying Services 2 Public Records Copying Services – Government Access 3 How to Cite Public Records 13 Use of Digital Cameras in PROV Reading Rooms 24 Copyright for Researchers 25 Courts and Criminal Convict Records 57 Justice Prison Records 58 Divorce Records 61 Wills and Probate Records 70 Inquest Records 71 Education, Health Education Records 56 and Welfare Mental Health Records 59 Adoption, Wardship and Related Records 60 Family History Cemetery Records 5 Using Births, Deaths and Marriages Indexes at 26 PROV Family History Research at PROV 51 Koorie Heritage Koorie Family History Research at PROV 65 Aboriginal Records at PROV 67 Land, Places and Property Research at PROV 6 Local History Public Works Department – Building Services 28 Agency Plans Land Records 55 City of Melbourne 64 Online Catalogue Ordering and Collecting Records – 4 Government Access Ordering Inquest Records 8 Registering and Maintaining a Government User 12 Account Registering and Maintaining a Public User Account 19 Searching for Records Online 20 Ordering Records 21 PROV’s Digitised Records and Online Indexes 23 Ordering Wills and Probate Records 68 Women’s Archives Online 74 62
Records Information Handling Records 7 Ballarat Archives Centre Records 10 Special Access 14 PROV’s Archival Control Model 66 PROVguides Numerical List 72 PROVguides Subject List 73 Research Organisations Search Agents 15 Melbourne Record Centres for Family 16 History Research State and Territory Archives, Libraries and 17 BDM Registrars Registry of Births, Deaths and Marriages 18 Service Information PROV’s Reading Room and Reference Services 1 Ballarat Archives Centre Reading Room 9 PROV Records Access Service Charter 22 PROV Reading Room Conditions 27 Transport Ship’s Crew 49 Locating and Copying Ships Passenger Lists 50 Immigration Records 52 British Post World War II Immigration 53 Ships and Shipping Movements 54 Public Transport – Railways 62 Public Transport – Tramways 63 Public Transport Photographic Collection Online 69
63 Appendix 7: VERS-compliant products
After testing conducted by PROV, the following systems have demonstrated a capability of meeting either all or part of the requirements for long-term electronic records management outlined in PROS 99/007: Standard for the Management of Electronic Records (also known as the VERS standard). Systems may be certified against some or all of the specifications listed in the standard. Please see the VERS compliance pages on the PROV website for more information (www.prov.vic.gov.au/vers/compliance).
Product Vendor Standard Spec 1 Spec 2 Spec 3 Spec 4 Spec 5 version Meridio 4.4 Meridio Limited 2 03/04/07 03/04/07 Objective v7 Objective. Corp Ltd 2 15/09/06 03/04/07 Livelink v3.0.1 OpenText Pty Ltd 2 20/03/06* 20/03/06* Trim Context 6 TOWER Software 2 24/01/06* Dataworks v3.04 Avand Pty Ltd 2 11/01/06* Hummingbird Enterprise Hummingbird 2 15/12/05* 2005 Australia Pty Ltd Image REAL Document Canon Australia 2 21/11/05 Management Win VEO v2.0 VERS Pty Ltd 2 29/04/05* 29/04/05 Documentum Content EMC Corporation 2 22/09/04 Server 5.2.5/Document Records Manager 4.1a Electronic Document Alphawest 1.2# 30/09/05* 30/09/05* 30/09/05 Management System as installed at the Essential Services Commission for the EDM project Document WorkBench Fuji Xerox Australia 1.2# 25/02/05* 25/02/05* 25/02/05 2000 Release 6 Pty Ltd Electronic Document Alphawest 1.2# 29/03/04* 29/03/04* 29/03/04 Management System as installed at the Department of Justice for the EDM project Win VEO v1.1.0.13 VERS Pty Ltd 1.2# 11/11/03* 11/11/03 Objective 6i Objective 1.2# 29/08/02 Corporation VERS Compliant Alphawest 1.2# 26/06/02 26/06/02 26/06/02 Recordkeeping system installed at the Department of Infrastructure for the VERS@DOI project versions 1 & 2
* Denotes conditions associated with certificate # Standard version 1.2 Specification 3 included VERS Standard Electronic Record Format, VERS Long Term Preservation Formats and Export of Electronic Records to PROV. 64 Appendix 8: VERS consultancy services
During 2006–2007 PROV undertook 213 consultancies for a wide variety of organisations. VERS consultancies support the implementation of effective and integrated (digital and physical) records management from capture to disposal or transfer to PROV. All Victorian government departments continued with initiatives designed to improve their digital records management capabilities and achieve VERS compliance. Experts from PROV were engaged by departments as consultants on a range of activities including strategic reviews, business case development, funding bids, procurement processes, analysis and design, and process implementation. Victorian government agencies engaged PROV’s VERS consultants for their knowledge, skills and experience in digital recordkeeping as an alternative to seeking external assistance from commercial organisations.
Agencies and organisations utilising VERS consultancy services Australasian Digital Recordkeeping Initiative (ADRI) BHP Billiton Chinese delegations Department for Victorian Communities Department of Human Services Department of Infrastructure Department of Innovation, Industry and Regional Development Department of Justice Department of Premier and Cabinet Department of Primary Industries Department of Sustainability and Environment Department of Treasury and Finance Essential Services Commission FileNET Corporation Melbourne 2006 Commonwealth Games Metropolitan Fire and Emergency Safety Board National Archives of Australia NSW Premier’s Office Office of the Chief Information Officer Office of the Chief Technology Officer Office of Commonwealth Games Coordination Queensland Archives State Records Office of South Australia State Records Office of New South Wales State Records Office of Western Australia Swinburne University 65
Consultancy services provided Digital recordkeeping and disposal arrangements, email capture, websites Suggestions for adoption of better digital recordkeeping and VERS Relationship of VERS and digital recordkeeping with classification and metadata Integration of VERS fundamentals into forward information management plans Requirement for VERS within ministerial briefing systems and information management Impact of VERS in the investigation of potential systems for managing ministerial correspondence and briefings Impact of VERS with regard to digital records management Assistance in planning VERS requirements into EDRMS procurement processes Advice on digital recordkeeping and retention and disposal planning Strategic impact of VERS in the roll-out of ECM within government Suggestions for adoption of better digital recordkeeping and VERS Software and approaches for PDF rendition, creation and management Advice on metadata requirements Metadata object model support Advice regarding best methods of enabling maximum access to files Requirements for transfer and VERS readiness explained Advice regarding VERS compliance, disposal and transfer strategy Digital Archive storage technologies Digital record transfer support Input into the information management planning process Input into information management projects Strategic advice regarding VERS and document and records strategy
66 Glossary
accession A group of records from the same transferring agency taken into PROV custody at the same time. The records may be formally arranged and described into records series and consignments or they may be unarranged and undescribed. Accessioning refers to the process of formally accepting and recording the receipt of records into custody (Keeping Archives1). advice A document issued by PROV providing advice to Victorian agencies on a recordkeeping issue. (Includes formal advice about standards as well as forms and other tools to help Victorian government agencies manage and use public records.) appraisal The process of evaluating business activities to determine which records need to be captured and how long the records need to be kept to meet business needs, the requirements of organisational accountability and community expectations (Australian Standard AS ISO 15489.1). APROSS Approved Public Record Office Storage Supplier – the PROV program for the storage of records which the Keeper of Public Records has approved for eventual destruction or which are awaiting a decision as to their archival value. archive The whole body of records of continuing value of an organisation or individual. Sometimes called ‘corporate memory’ (AS 4390.1 -1996). 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 organisations that have responsibility for archival records (Private lives, public records2). consignment A consignment comprises record items belonging to a single record series that has been transferred to the custody of PROV as part of the one accession. A consignment may comprise the whole or only part of a series. Each consignment is identified by a code (e.g. VPRS 1234/P1). digital / electronic A record produced, housed or transmitted by electronic means record rather than physical means. A record expressed in an electronic digital format. A record stored in a form that only a computer can process. digitised record / An electronic reproduction of a picture, photograph or physical item digital image (e.g. letter or document) that can be stored on computer or disk, and can be viewed, transmitted, manipulated and/or printed via computer. A subset of digital records (Private lives, public records). disposal A range of processes associated with implementing appraisal decisions. These include the retention, deletion or destruction of records in or from recordkeeping systems. They may also include the migration or transmission of records between recordkeeping systems, and the transfer of custody or ownership of records. Within the Victorian public sector, records are appraised to determine their significance (business, legal or historical) and then judged to be either of temporary or permanent value to the state. Government bodies are guided by standards or schedules issued by PROV to regulate the disposal of records.
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. 67
disposal authority A legal document that defines the retention periods and consequent disposal actions authorised for specific classes of records (AS 4390.1 -1996). permanent Records which have been appraised as being of permanent value records to the state of Victoria and which must be kept forever. place of deposit A location approved by the Victorian government minister (POD) responsible for PROV for the storage by community groups of temporary records of local value. provenance A principle that involves establishing the administrative context in which records were created and used. The provenance of records includes their original creators and users, and the subsequent administrators who were responsible for the recordkeeping system in which the records were kept (Private lives, public records). public record A record made or received by any person employed in a public office while carrying out his or her public duties (Public Records Act 1973). public records Information or documents created as part of the activities of state government departments, agencies and local government (Private lives, public records). reading room Area set aside at PROV centre for public access to records (formerly known as search room) (Private lives, public records). record Something that documents a particular event or decision, or a document and its contents that have some evidentiary value. A record can take many forms: • a document in writing • a book, map, plan, graph or drawing • a photograph • a label marking or other writing which identifies or describes anything of which it forms part, or to which it is attached by any means whatsoever • a disc, tape, soundtrack or other device in which sounds or other data (not being visual images) are embodied so as to be capable (with or without the aid of some other equipment) of being reproduced therefrom • a film, negative, tape or other device in which one or more visual images is embodied so as to be capable (as aforesaid) of being reproduced therefrom • anything whatsoever on which is marked any words, figures, letters or symbols which are capable of carrying a definite meaning to persons conversant with them (AS ISO 15489.1). recordkeeping Making and maintaining complete, accurate and reliable evidence of business transactions in the form of recorded information. 68
records Field of management responsible for the efficient and systematic management control of the creation, receipt, maintenance, use and disposal of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records (AS ISO 15489.1). repository The building (or part of the building) in which the collection/holdings are housed. series A group of records which are recorded or maintained by the same agency or agencies and which: • are in the same numerical, alphabetical, chronological or other identifiable sequence; or • result from the same accumulation or filing process, perform the same function or may be of similar physical shape or information content. standard A set of criteria that states a level of requirement for Victorian agencies. Standards are established by the Keeper of Public Records under the Public Records Act 1973. Standards can be compliance-oriented or oriented towards best practice. temporary records Records which are appraised as being of value for a bounded time span and which may be destroyed once they are older than that time span. transfer The removal of public records from the offices which have created or inherited them. Custody, ownership and/or responsibility for the records is changed (e.g. from the office to PROV) (AS ISO 15489.1). VPRS An abbreviation for Victorian Public Record Series. A VPRS number is allocated to each record series when it is transferred to PROV. unsentenced Records which have not yet been appraised and whose status records is therefore not yet determined (Public Records Act 1973).