Public Record Office Victoria
Annual Report to the Minister 2003–2004 Cover: Victorian Archives Centre staff and researchers. Photographers (clockwise from top left): Norman Wodetzki; Norman Wodetzki; Kate Morris; Laura Daniele Public Record Office Victoria Annual Report to the Minister 2003–2004
A report from the Keeper of Public Records as required under section 21 of the Public Records Act 1973 4
The Hon. John Thwaites, MP Minister for Victorian Communities Photograph: Christopher Atkins
The Honourable John Thwaites, MP Minister for Victorian Communities Parliament House Melbourne VIC 3002
Dear Minister
I am pleased to present a report on the carrying out of my functions under the Public Records Act 1973 for the year ending 30 June 2004.
Yours sincerely
Justine Heazlewood Director and Keeper of Public Records 30 June 2004 5
Contents
7 Public Record Office Victoria (PROV) 28 VERS Training 9 Purpose 29 National 9 What We Do 29 International 9 Objectives 29 Digital Archive 11 Highlights 2003–2004 30 Access 11 Digital Archive 30 Reference Services 11 Launch of Koorie Heritage Trust 31 Public Programs 12 Trust and Technology 31 Exhibitions and Displays 12 Harry Nunn Reading Room 32 Travelling Exhibitions 13 Distributed Records Network 32 Publications 13 People Management Awards 33 Seminars 14 Public Records Advisory Council 33 PROV Indexes Online 14 Members 2003–2004 34 Volunteers Program 14 Issues Addressed by Council 35 Victorian Koorie Records Taskforce 14 Regional Visits 36 Record Issues Office 15 Administration 37 Corporate 16 Contacts 37 Human Resource Management 17 Organisation Structure 37 Finance and Budgeting 18 Output Measures 2003–2004 37 Information Technology 37 Facilities 38 Leadership: Industry and Community 19 Operations 38 Sir Rupert Hamer Awards 21 Records 38 Records Management Network 21 Archives and Records 38 Archives and Records Management 21 Authorities Week 2004 21 Advice and Training 39 Archival Support Program 22 Archives Created: Records Transferred 39 CHHA Family History Expo to PROV 22 Records Processed 41 Appendices 22 Records Transferred 22 Authorised Destructions 42 Appendix 1: Assets and 24 Distributed Records Network Financial Statement 24 Repository Services 43 Appendix 2: Publications 24 Regulation and Compliance 45 Appendix 3: Approved Public Record 25 Framework Office Storage Supplier Facilities 26 Compliance 50 Appendix 4: Current Public Record Office 26 Training Victoria Standards and Authorities 26 Knowledge 51 Appendix 5: Approved Places of Deposit 27 Victorian Electronic Records Strategy 54 Appendix 6: List of Guides and Advices Centre of Excellence (VERS COE) 55 Appendix 7: List of Organisations that 27 VERS COE Outcomes received programs offered by VERS COE 27 VERS COE Achievements 28 VERS COE Governance 6 Sandra Hopper, Reference Officer, PROV Photograph: Louisa Scott 7
Public Record Office Victoria 8 Bernadette Golding, Senior Archivist, PROV Photograph: Louisa Scott 9
Researchers using the Harry Nunn Reading Room Public Record Photograph: Norman Wodetzki Office Victoria
Purpose Objectives To ensure the effective and efficient Public Record Office Victoria (PROV) is management, preservation and use of the established under the Public Records Act public records of the State of Victoria. 1973. The objectives of PROV as set out in the Act What we do are to: • issue standards regulating the creation, Public Record Office Victoria (PROV) is maintenance and security of public established under the Public Records Act records including the selection and 1973 as the state archives and records disposal of public records not worthy of management authority. preservation; PROV is part of the Department for Victorian • advise and assist agencies in achieving Communities (DVC) and is responsible for compliance with issued standards; the long-term disposal and care of all records produced or held by the State •preserve public records of permanent Government. The public records provide value as the state archives; evidence of government actions, past • ensure that the archives are accessible to and present. the government and the people of Victoria. Records managed by PROV date from the PROV’s core outputs stem from these establishment in Victoria of permanent legislative obligations. government services in 1836 and involve The Department for Victorian Communities every arm of government including Cabinet, looks for practical and workable ways to Treasury, the courts, schools, municipal build cohesive communities and reduce councils and Parliament. PROV manages inequalities, in line with the State these records for use by both the State Government’s policy, ’Growing Victoria Government and the people of Victoria. Together’. PROV contributes to these objectives in a number of ways. • PROV helps to ensure government accountability to the community, thereby contributing to the objective ‘Government that listens and leads’. • PROV’s emphasis on regional, Koorie and electronic access to the Victorian archive contributes to ‘Promoting rights and respecting diversity’ by aiming to provide equity of access to groups with special needs – irrespective of location. • PROV’s activities in the preservation, access and delivery of archival records contributes to an informed community – a requirement for ‘Building cohesive communities and reducing inequalities’. 10
• The use of ‘cutting edge’ information PROV priorities for 2003–2004 included: technology directly contributes to ‘Growing • the design of the Digital Archive and the and linking all Victoria’. continuation of the VERS Centre of • The development of electronic records Excellence (aimed at rolling out VERS assists with ‘Protecting the environment for across government departments to future generations’ by reducing paper preserve electronic records across the usage and waste production. State); • PROV’s comprehensive recordkeeping • the continued development of the Regional framework and infrastructure aids in Archives Network to preserve and make meeting the DVC objective to ‘Improve the available regional records of important range and quality of information from local significance that are at risk of loss; government available to communities’. • the continued development of a PROV’s specific priority outputs also best-practice Regulation and contribute to the achievement of other DVC Compliance Model; objectives, for example, Pooled • the completion of the new Melbourne Departmental Effort. Harry Nunn Reading Room providing • Departments and the State Government’s opportunities for enhanced service agencies are assisted in fulfilling their delivery; records management responsibilities to the •a focus on Koorie Records, an expansion Victorian community by the collaborations of community access opportunities and the between the VERS Centre of Excellence volunteers program to broaden the and the Regulation and Compliance Archives’ community profile and client Program. base. • Within the Regulation and Compliance Program, there is also support for tertiary institutes to deliver records management education building recordkeeping skills in both the community and government. • Within the DVC Community Jobs Program (CJP) PROV assists the long-term unemployed to develop skills and learn records management ensuring better records creation and presentation. • In its collaboration with Aboriginal Affairs Victoria (AAV), PROV unites Koorie affairs and records management expertise through the Victorian Koorie Records Taskforce. 11
Highlights 2003–2004
Digital Archive Koorie Heritage Trust as an One of the outputs of the VERS Centre of Official Place of PROV Excellence is the delivery of a Digital Archive Research to ensure the ongoing preservation of permanent electronic records of the Victorian In May 2004 to celebrate Reconciliation Government. The Digital Archive is one of Week, the Hon. Jenny Mikakos MLC, the key initiatives of the VERS long-term Parliamentary Secretary for Justice launched preservation strategy. the Koorie Heritage Trust as an official place of Public Record Office Victoria research. PROV began the Digital Archive project in July 2002 with the development of digital At the launch, PROV Director Justine archive specifications. The implementation Heazlewood spoke of the stories of the many phase of the project is underway and will run Indigenous individuals and families from until June 2005. 1830’s to the present day held in PROV’s records. In making the Trust an official place The key objectives of the Digital Archive of research PROV hopes to make these Project are to: stories more available to Victoria’s • Support best-practice management of the Indigenous community. Victorian Government electronic records, The community can now come to the Trust to •Preserve the permanent electronic records get expert assistance and guidance from the of the state, Trust’s Library and Family History Service •Provide access to the electronic records in staff, who have been trained in using the the PROV collection, and PROV collection. The Trust was also given copies of PROVguides and publications as •Improve access to all records in the PROV well as a copy of a microfilm of Koorie collection. records at PROV. The Koorie Heritage Trust The project will provide PROV with: is now a place where Indigenous Victorians can come and do their preliminary research •A digital repository to store and preserve into the State’s archives. permanent electronic records of the Victorian Government. The training that the staff at the Koorie Heritage Trust have received will allow them • An automated, online process to enable to provide culturally appropriate support and Victorian Government agencies to transfer assistance to Indigenous Victorians wanting electronic records to PROV. to research their history. • New policies and procedures for transferring records from agencies to PROV. •A new website which provides access to all records in PROV's collection, to both government agencies and the general public. Access will include: searching for records of interest, viewing electronic records online, and ordering paper records to be viewed in a PROV Reading Room. 12
The late Harry Nunn, OAM, first Keeper of Public Records (left) and the Hon. John Thwaites MP (right) cut the ribbon at the opening of the Harry Nunn Reading Room. Photograph: Norman Wodetzki
Trust & Technology: Harry Nunn Reading Room Building Archival Systems Opening for Indigenous Oral Memory The Harry Nunn Reading Room was officially opened by the Hon. John Thwaites MP, In late 2003 Public Record Office Victoria Minister for Victorian Communities, in April became the main Industry Partner in an 2004. Named after Victoria’s first Keeper of innovative collaborative research project Public Records, the late Harry Nunn, OAM, it based at Monash University. The project, was the vision and determination of people called Trust and Technology: Building like Harry Nunn that helped Victorians Archival Systems for Indigenous Oral change their ideas about the need to Memory is funded by an Australian Research preserve records produced or held by the Council Linkage Grant with industry partner State Government. As the first Keeper of contributions. Other partners in the project Public Records, Harry Nunn’s great energy are the Victorian Koorie Records Taskforce, and dedication meant that PROV has set the Koorie Heritage Trust Inc., and the Australian pace across Australia in preserving Victoria’s Society of Archivists Indigenous Issues history and making it accessible. Special Interest Group. The Harry Nunn Reading Room is a joint This project came about through the facility of the National Archives of Australia realisation that in Australia to date there has and Public Record Office Victoria. The been no extensive effort by archival services coupling of the NAA and PROV at the one to discover how to capture oral memory and location is a deliberate move which allows make it accessible to relevant communities. Victorian communities the opportunity to This is despite the traditional preference of work more easily with State and Federal Indigenous people for recording and Government records. passing on their memories orally. Formally at Casselden Place in the One of the key outcomes of the project will Melbourne CBD, the reading room relocated be to build a prototype preservation and in April 2004 to the new Victorian Archives access system that will demonstrate how the Centre (VAC) in North Melbourne. The needs of Indigenous communities might be development of a state-of-the-art research met. The system, and its accompanying facility means enhanced resource provision archival service model, should benefit all and service delivery for the public. The Victorian Indigenous communities, both relocation of the reading room to the VAC metropolitan and regional, by helping with also means that all metropolitan business the process of recovery for Indigenous units of PROV its services, functions, staff, people affected by past government and main repository, are on the one site, for policies. It is hoped that the new initiatives the first time, resulting in more efficient and that enable access to previously unavailable convenient services for everyone. memories, and allow communities to annotate and have some control over who sees these records, will promote healing in families and communities, thus making an important contribution to national efforts of reconciliation. The project is due to be completed by mid 2006. 13
Left to right: Justine Heazlewood, Director and Keeper of Left to right: Andrew Joyce, Business Support Officer, PROV; Public Records, PROV; Geoff Howard MP; and Karen Deborah Watmough, Business Support Officer, PROV; Greg Overington MP, inspect some of the records in an official Schinck, Business Services Manager, PROV are the key staff handover of public records to the Gold Museum and involved in the People Management Awards. Ballarat Historical Society as a Place of Deposit. Photograph: Daniel Wilksch Photograph: Terry Kelly
Victorians now have access to a A successful event in February 2004, purpose–built state-of-the-art research facility presided over by Karen Overington MP, at one of Victoria’s key cultural institutions Member for Ballarat West and Geoff Howard with: MP, Member for Ballarat East, was held at the •dedicated areas for research and services, Ballarat Fine Art Gallery to celebrate the first 14 of these new appointments. It was also an •greater online access to records, opportunity to hand over an initial transfer of • new reading equipment, and public records consisting of draft minute books from the Ballarat City Council to the • twelve online workstations that allow newly appointed POD, the Gold Museum and researchers to access PROV’s online Ballarat Historical Society. catalogue through Archives@Victoria. The Victorian Archives Centre Harry Nunn Reading Room was funded through a People Management budget allocation in 2002–2003. The $1 million allocation included the refurbishment Awards of the Reading Room and re-fitting of a The Office of Public Employment each year storage area for use as archive storage. celebrates good ideas for managing people by offering the People Management Awards. PROV submitted an application for the 2004 Distributed Records People Management Awards in the category Network – Networking with of Managing Diversity for its work with hearing-impaired employees. Initiatives in Victorian Communities this category are assessed relating to The Distributed Records Network promotes enabling all people to contribute to the community groups becoming Places of workplace including: people with disabilities, Deposit (POD). This allows them to care for people from culturally and linguistically public records that are not considered diverse backgrounds, Indigenous people worthy of preservation as State Archives, but and women. that may have important local historical It was announced in early April that PROV value. was successful with its application. PROV This is done through informative was nominated for its efforts in valuing presentations given in regional and employee diversity and its commitment to metropolitan Victoria attended by providing equal opportunity in the workplace. representatives from various community groups. In 2003–2004 there were 9 presentations given, resulting in the facilities of 26 community groups being appointed by the Hon. John Thwaites, Minister for Victorian Communities, as a Place of Deposit. This brings the total number of POD’s across Victoria to 47. 14
Chris Papagianopoulos, Manager, Distributed Records Public Records Network, PROV, explains Places of Deposit (PODs) during a regional visit. Advisory Council Photograph: Margaret Sawyers
The Public Records Advisory Council (PRAC) was established under the Public Records Act • Local History Grants Program; 1973 to advise the Minister on matters relating to the administration of the Act and to promote co- • Appraisal policy; operation between Public Record Office Victoria • development of a proposal to amend the and other agencies within government, in 1973 Public Records Act; consultation with the Keeper of Public Records. • hosting of a Council meeting in regional Victoria – Gippsland; Members 2003–2004 •regional archives in Victoria – Geelong Heritage Centre and Bendigo Archives Mr Ronald Beazley, President Centre. Mr Yehudi Blacher, Secretary, Department for Victorian Communities Ms Judith Ellis, Information Management Regional Visits Dr Meredith Fletcher, History Council meetings are held 5 times per year Ms Alleyne Hockley, History with 1–2 held in rural/regional locations to increase the public access to and Dr Peter Mansfield, Local Government awareness of PROV. Prof. Bill Russell, Management In May 2004 the first regional meeting for Ms Mary Sheehan, History the year was held at Monash University Churchill. Ron Beazley, President of PRAC Vacant, Information and Records Management invited all local historical societies and Vacant, Genealogical Publishing and Research agencies to attend a morning of activities and lunch with members of the Council Departmental Nominee and staff of PROV. With about 25 attending, Justine Mr John Watson, Department for Victorian Heazlewood, Director of PROV spoke about Communities what PROV is and does and what a public record is. She introduced PRAC and the Secretaries 2003–2004 members of the Council to the public, spoke about regional archives in Victoria, Ms Molly Orme PROV exhibitions and how to access PROV. Ms Tarnya Temme Visitors were shown how to access PROV online, informed about how to become a Issues Addressed by Council Place of Deposit and had the opportunity to hear an illustrative story about how one Issues addressed by Council during the year researcher had accessed PROV to find a included: record that helped her complete a thesis •Sir Rupert Hamer Records which resulted in providing further insight Management Awards; into the history of East Gippsland. • Records Authorities for; Office of Public A networking lunch followed the morning Advocate, Victorian Managed Insurance sessions, providing the community Authority, Residential Tenancies Bond, Office members with an opportunity to find out of Public Prosecutions and Victorian Cervical more about PROV and the services it has Cytology Registry; to offer. 15
Justine Heazelwood, Director and Keeper of Administration Public Records, PROV Photograph: Norman Wodetzki
Executive Protected Disclosure Headed by Justine Heazlewood, Director and The Whistleblower’s Protection Act 2001 Keeper of Public Records, the executive unit is came into operation on 1 January 2002. located at 99 Shiel Street, North Melbourne, The Act promotes accountability and Victoria, Australia; phone (03) 9348 5600. transparency in the public sector and will, in turn, increase public confidence in the workings of government. The procedures Act Administered implemented by PROV in relation to protected Public Record Office Victoria’s operations are disclosure can be found in the Department for governed by the Public Records Act 1973, Victorian Communities 2003–2004 annual which defines the role of both the Keeper of report. In accordance with section 104 of the Public Records and the organisation. Act, PROV reports that no disclosures were made to it during the reporting year.
The Public Records Act 1973 Public Record Office Victoria The Public Records Act is available for inspection on the PROV website at Standards and Authorities
Contacts
As of 30 June 2004, Public Record Office Records Management Victoria operated two public reading rooms and had 76 staff members working in three Archives and Records operational areas. Acting Manager: Ricky Tuck The Operations section of this report details Phone: (03) 9348 5603 the activities of each area. Email: [email protected]
Public Reading Rooms Regulation and Compliance Manager: David Brown Victorian Archives Centre Phone: (03) 9348 5621 Harry Nunn Reading Room Email: [email protected] 99 Shiel Street North Melbourne VIC 3051 Phone (03) 9348 5600 Victorian Electronic Records Email: [email protected] Strategy (VERS) Director: Howard Quenault Ballarat Archives Centre Phone: (03) 9348 5711 Email: [email protected] State Public Offices Corner of Mair and Doveton Streets Ballarat VIC 3350 Access Services Phone: (03) 5333 6611 Email: [email protected] Manager: Shauna Hicks Phone (03) 9348 5608 Email: [email protected]
Corporate Services Manager: Greg Schinck Phone: (03) 9348 5615 Email: [email protected] 17
Organisation Structure 18
Output Measures 2003–2004
Output Name: Records Quantity Target Actual Accessions 40 59 Authorities issued 70 61 Series created N/A 778 Training sessions/seminars/awards offered 54 54 Corporate storage facilities and Govt agencies inspected 26 29 Shelf metres of records destroyed under PROV authority 10,000 7,743 Shelf metres of records archived 2,500 2,201 Shelf metres of records stored/preserved 84,000 83,547
Quality Records destroyed by agencies using PROV authorities 85% 55%* Records stored in optimum environmental conditions for preservation 95% 95%
Timeliness Disposal action taken by PROV within 30 days of notification 90% 90% Authorities issued within timeframes agreed with the agency 95% 95%
Output Name: Access Quantity Target Actual Users 402,100 416,793** Records issued 63,000 62,741***
Quality Customer satisfaction (from user surveys) 90% 92%
Timeliness % services delivered in timeframe 95% 98% % user information current 95% 95%
* if one request for appraisal is excluded from the calculation, the percentage is 81% ** includes visitors to reading rooms, website and exhibitions *** 53,370 of these records were issued in the Harry Nunn Reading Room 19
Operations 20 Emma Toon, Executive Officer, Victorian Koorie Records Taskforce, PROV Photograph: Louisa Scott 21
Left to right: Ali Ymer and Gyula Gunther, Records Repository Officers, PROV Photograph: Kate Morris
The Records Group provides advice and PROS 2003/03 Victorian Managed Insurance assistance with the management of Victoria's Authority Retention and Disposal Authority public records and regulates their disposal. PROS 2004/02 Residential Tenancies Bond This is done through: Authority Retention and Disposal Authority •preparation and implementation of records PROS 2004/03 Office of Public Prosecutions management standards for the creation, Retention and Disposal Authority maintenance and disposal of public records; PROS 2004/04 Victorian Cervical Cytology Registry Retention and Disposal Authority. •provision of advice on application of the Authorities through consultancy, records A list of current Retention and Disposal management training programs and Authorities is given at Appendix 3. inspections; In addition to the new Authorities, PROV •research and documention of the issued 13 variations to existing Authorities to administrative context of archival records reflect changes in recordkeeping for the purposes of inventory control and arrangements or to ensure their continued accessibility; relevance to the agencies that use them. • establishing and maintaining a regime PROV also completed 43 ad hoc disposal which identifies and measures compliance Authorities, known as Requests for Appraisal, by government agencies to records in the reporting year. management standards; •regulating external storage service Advice and Training providers, authorising Places of Deposit and managing the storage of records in PROV archivists provide expert reference PROV’s custody. advice to the community in PROV reading rooms. Staff also work closely with government records managers and the Archives and Records information industry to provide solutions to recordkeeping issues. These issues Authorities are raised on a daily basis through PROV archivists in the Records Group telephone and e-mail inquiries identify and select public records worthy of
Archives Created: Records Transferred to PROV PROV archivists transferred 1,341 metres of records in 62 accessions1 during the year, increasing archival holdings by 2,201 metres. This latter quantity includes 860 metres of records that were documented and internally processed to archival standards.
Records Transferred The Victorian Archives building now stores in excess of 82,000 metres of records, including the 1,341 metres of records transferred into the custody of PROV during the 2003–2004 period. Significant record transfers throughout the year were received from the following agencies:
Agency Metres Transferred Office of the Director of Public Prosecutions 282 Ministry for the Arts 134 Gippsland Water 88 State Coroner's Office 72 Department of Education - Employment and Training 72
Throughout 2003–2004, work continued on the documentation and processing of 19th century and early 20th century Lands records, records of the former Public Transport Corporation and a major transfer of records from the Department of Justice.
Records Processed Of the total quantity of 860 metres of records processed internally by Repository Services staff and made accessible during the year, a significant portion of these records, 608 metres (70 %), were processed by staff employed under the Community Jobs Program (CJP). The program is a Federal Government initiative administered through the Department for Victorian Communities – Employment Programs Unit. PROV has twice successfully participated in this collaborative program.
Authorised Destructions In 2003–2004, government agencies submitted 28 requests for records in their possession to be appraised, and 43 requests covering 7,187 metres of records were authorised. Of this quantity, 824 metres were appraised as permanent, making the records eligible for transfer to PROV. The remainder either • were appraised as temporary and eligible for destruction, • were already covered by a Retention and Disposal Authority, or • came to be covered by one of the Retention and Disposal Authorities issued during the year. 1 Accession refers to 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 conversely they may be unarranged and undescribed. Accessioning refers to the process of formally accepting and recording the receipt of records into custody. 23
In recent years PROV has allocated priority to developing Retention and Disposal Authorities for agencies or groups of similar agencies that generate or hold large volumes of records. The purpose of this strategy is to streamline the disposal authorisation process for both the agencies concerned and for PROV. Through the successful application of Retention and Disposal Authorities during 2003–2004, government agencies legally disposed of nearly 8,000 metres of records that were not considered worthy of permanent preservation. The graph and table below show the effectiveness of the strategy.
Year Disposal by Disposal by Total Efficiency Retention and Ad Hoc disposal of Retention Disposal appraisal and Disposal Authority Authorities* 1998/1999 10,306 1959 12,265 84% 1999/2000 13,370 1974 15,334 87% 2000/2001 12,078 518 12,596 96% 2001/2002 14,809 3245 18,054 82% 2002/2003 9,552 1373 10,925 89% 2003/2004 7,743 7186* 14,929 52%*
* The figure for this year is the result of the completion of a targeted disposal project by a single agency. If that project is omitted from the calculations the figure dealt with by continuing disposal Authorities is 81%.
disposal by Ad Hoc appraisal
disposal by Retention and Disposal Authority 24
Left to right: Bob Cameron, MP and John Watson, Acting Director, PROV open a new Place of Deposit at the Castlemaine Historical Society. Photograph: Tracey Manallack
Distributed Records Repository Services Network Repository Services is primarily responsible for the following activities: The Distributed Records Network is responsible for the Approved Public Record • accepting the physical transfer of records Office Storage Suppliers (APROSS) program. into the custody of PROV and storing the APROSS are commercial facilities which records to standards that ensure their have been inspected and found to comply long-term preservation; with the storage and service conditions •maintaining record tracking and location required for the safe keeping and management systems; and preservation of temporary and unsentenced public records. Appointed by the Minister for •processing records to make them Victorian Communities they offer storage accessible (listing and boxing records and services for public offices that do not wish to performing micro conservation tasks) run their own extensive in-house records The focus in Repository Services is on the storage and retrieval program. Currently physical preservation of the archives, which there are over 40 kilometres of public records is being achieved through building stored in APROSS facilities. Five commercial maintenance systems that incorporate facilities were inspected in the 2003–2004 24-hour controls of temperature, humidity reporting year. One was approved, bringing and air filtration. the total number of approved facilities to 14. The Repository at the Victorian Archives A list of APROSS facilities is given at Centre building now stores over 82,000 Appendix 4. metres of shelved records with 2,115 metres A growing number of historical societies and stored at Ballarat. These figures do not other community groups have also been include unshelved records scheduled for approved for the storage of records of local processing to archival standard. interest that are not considered of permanent value to be retained as part of the State archives in the Victorian Archive building in Regulation and Compliance North Melbourne. A full list of Places of During 2003–2004, PROV continued Deposit (POD’s) is given at Appendix 5. developing and implementing its regulation See highlights section for more information. and compliance model which involves three major elements: framework, knowledge and compliance. 25
Framework In 2002–2003, the VERS Standard (PROS 99/007) underwent a substantial review PROV’s role in setting standards for process, resulting in a significant restructure, government recordkeeping in Victoria is well much additional or revised content, and a established, both at the general level and at much more specific and measurable the specific retention level. Currently, PROV compliance framework. This review was has 5 general Standards in operation: undertaken both to update the technical PROS 97/001 Management of Public aspects of the Standard (given that Records technology changes very rapidly) and also PROS 97/002 Creation and Maintenance of to move the Standard in line with world best Public Records practice and make it a compliance- measurable document. The VERS Standard, PROS 97/003 Destruction of Public Records as it now stands, can be used to properly PROS 97/004 Transfer and Storage of Public assess agencies for compliance and to Records therefore better ensure the survival of Victoria’s electronic public records. PROS 99/007 Management of Electronic Records v2 (VERS Standard) The four general records management Standards have not been substantially or With the exception of PROS 97/001, all of holistically revised for a number of years. these Standards have one or more A project commenced in July 2003 as a joint Specifications attached to them, detailing initiative of the Regulation & Compliance and and prescribing procedures that must be Agency Services sections of the office to followed by agencies various areas of review, revise and substantially reissue these records management. records management Standards and To assist with interpreting the Standards and associated documents. The proposed final provide ‘user-friendly’ versions of the structure is illustrated below with expected principles contained in them, PROV has completion by June 2005: issued a number of records management guides. PROV has responded to emerging records management issues and changes in the regulatory landscape with products known as Advices to Agencies. These Advices provide non-binding, discursive assistance to agencies as they apply the standards to their own records in real-world situations. A full list of Advices is given at Appendix 6. 26
Participants of the Community Jobs Program (CJP) and supervising staff. Photograph: Laura Daniele
Compliance term unemployed with work experience and skill development opportunities. PROV was PROV aims to build on the structure successful in receiving project funding and developed in 2002–2003 which will allow ran a successful 24-week CJP Project which both it and government agencies to contributed towards achieving PROV outputs determine the level and nature of compliance and gaining in-depth work experience. for Victorian Government archival and records management. PROV provided • Certificate IV Business Administration support to agencies implementing effective (Recordkeeping). Fifteen participants were structures, policies and procedures through: enrolled from various government agencies. It is expected that these participants will • Direct advice and support conclude the Certificate with significantly • Integration of PROV activities with the improved records management skills and VERS Compliance program, including the competencies. This project was undertaken Departmental Assessment in conjunction with Swinburne University. • Ongoing implementation of POD’s and APROSS certification Knowledge • Support and advice to Office of the Auditor PROV is committed to the delivery of General and Office of the Ombudsman knowledge about best-practice records management processes to the Victorian Training public sector. During 2003–2004 a variety of outreach programs were undertaken. See the PROV recognises that implementation of Leadership: Industry and Community section best-practice records management must of this report for information on the Records include a suitably trained and skilled public Management Network, Archives and Records service. PROV’s commitment to achieve this Week and the Sir Rupert Hamer Awards. objective during 2003–2004 involved: During 2003–2004 PROfile was relaunched • 18 training (Records Management) as an email document linked to the PROV sessions, involving 253 participants. In website. PROfile is aimed at informing response to client requirements the focus information professionals on issues that are for this program was education and police topical and relevant to their roles and sectors, however a number of other agency activities. Topics covered in editions for staff also attended. 2003–2004 included: Digital Archive – what it • Certificate III Business Administration will mean to Record Managers and when etc; (Recordkeeping). Eight Community Jobs Copyright and Public Records; Move it or Lose Project participants were provided with it – managing electronic records; Office of the specific records management training. Chief Information Officer; Enterprise Content It is expected that these participants will Management; and PROV Departmental conclude the Certificate as skilled and Assessment and Self Assessment Tool; qualified records management staff VERS Training; Certificate Training Update; available to Victorian Government Community Jobs Project Trainees; New Agencies. This project was undertaken in Developments in Retention and Disposal conjunction with RMIT University. The Schedules; Introducing the Records Community Jobs Program (CJP) is a Description List (RDL) Template; Managing $55 million Federal Government initiative Contractors’ Records. (funded over three years) to assist long- 27
Victorian Electronic Records Strategy Design: Rodney Pike
Victorian Electronic Records The Digital Archive has developed the necessary requirements, tender and Strategy Centre of Excellence selection processes, and the project has (VERS COE) commenced (due for completion 2005). The Victorian Electronic Records Strategy Standards, Guidelines & Legal Compliance (VERS) is an initiative of PROV designed to are an outcome of the Centre as the VERS manage and preserve electronic records Intellectual Property Framework is created by the Victorian Government. developed, the VERS Standard revamped and Government compliance with all In February 2004 PROV submitted an relevant legislation supported. Economic Review Committee (ERC) bid for the ERC to sustain the development and implementation of VERS across the Victorian VERS COE Achievements Government and to ensure that records are Currently supporting VERS-related projects maintained and accessible over the long-term. within eight Departments, the Centre acts as a knowledge base, training centre and VERS COE Outcomes mentoring/support network for VERS projects. Seven hundred and forty (740) Departmental Support is one of the outcomes members of the Victorian Public Service of the VERS COE program for 2003–2004 have been trained. through consultancy services and strategic advice to Departments on Information The Centre has provided project Management and Records Management in management support to the Digital Archive. the digital context. Support was also provided The preferred tenderer has been identified through the development and delivery of and the contract has been signed. The additional implementation information from the project to build the Digital Archive VERS toolkit and assessment of effectiveness commenced in January 2004 and will take made via the Departmental Assessment review. 12–15 months. Training & Education and The Centre is working with National Archives Commercialisation/Vendor Support are also and other State Archives to develop a outcomes through the development and National Digital Recordkeeping initiative delivery of a range of training courses and centred on the VERS solution. digital record advices to agencies. The VERS The Centre has engaged in extensive certification process and revamp of the VERS collaboration with vendors for the VERS Standard have seen an extended uptake of compliance of commercial software the Standard. products. Three products are now Promulgation of VERS through a client- compliant and 8 other vendors have relationship targeting strategy, and marketing stated their intention to build VERS of VERS Standard in Australia and overseas to compliance into their products. gain adoption at the National and International A partnership with the Office of the Chief level have supported the development of a Information Officer has been formed to sustainable market for VERS services and incorporate VERS into the policy and products. A strong relationship with the Chief technical frameworks that can support the Office of Information Officer (OCIO) to support shared objectives of the OCIO and PROV. the development of a comprehensive Government Enterprise Information Architecture has been established. 28
Rachel U'Ren, VERS Project Officer, PROV, presents a VERS training session. Photograph: Daniel Wilksch
VERS COE Governance •provide leadership and resource support for key VERS Centre of Excellence The governance of the VERS COE is through program initiatives; the whole of Victorian Government (WOVG) VERS Steering Committee. The membership •provide strategic business awareness and of this committee is drawn from across the input at critical stages; and inner budget sector of government • give final approval at the conclusion of the departments, generally at Deputy Secretary Centre of Excellence program. level or equivalent. Members: VERS Training Ms Justine Heazlewood, Director and Keeper An extensive program of training has of Public Records, been planned and delivered since VERS Mr Terry Moran, Department of Premier and COE started its activities in July 2002. Cabinet, 740 individuals have received VERS training Mr Jim Taylor, Department of Sustainability by attending one of the following courses and Environment, offered by VERS COE: Ms Laurinda Gardner, Department of • Introduction to VERS Treasury and Finance, •Getting Ready for VERS Mr Hamish Walker, Department of Human • VERS Standard 2.0 Overview Services, • Privacy & Electronic Records Mr Wayne McColl, Department of Justice, • Security, Evidence & Authenticity Mr Robert Boyd, Department of Innovation, • VERS Technical Industry and Regional Development, • International Perspectives on Electronic Ms Gayle Porthouse, Department of Records Primary Industries, • VERS in Context Ms Louise Hill, Department for Victorian Communities, • VERS for Consultants Mr Doug Hamilton, Department of Education • VERS for Vendors and Training, • File naming training for Business Services Mr Fred Cilia, Department of Infrastructure, • VERS Legal Mr Patrick Hannan, Office of Chief • VERSing the Record Information Officer. VERS COE has also delivered tailored The Steering Committee has the following training programs and specialised key responsibilities: workshops to another 270 individuals in • ensure that the overall and ongoing different organisations. direction of the VERS Centre of Excellence Please refer to Appendix 7 for a list of the program is maintained; organisations that received programs offered •provide strategic guidance for the adoption by VERS COE. of the VERS strategy within the departmental business context; 29
National PROV went out to the market to engage a business partner to help develop a Digital VERS has received invitations from industry Archive in June 2003. Following the public bodies and State governments around tender process DMR Consulting was Australia to participate in conferences and engaged to build the Digital Archive for workshops. Speakers from VERS have PROV. DMR head up a consortium including delivered presentations during Records Documentum, EMC, Fujitsu and Sun. DMR Management Association of Australasia Consulting merged with Fujitsu in April 2004 (RMAA) and Records Management Network to become Fujitsu Australia. (RMN) conferences in South Australia and New South Wales, and Records The project will impact significantly on PROV, Management conferences in Queensland in terms of changes to client services, PROV and Tasmania. VERS has also delivered policies and standards and work practices of many general and tailored workshops in staff members. Given the strong change Victoria and Western Australia. component of the project, the change is being actively managed. The focus of DA change management activities in 2003–2004 International has been ‘communication’ and On the international front, VERS is ‘demonstration’. Communication with all recognised as being at the leading edge stakeholders is an important part of the DA of electronic recordkeeping technology, project. The entire project team is involved in offering best-practice for digital preservation. communication activities with both internal It applies the latest technologies and and external stakeholders. concepts to the problems of long-term The Digital Archive will provide a range of information management. new and improved services to PROV clients, VERS staff are frequently invited as guest which include: speakers to international conferences on •Government clients electronic recordkeeping in different parts of Streamlined and quicker transfer process the world including Canada, the United Kingdom, New Zealand, Europe, Malaysia Safe and secure storage for permanent and the United States. Queries and interest records have come from international bodies and Quick and easy online retrieval of records governments who request information about Improved records ordering process VERS and its role as a world leader in finding solutions to the problem of capturing, • Public clients managing and preserving electronic records. Single point of access to entire PROV This activity has significantly increased the collection awareness of VERS nationally and internationally. Easier online searching Simpler records ordering process Digital Archive Free access to digital records in the collection. It is expected that the digital repository will be ready to receive transfers of electronic See Highlights section for more detail on the records in early 2005. The new website will Digital Archive. be launched in mid 2005. 30
James McKinnon, Manager Public Programs, PROV, Access presents a talk to Victorian Archives Centre visitors. Photograph: Laura Daniele
The number of records issued has dropped Reference Services by just over 8%, with the number of visitors to Reference Services operated two major the reading rooms increasing by about 1% reading rooms and one smaller special- over last year’s figures. This could be purpose reading room for the first three attributed to the wider range of resources quarters of the 2003–2004 year. In April we that PROV and Reference Services have opened the new, purpose built, Victorian made available through the PROV website. Archives Centre Harry Nunn Reading Room. More researchers are now able to conduct a The relocation and merger of the two greater proportion of their research on-line Melbourne reading rooms was realised with and, when the need to visit the reading room no interruption to public services, with the arises, they are more aware of a greater City rooms closing on Easter Thursday and range of suitable records and are pre- the Victorian Archives Centre open for ordering material prior to their visit. business on Easter Tuesday. The new room Usage of the Victorian Archives Centre offers greatly enhanced services and reading room on Saturdays (second and last resources for researchers wishing to access Saturday of most months) has increased, as PROV holdings. Reference Officers and many users from regional Victoria are archivists assisted public researchers (over planning their research trips to Melbourne to 17,000 visitors to the rooms in 2003–2004) to include a Saturday and are pre-ordering their identify records for their research, referred material with the intention of spending the them to other relevant agencies and sources day at PROV. of information, and arranged for the provision of copies of records. Ballarat Archive Centre (BAC) staff were involved in a number of projects and Reference staff participated in broader activities such as the presentation of Public Access activities such as the seminars relevant to the Ballarat and Central presentation of talks and seminars, both Highlands area. The section also participated internally and to external groups, and the in projects to improve access to the contribution of articles to user-group journals collection thorough contributing to the and publications. documentation of records on the ArchivesOne system. The number of visitors to the BAC increased slightly on last year from 2078 to 2189, but the number of records retrieved and issued has almost doubled from 1460 to 2863. 31
Visitors to the Treasures of the Keeper exhibition view records on display. Photograph: Norman Wodetzki
Public Programs The Victorian Railways photographs are being progressively digitised and several Exhibitions and Displays thousand from the H (or Historical) sequence During 2003–2004 there were an estimated are now accessible through PROV’s online 14,400 visitors to view PROV exhibitions and catalogue
Left to right: Rachel U’Ren, VERS Project Officer, PROV and Clare Green, Executive Officer, VERS, PROV Photograph: Louisa Scott
Keepers of Public Records Publications Keepers of Public Records is an exhibition PROV produced several newsletters which which comprises ‘show and tell’ style graphic appeared simultaneously in print format and panels featuring PROV staff and their online, as well as a new newsletter that is favourite records. This exhibition is exclusively electronic. complementary to Treasures of the Keeper PROactive is the Access Services newsletter and was hung adjacent to the Treasures targeted primarily at people interested in exhibition and in level one corridor at VAC. research using public records. Three editions of PROactive, Numbers 29, 30 and 31, were Travelling Exhibitions published with a combined print run of 13,300. PROactive contains news about Lucy and Bigamy Theft and Murder: PROV services, recent record transfers, staff the Extraordinary Tale of Frederick and researcher profiles, and articles sourced Bailey Deeming from internal and external authors. PROactive PROV’s two travelling displays, Lucy and is a free publication available in PROV Bigamy Theft and Murder: the Extraordinary reading rooms, by subscription and can be Tale of Frederick Bailey Deeming underwent downloaded in PDF format from our website. re-design and enhancement during To keep PROV clients informed of 2003–2004. They were toured to five venues developments, and in anticipation of the and were used in presenting four of PROV’s opening of the new Harry Nunn Reading in-house seminars. A version of the Lucy Room at the Victorian Archives Centre, the exhibition has been published online on the newsletter More PROgress was introduced. PROV website
Following successful sales of PROV Seminars publication Private Lives, Public Records which was first published in April 2003, a PROV continued to provide a range of reprint with minor amendments was subject-based seminars and workshops to produced during 2003–2004. The second small groups at the Melbourne Archives print run was produced in time for the Centre (until April 2004), Victorian Archives opening of the Harry Nunn Reading Room Centre and Ballarat Archives Centre. Sixteen and the minor changes to the text reflected separate seminar sessions were held and alterations to Reference Services attended by 184 people. consequential upon the closure of the Melbourne Archives Centre in April 2004. PROV Indexes Online Several new components of the Immigration For the opening of the Victorian Archives to Victoria Index were published in Centre Harry Nunn Reading Room in April 2003–2004. Microfiche copies of the Index to 2004, PROV prepared and published a Inward Unassisted Passengers from Foreign number of searchable databases on the Ports, 1890–99 and the Index to Inward Internet. These databases, in conjunction Unassisted Passengers from British Ports, with a project to digitise a number of 1890–99 were also published. At the same frequently used paper registers and indexes time, microfiche copies of the passenger lists to records, marked the first instalment of a to which the indexes refer were also made project to allow for more research tasks to be available for purchase. performed before visiting a PROV Reading Data taking the unassisted passenger Room. The databases are listed at: indexes for arrivals from British and foreign
Volunteer Program participants working on an indexing project. Photograph: Susie Leehane
Volunteers Program Volunteers at PROV assisted in the production of indexes for the period 1900–1911, to be published online this year. Volunteers are completing the indexing of New Zealand Immigration Records for 1852–1923 which will be published in the coming year. The volunteer teams have continued indexing the Outwards Immigration records and the index covering 1852–1862 will be published on the PROV website in 2004–2005. Other volunteer projects have included assisting PROV digitising projects, transcription of comments on early records, dating Public Transport Corporation photographs through identification of historical costume, and assisting the New Zealand Society of Genealogists Inc. with the final editing of the 1915–1920 Passenger Index from Victoria to New Zealand. PROV wishes to thank Sally Hall, reference and project officer, for her contribution to the Indexing Projects. Sally resigned from PROV in early 2004. As usual, PROV is indebted to the dedicated and sterling voluntary effort of many people.
Anne Clarke Fleurette Cochaud Ken MacKenzie Anne Dixon Graham Bence Ken Walduck Barbara Addie Graham Dawson Laurice Cross Bernadette Griffiths Harry Mason Les Sharf Beryl Mainon Heather Rose Liz Raven Betty Keay Holt Perrit Lois Sampson Brian Dixon Irene Kearsey Lucille Andel Carmel Miller Jack McRae Margaret Rogan Carole Field Jan Withers Marge Knight Constance Eastwood Jane ter Kuile Millie Marsh Dawn Walduck Jillianne Bailey Pamela Weller Dianne Hughes Joan McDonald Pat Brookes Don Grant Joan Wallace Peter Willis Dorothy Dupuy Joanne Daniels Rae Lack Dorothy Sampson John Campbell Susan Minetti Dulcie Burns John Killian Sue Dawson Elizabeth Buckle John MacKinnon Thelma Finn Elsie Stewart Jon Rennison Val Connor Enid Everett Judith Mason Val Latimer Evelynne Brown Keith Thomas Vicki Montgomery 35
Participants at Indigenous Records Information Day, Wagga Wagga Photographer: Emma Toon
Victorian Koorie Records The other major project being undertaken at PROV in response to the Bringing them Taskforce Home Report is a report to the Victorian Since 2001 PROV has led the Victorian Government on Indigenous Access to Government’s response to the Bringing them Records. The report will be delivered to the Home Report in relation to improving access government in early 2005 and will make to records for Indigenous Victorians. In the recommendations on how Victoria can further 2003–2004 year PROV has increased its improve Indigenous access to records and activity in this area to promote its own fully endorse Bringing them Home’s collection but also to build further networks recommendations relating to archives and and relationships with other record-holding records. This project has strengthened the institutions and the Koorie community. links established by the Victorian Koorie Records Taskforce and made new In the past year PROV has delivered many connections between PROV and relevant seminars and training programs to the Koorie record-holding institutions from the non- community in Victoria. We have also government sector. An all day workshop in participated in many community visits and June 2004 held at the Victorian Archives attended conferences, meetings and Centre was attended by a diverse range of seminars. Highlights of these events have participants, representing Koorie service been: providers from metropolitan and regional • NAIDOC Week 2003 seminar: ‘Indigenous Victoria, government and non-government Research in the Archives: What is Available record-holders and policy workers. The and how to Access it’, July 10 2003; report to government will provide a • Australian Society of Archivists National framework and clear directions for future Conference – including participation in the initiatives to improve Indigenous access to Indigenous Issues Special Interest Group, records in Victoria. Adelaide September 17–20 2003; • National Stolen Generations Conference, Sydney February 23–25 2004; • Indigenous Records Information Day, Wagga Wagga April 27 2004; • Bringing them Home workshop, Melbourne April 19 2004. As part of its role in addressing the recommendations of the Bringing them Home Report and in partnership with Aboriginal Affairs Victoria, PROV will be publishing Finding Your Story: A Resource Manual to the Records of the Stolen Generations in Victoria in early 2005. Finding Your Story will be useful and practical and is being written and presented in a clear, concise and culturally appropriate manner with extensive consultation and input from Koorie user groups. 36
Theo Pavlidis, Repository Assistant, PROV Photograph: Kate Morris
Record Issues Office Throughout the year, system enhancements were developed and implemented to The Record Issues Office provides a coincide with the move of the Melbourne fundamental service to our client groups by: Archives Centre Reading Room to the new • locating and retrieving records; Victorian Archives Centre Harry Nunn Reading Room. This resulted in significant, • issuing the records through PROV’s improved service delivery times to our automated systems; and public users. •returning the records once they have been During the year 62,741 records were issued consulted. to our client groups with the majority of these records (53,370) issued to public users in Records Retrieved for our the Victorian Archives Centre Harry Nunn Client Groups Reading Room. Record Issues Office staff use a sophisticated automated file tracking and Major Initiative issuing system to manage record requests The high record issue rate of Victorian placed in PROV’s on-line ordering system. archives prompted a review of manual Radio frequency scanners and bar-coded handling practices within PROV. In keeping labels assist in tracking records that have with occupational, health and safety been issued to our primary client groups - guidelines and principles of best practice, State Government agency staff and Record Issues Office staff identified and public users. accordingly labelled heavy units of records located throughout the record holdings. Initiatives such as these, have assisted PROV in maintaining its ‘Gold’ status with the Victorian Managed Insurance Authority.
Geelong Heritage Centre PROV’s regional support initiatives included the secondment of Tracey Manallack, Manager Ballarat Archives Centre, to the position of Acting Director Geelong Heritage Centre (GHC) for three months. GHC is an approved Place of Deposit for both permanent and temporary records of the Geelong region. Geelong Heritage Centre has been awarded a State Government grant to the value of $50,000 funded by PROV. The grant was awarded to ensure that records of enduring state and local value are captured, documented and also made available on the
Harry Nunn Reading Room Corporate Photograph: Norman Wodetzki
Corporate Services is responsible for the Information Technology operations of finance and budgeting, local human resource management, information During the latter part of 2003–2004 PROV technology, registry and the management of supported Stage Five of the DVC IT PROV facilities. transition project, which involved PROV moving to the same information technology The following initiatives were supported infrastructure as used by other functions of throughout 2002–2003. DVC. The project was of four months duration and included new desktop environments for staff and a change in the Human Resource hosting arrangements for our business Management applications and website. The successful In June 2004 PROV received a People transition occurred in July 2004. Management Award from the Commissioner of Public Employment. Refer to Highlights Facilities section for further information. As noted in the Highlights section of this report, Business Services assisted in the Finance and Budgeting relocation of the Melbourne Archives from PROV was successful in obtaining funds from Casselden Place to its permanent home at the May 2004 State budget to support asset the VAC. The project involved moving a management planning, particularly for the customer service centre without disruption Victorian Archives Centre (VAC). The PROV over the Easter weekend and involved Asset Management Plan aligns with PROV's coordination of numerous organisational business plan and ensures that the asset matters. Business Services was specifically base supports DVC and government policy. responsible for budget management of the As custodians of the assets (which includes project and for ensuring that the IT VAC and the archives themselves) PROV is infrastructure was in place for the opening required to plan appropriately for their day on April 13. management. The plan endorsed by government provides $8.1m over four years to support a range of asset categories at PROV. The plan includes a proposal to complete the installation of shelving at VAC, provides for the renewal and enhancement of information technology and supports the functionality enhancements to PROV business systems and the Digital Archive when commissioned. 38
Genevieve Grieves, Koorie Heritage Trust, receives an Leadership: Industry award for Koorie Heritage Archive from Prof. Bill Russell, Hamer Awards 2003. and Community Photograph: Ilana Rose
Sir Rupert Hamer Awards Records Management The Sir Rupert Hamer Awards are an initiative Network of the Public Records Advisory Council The Records Management Network (RMN) (PRAC) and focus on two key areas: was established in late 1996 as an initiative preservation of records of permanent value, of PROV. It provides an opportunity for and innovations in records management government records managers and archivists practices in the Victorian public sector. The to meet regularly to discuss issues of interest Awards are named after Sir Rupert Hamer, and relevance to the profession. who was Victorian Premier when the Act was passed in 1973, and when PROV opened its The Network met quarterly during 2003–2004 first office and repository in 1975. and guest speakers discussed topics such as the Hamer Awards for excellence for This year’s winners were: Country Court of records management, Classification and Victoria with their E-filing project (Inner Information Control Systems, education and Budget), Metropolitan Fire & Emergency employment, local government Services Board with their Records Chaos to recordkeeping issues, online access and the Control (Outer Budget), City of Port Phillip VERS Centre of Excellence. The quality and with their Records Management by Stealth diversity of the programs attracted (Local Government), Goulburn-Murray attendance of over 300 participants across Regional Water Authority with their Electronic the sessions within the year. Speakers Records Management in Goulburn-Murray included David Moldrich, Fuji Xerox; Russ Water (Regional/Rural), and Koorie Heritage James, Enterprise Knowledge, and Trust with their Koorie Heritage Archive presentations by each to the Sir Rupert (Small Agency). Hamer Award winners for 2003. Certificates of Commendation were presented to: Archives and Records • Department of Education & Training, Record Keeping Training For School-Based Management Week 2004 Staff Program Archives and Records Management (ARM) • Mornington Peninsula Shire, Development Week has been a records management and Implementation of a Records Storage event in Victoria since 1999. An initiative of Strategy the Records Management Association of Australasia’s (RMAA) Victorian Branch and • Chisholm Institute of TAFE, Chisholm Public Record Office Victoria (PROV), it is Institute – Records Management Project – supported by the Victorian Branch of the A Greenfield Implementation Australian Society of Archivists (ASA). ARM Week is part of the Victorian Government's policy of developing communities and promoting training and skills to those communities. 39
Left to right: David Momcilovic and Trevor Plant, Digital Archive Project, PROV at ARM Week, 2004. Photograph: Catherine Worn
The ARM Week program in 2004 was CHHA Family History Expo constructed around the 31st anniversary of the proclamation of the Public Records Act As part of the regional outreach program 1973 and consisted of six events across four PROV provided support for the Central days. Each day was themed according to the Highlands Historical Association (CHHA) most topical subjects of the moment. The Family History Expo held annually in Ballarat. total number of attendees for 2004 was 212. This year’s theme was Bayonets, Batons and Bushrangers. PROV provided the awards for the local Archival Support Program history or genealogical society with the best The Archival Support Program is a joint stall based on the event theme. Shauna initiative of Public Record Office Victoria and Hicks, Manager of Access Services was part the Australian Society of Archivists Inc. with of the judging panel and awarded $250 of the support of sister organisations such as archival supplies to the winner, Ballarat the National Archives of Australia and the Genealogical Society, with Linton Historical University of Melbourne Archives. The Society and the Police Historical Society both Program consists of one-day seminars or being highly commended. A new workshops held in regional Victoria and Encouragement Award of $100 of archival metropolitan Melbourne. The target audience supplies was also announced this year for is collecting organisations, particularly those smaller societies, with Napoleons Historical with archival collections that exist in virtually Society and Skipton Historical Society being all communities across the State. The joint winners. Program aims to provide basic training and information to these small collecting institutions to help them set up and manage their collections. Typical attendees are from family or local historical societies, small museums and galleries, libraries, school and church archives and museums. During 2003–2004 the Program visited Mildura and Warrnambool, with two sessions held at the Victorian Archives Centre and one hands-on conservation workshop held at the National Archives of Australia conservation laboratory in East Burwood. These sessions were attended by 109 individuals. 40 Len Lehmann, Team Leader CJP, PROV Photograph: Louisa Scott 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 $141 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 operated two vehicles: a sedan 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 2002–2003 and 2003–2004 2002–2003 2003-2004 Operating $6,785,403 $6,866,049 Salary $3,461,657 $3,500,255 Sub-total $10,247,060 $10,366,304 Minor Capital $90,370 $228,937 Total Exp. $10,337,430 $20,961,545
Staff Profile Number of female and male employees, 30 June 2003 and 1 July 2004
Number of employees Date Total Female Male 1 July 04 76 47 29 30 June 03 66 41 25
Number of staff members, by position type Executive 1 Professional 63 Administration 13
Number of staff members, by employment type Permanent Full-time 48 Permanent Part-time 7 Temporary Part-time 1 Fixed Term 20
Number of male and female directors and managers Female Male Director 10 Managers 23 Appendix 2: 43 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 Public Record Office Victoria produced the following publications during 2003–2004:
New Publication New Publication PROactive Access Services newsletter A Matter of Record: Private Lives, September 2003, No.29 A History of Public Public Records: Family December 2003, No.30 Record Office History Rescources at April 2004, No. 31 Victoria ($49.95) Public Record Office ISSN 1321 9545 Victoria reprint ($25.00)
Electronic Newsletters rEsearch October 2003 December 2003 February 2004 April 2004 June 2004 Profile April 2004
Authorities Major Authorities issued or substantially revised were: PROS 99/08 Victorian Casino and Gaming Authority PROS 97/08 Building Control Commission; Records Disposal Schedule PROS 96/14 Department of State Development – Sport and Recreation Victoria; Records Disposal Schedule PROS 98/01 Local Government Records; General Disposal Schedule Variations were issued for: PROS 02/01 Variation 1, Higher and Further Education Institutions Records Authority Variation PROS 93/06 Variation 1, Department of Health and Community Services – Intellectual Disability PROS 93/02 Variation 1, Perinatal Data Collection Unit – Congenital Malformations PROS 00/03 Variation 1, Pharmacy Board of Victoria Records Authority PROS 99/04 Variation 1, Public Health Services Patient Records General Records Authority PROS 99/08 Variation 1, Gambling Regulation Records Variation 1 PROS 02/02 Variation 1, Victoria Police Ethical Standards Department Records Authority PROS 00/01 Variation 1, Water Authorities' General Records Authority PROS 98/01 Variation 1, Local Government Records PROS 98/01 Variation 2, Local Government Records PROS 91/05 Variation 2, Juvenile Corrective Services Records Authority PROS 92/05 Variation 2, Magistrates’ Court - Post-01/09/1990 General Records Authority PROS 94/02 Variation 5, Police-station General Records Authority: 44
PROV Record Guides Coming South: Victorian Archives of Immigration 1839–1923. A Guide $9.85 Eureka: From the Official Records. The Story of the Ballarat Riots, and the $18.65 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 Recrods $25.00 A Matter of Record: A History of Public Record Office Victoria $49.95
Ships Passengers Arrivals 1852–1899 CD-Rom Immigration to Victoria 1852–1879. Index to Inward (unassisted) Passenger Lists, $181.50 British and Foreign Ports
Microfiche Register of Inward Shipping and Index (Overseas and Colonial Ports) 1846–1852 $44.00 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 1952–1859 $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, 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 Appendix 3: 45 Current Public Record Office Victoria Authorities and Standards General PROS Title of Authority Issue Date Expiry Date 96/13 Common Administrative Records; General Disposal Schedule 10/10/96 10/10/06 96/13 Common Administrative Records; Variation 2: Superseding 14/02/00 11/10/06 Variation 1, includes the addition of many new classes (Variation known as Version 2000); General Disposal Schedule 97/02 Creation and Maintenance of Public Records; 2/02/98 2/02/08 Records Management Standard 97/03 Destruction of Public Records; 2/02/98 2/02/08 Records Management Standard 99/07 Management of Electronic Records; 26/04/00 26/04/10 Records Management Standard 97/01 Management of Public Records; 2/02/98 2/02/08 Records Management Standard 97/04 Transfer and Storage of Public Records; 2/02/98 2/02/08 Records Management Standard
Auditor-General PROS Title of Authority Issue Date Expiry Date 01/03 Victorian Auditor-General's Office; 31/07/01 31/07/11 Records Disposal Schedule
Education, Employment and Training PROS Title of Authority Issue Date Expiry Date 96/15 Department of Education, Office of Further Education – 22/10/96 22/10/06 Adult, Community and Further Education Division; Records Disposal Schedule 96/21 Department of Education – Apprenticeship and Traineeship; 5/08/97 5/08/07 Records Disposal Schedule 98/02 Department of Education; Records Disposal Schedule 10/08/98 10/08/08 98/02 Department of Education; Records Disposal Schedule 20/06/03 10/08/08 Variation 1 Change of Title of class 3.0, change of wording to class 3.2 01/01 School Records; General Disposal Schedule 2/03/01 2/03/11 01/01 School Records; Variation 1: Altering sentence for class 21/01/02 2/03/11 1.2.0 from temporary to permanent 88/14 Victorian Curriculum and Assessment Board (now the Board 2/05/89 31/12/03 of Studies) – Examination and Assessment Records; Records Disposal Schedule 88/14 Victorian Curriculum and Assessment Authority 20/06/03 31/10/04 Examination and Assessment Records; Records Disposal Schedule Variation 1 Change of title of schedule, Extension of schedule to 31/10/04 02/01 Higher and Further Education Institutions; Records Authority 26/05/02 26/05/12 02/01 Higher and Further Education Institutions Records Authority 6/10/03 26/05/12 Variation 1 Insertion of new classes 24.4.1 and 24.4.2 relating to Research Data involving clinical trials and not involving clinical trials 87/10 General Disposal Schedule for Examination and 20/06/03 31/10/04 Assessment Records Variation 1 Extension of schedule to 31/10/04 46
Human Services PROS Title of Authority Issue Date Expiry Date 98/08 Ambulance Services Victoria; General Disposal Schedule 1/10/98 1/10/08 98/08 Ambulance Services Victoria; General Disposal Schedule; 14/11/00 1/10/08 Variation 1: Replacement of classes 2.1.0 and 2.1.1 with new classes 2.1.0 – 2.3.0; Addition of class 6.0.0 91/05 Community Services Victoria – Records Relating to Juvenile 24/09/91 24/09/03 Corrective Services; Records Disposal Schedule 91/05 Juvenile Corrective Services Records Authority; Variation 2: 15/08/03 31/10/04 Extension of Authority to 31/10/04 96/03 Department of Health and Community Services – 20/03/96 20/03/06 Tuberculosis Program; Records Disposal Schedule 96/05 Department of Health and Community Services – Adoptions 20/03/96 20/03/06 and Permanent Care and Adoption Information Service; Records Disposal Schedule 96/06 Department of Health and Community Services – Consultative 20/03/96 20/03/06 Council on Anaesthetic Morbidity and Mortality; Records Disposal Schedule 96/04 Department of Health and Community Services – 20/03/96 20/03/06 Honorary Probation Office; Records Disposal Schedule 93/06 Department of Health and Community Services – 10/01/94 10/01/04 Intellectual Disability Services Program; Records Disposal Schedule for client and administrative records 93/06 Department of Health and Community 15/08/03 31/10/04 Services – Intellectual Disability Services Client and Administrative Records Authority, Variation 1 Extension of Authority to 31/10/04 93/02 Perinatal Data Collection Unit – Congenital Malformations 21/07/93 21/07/03 Register; Records Disposal Schedule 93/02 Perinatal Data Collection Unit – Congenital Malformations 15/08/03 31/10/04 Register Records Authority, Variation 1 Extension of Authority to 31/10/04 00/03 Pharmacy Board of Victoria; Records Disposal Schedule 3/11/00 3/11/10 00/03 Pharmacy Board of Victoria Records Authority Variation 1 25/07/03 3/11/10 to include ballot papers for election of Board Members as class 1.2.0 99/04 Public Health Services Patient Records; 19/05/99 19/05/09 General Disposal Schedule 99/04 Public Health Services Patient Records General Records Authority 26/03/04 19/05/09 Variation 1 Inclusion of new classes in relation to Psychiatric and Sterilisation records 96/02 Royal Dental Hospital of Melbourne – 23/04/96 23/04/06 Patient-information Records; Records Disposal Schedule 95/04 Royal District Nursing Service – Client Records; 11/10/95 10/10/05 Records Disposal Schedule 96/07 Victorian Poisons Information Centre; 20/03/96 20/03/06 Records Disposal Schedule 04/04 Victorian Cervical Cytology Registry 17/06/04 17/06/14 Records Authority 47
Infrastructure PROS Title of Authority Issue Date Expiry Date 00/02 Department of Infrastructure; Records Disposal Schedule 31/12/00 31/12/10 96/20 Public Transport Corporation; Records Disposal Schedule 6/02/97 6/02/07 96/20 Public Transport Corporation; Variation 1: Extension of 12/11/97 6/02/07 provision to include records created and maintained by VicTrack 97/07 VicRoads Vehicle Registration and Driver Licensing Records 16/01/98 16/01/08 Disposal Schedule 97/07 VicRoads Vehicle Registration and Driver Licensing Records 16/05/01 16/01/08 Disposal Schedule; Variation 1: Addition to class 6.1 to provide for the modification or deletion of incorrectly recorded or inaccurate offence data
Justice PROS Title of Authority Issue Date Expiry Date 96/08 County Court; Records Disposal Schedule 21/11/96 21/11/06 94/01 Estates Agents Board Records; Records Disposal Schedule 22/09/94 21/09/04 92/05 Magistrates’ Court – Post-01/09/1990 Records; 9/10/92 9/10/02 General Disposal Schedule 92/05 Magistrates’ Court - Post-01/09/1990 General 26/03/04 31/12/05 Records Authority Variation 2: Extension of Authority to 31/12/05 95/05 Magistrates’ Court – Pre-01/09/1990 Records; 20/11/95 19/11/05 General Disposal Schedule 01/02 Metropolitan Fire and Emergency Services Board; 1/03/01 1/03/11 Records Disposal Schedule 96/12 Office of Fair Trading and Business Affairs – 25/02/97 25/02/07 Licensing Branch; Records Disposal Schedule 94/02 Police-Station Records; General Disposal Schedule 14/11/94 14/11/04 94/02 Police-Station Records; Variation 1: Incorporates records for 12/07/96 14/11/04 the Victoria Police Law Enforcement Assistance Program (LEAP) 94/02 Police-Station Records; Variation 2: Extends the schedule’s 12/07/96 14/11/04 coverage to computerised door-access records 94/02 Police-Station Records; Variation 3: Alteration of sentence 12/03/99 19/10/04 for facsimile copy of LEAP Input Form 94/02 Police-Station Records; Variation 4: Combining classes 1.1.7 3/07/01 19/10/04 and 1.1.8 to form new class 1.1.8; Alteration of sentence for class 1.1.11 94/02 Police-station General Records Authority: 13/05/04 31/12/05 Variation 5; Extension of application to 31/12/05 96/10 Prison Records; General Disposal Schedule 23/08/96 23/08/06 96/10 Prison Records; General Disposal Schedule; 9/07/97 23/08/06 Variation 1: Insertion of new classes 96/10 Prison Records; General Disposal Schedule; Variation 2: 4 /01/01 23/08/06 Insertion of class relating to Sex Offender Program Files 99/05 State Coroner’s Office Coronial Investigations; 4/05/99 4/05/09 Records Disposal Schedule 96/09 Victoria Police – Central Data Entry Section; 15/08/96 15/08/06 Records Disposal Schedule 96/09 Victoria Police – Central Data Entry Section; Variation 1: 12/03/99 15/08/06 Alteration of sentence for facsimile copy of LEAP Input Form 48
95/01 Victoria Police – Crime Reports; Records Disposal Schedule 12/04/95 12/04/05 96/11 Victoria Police – Penalty Notice Books; 13/01/97 13/01/07 Records Disposal Schedule 99/08 Victorian Casino and Gaming Authority; 11/12/99 11/12/09 Records Disposal Schedule 99/08 Gambling Regulation Records Variation 1 Change of title of 20/06/03 11/12/09 schedule, inclusion of new classes 4.0.0 to 4.3.0 88/04 Victorian Government Solicitor’s Office; 23/08/88 18/09/02 Records Disposal Schedule 88/04 Victorian Government Solicitor’s Office; Variation 1: 18/09/92 18/09/02 Extends the schedule to cover conveyancing records 88/04 Victorian Government Solicitor’s Office: Variation 2 03/12/02 31/12/04 Extends the schedule to 31/12/04 02/02 Records Authority for the Victoria Police Ethical 3/10/02 3/10/12 Standards Department 02/02 Victoria Police Ethical Standards Department 2/03/04 3/10/12 Records Authority Variation 1 movement of example of reporting on civil matters from class 1.1 to 1.2 and retention from 2 to 7 years 03/01 Records Authority for the Legal Aid Function 11/04/03 11/04/13 03/02 Office of the Public Advocate Records Authority 11/07/03 11/07/13 04/02 Residential Tenancies Bond Authority Records Authority 18/06/04 18/06/14 04/03 Office of Public Prosecutions Records Authority 13/05/04 13/05/14
Sustainability and Environment PROS Title of Authority Issue Date Expiry Date 97/08 Building Control Commission; Records Disposal Schedule 3/12/97 3/12/07 00/01 Water Authorities' Records; General Disposal Schedule 29/06/00 29/06/10 00/01 Water Authorities' General Records Authority 2/03/04 29/06/10 Variation 1 inclusion of new class 8.4.5 relating to Unsuccessful Tenders 02/03 Environment Protection Authority Records Authority 15/04/03 15/04/13
Premier and Cabinet PROS Title of Authority Issue Date Expiry Date 96/16 Arts Victoria – Cultural Development Grant Program; 16/06/97 16/06/07 Records Disposal Schedule 99/01 Department of Premier and Cabinet; 19/07/99 19/07/09 Records Disposal Schedule 97/06 Victorian Arts Centre Trust; Records Disposal Schedule 20/08/97 20/08/07
Victorian Communities PROS Title of Authority Issue Date Expiry Date 96/14 Department of State Development – Sport and 10/10/96 10/10/06 Recreation Victoria; Records Disposal Schedule 98/01 Local Government Records; General Disposal Schedule 24/06/98 24/06/08 98/01 Local Government Records; Variation 1: Alteration of sentence 20/01/99 24/06/08 for reporting the provision of Family Day Care Services 98/01 Local Government Records; Variation 2: 17/05/02 24/06/08 Major review of schedule 49
Treasury and Finance PROS Title of Authority Issue Date Expiry Date 99/02 Department of Treasury and Finance; 31/01/00 31/01/10 Records Disposal Schedule 99/06 Office of Gas Safety; Records Disposal Schedule 05/051999 5/09/09 91/01 Rural Finance Corporation of Victoria – Loan Records; 6/08/91 6/08/04 Records Disposal Schedule 01/04 State Revenue Office; Records Disposal Schedule 10/07/01 10/07/11 99/03 Victorian WorkCover Authority; Records Disposal Schedule 26/02/99 26/02/09 99/03 Victorian WorkCover Authority; Variation 1: Addition 19/10/99 26/02/08 of classes and alterations made to various other existing classes 03/03 Victorian Managed Insurance Authority Records Authority 9/02/04 9/02/14
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 to apply 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 97/001 Management of Public Records PROS 97/002 Creation and Maintenance of Public Records Specification 1: Storage of Public Records in Agencies PROS 97/003 Destruction of Public Records Specification 1: Destruction of Records Covered by a Disposal Schedule Specification 2: Destruction of Records Not Covered by a Disposal Schedule PROS 97/004 Transfer and Storage of Public Records 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 PROS 99/007 Management of Electronic Records Version 2 50 Appendix 4: Approved Public Record Office Victoria Storage Supplier Facilities
Advance Record Management Gregory’s Document 140 Broderick Road, Corio VIC 3214 Management Systems PO Box 67 North Geelong VIC 3215 262 Bay Road, Cheltenham VIC 3192 Telephone: (03) 5274 2000 Private Bag No. 3 Cheltenham VIC 3192 Contact: Peter Newland, Manager Telephone: (03) 9532 3777 Approved Storage Site Contact: Cabel Ham, 140 Broderick Road, Corio VIC 3214 Business Development Manager Approved Storage Site AUSDOC Information 262 Bay Road, Cheltenham VIC 3192 Management 1/477 Plummer Street, Pickfords Records Management Port Melbourne VIC 3207 66 Dawson Street, Brunswick VIC 3056 DX 2 Melbourne PO Box 233 Brunswick VIC 3056 Telephone: (03) 9676 1500 Telephone: (03) 9389 6900 Contact: Colin Holmes, Sales Manager Contact: Greg Lever, State Manager Telephone: (03) 9676 1580 Warren Scott, Executive Consultant Approved Storage Sites Approved Storage Sites 1/477 Plummer Street, 66 Dawson Street, Brunswick VIC 3056 Port Melbourne VIC 3207 Sarton Road, Clayton VIC 3168 40 Weston Street, Brunswick VIC 3056 578–580 Somerville Road, 202–228 Greens Road, Dandenong Sunshine VIC 3020 VIC 3175
Chubb Corporate Risk Services Recall Total Information Unit 1&2, 206 Liddiard Road, Management Traralgon VIC 3844 465 Plummer St, Port Melbourne VIC 3207 Telephone: (03) 5174 1671 PO Box 5080 Contact: Tony Hopman, Manager Garden City VIC 3207 Approved Storage Site Telephone: (03) 9646 0003 Contact: Alex Anderson, Sales Manager, Unit 1&2, 206 Liddiard Road, Southern Region Document Management Traralgon VIC 3844 Services Approved Storage Sites Fort Knox Records 465 Plummer Street, Management Port Melbourne VIC 3207 84 Westgate Drive 8–10 Healey Road, Dandenong VIC 3175 Altona North 3025 170 Forster Road, Mount Waverley VIC 3149 Telephone 1300 360 557 Contact: Grant Allen, Manager Cnr Kiewa Valley Highway and Baranduda Drive, Baranduda VIC 3691 Approved Storage Site 84 Westgate Drive Altona North 3025 Appendix 5: Approved Places of Deposit for 51 Temporary Records of Local rather than State Significance
Name of Organisation Date Location Gazetted Ararat Genealogical 20.5.2004 Ararat Library, Society Inc Barkly St Ararat 3377 Avoca and District 23.10.2003 Court House Historical Society Inc 85 High St, Avoca 3467 Bacchus Marsh and 23.10.2003 Library Building District Historical Society Main St, Bacchus Marsh 3340 Ballan Shire Historical 20.5.2004 Court House Society Inc 42 Stieglitz St Ballan 3342 Beaufort Historical 23.10.2003 Court House Society Livingstone St, Beaufort 3370 Beechworth Historic 14.12.2000 Former Court House Court House Museum 94 Ford Street Beechworth 3747 Benalla and District 14.12.2000 Benalla Costume and Pioneer Museum Historical Society 14 Mair St Benalla 3672 Bendigo Historical 29.11.2001 Bendigo Town Hall Society Inc. Lyttleton Tce Bendigo 3672 Berwick and Pakenham 14.12.2000 John St Historical Society Museum Pakenham 3809 Brighton Historical 5.9.2002 Brighton Town Hall Society Inc Cnr Carpenter and Wilson St Brighton 3186 Camberwell Historical 29.11.2001 Former Camberwell Town Hall Society 370 Camberwell Rd Camberwell 3124 Cape Clear and District 23.10.2003 Community Hall, Historical Society Inc Cape Clear 3351 Castlemaine Historical 29.11.2001 Former Court House Society Inc. 7 Goldsmith Cres Castlemaine 3450 Creswick Historical 23.10.2003 Former Council Office Museum 70 Albert St, Creswick 3363 Daylesford Museum and 20.5.2004 100 Vincent St District Historical Daylesford 3460 Society Inc Eaglehawk Heritage 20.5.2004 Court House Society Inc Sailors Gully Rd Eaglehawk 3556 Essendon Historical 20.5.2004 768 Mt Alexander Rd Society Inc Moonee Ponds 3039 Geelong Historical 20.5.2004 Little Malop St Records Centre Geelong 3220 Gold Museum and 23.10.2003 Bradshaw St BallaratHistorical Society Ballarat 3350 52
Name of Date Location Organisation Gazetted Hamilton History Centre 29.11.2001 Mechanics Institute 43 Gray St Hamilton 3300 Heidelberg Historical 14.12.2000 Heidelberg Museum Society Cnr Jika St and Park Lane Heidelberg 3084 Horsham Historical 14.12.2000 Mechanics Institute Society 33 Pynsent St Horsham 3400 Huntly and Districts 20.5.2004 Former Shire Office Historical Society Inc Midland Highway Huntly 3551 Kyneton Historical 29.11.2001 Kyneton Mechanics Institute Society Inc Mollison St Kyneton 3444 Lake Bolac and District 20.5.2004 Scotts Church Historical Society Inc Montgomery St Lake Bolac 3351 Landsborough and 20.5.2004 McKinleay St DistrictHistorical Inc Landsborough 3384 Leigh and District 23.10.2003 Rokewood-Shelford Rd Historical Society Inc Warrambine 3134 Linton and District 23.10.2003 Library Building & Funeral Parlour, Historical Society Inc Linton 3360 Malmsbury Historical 20.5.2004 Mechanics Institute Society Inc Mollison St Malmsbury 3446 Malvern Historical 29.11.2001 ‘Northbrook’ Society rear Malvern Library High St Malvern 3144 Midlands Historical 29.11.2001 Worsley Cottage Society Inc 3 Palmerston Street Maryborough 3465 Morwell Historical 29.11.2001 21 Church St Society Inc Morwell 3840 Napoleons and District 23.10.2003 Former School Building Historical Society Inc RSD 368 Colac Rd Napoleons 3352 Newstead and District 23.10.2003 Former Court House Historical Society Canrobert St Newstead 3462 Numurkah and District 23.10.2003 Cnr Melville & Knox St Historical Society Numurkah 3636 Ouyen Local History 14.12.2000 Oak St Resource Centre Ouyen 3490 Royal Historical Society 14.12.2000 239 A’Beckett St of Victoria Melbourne 3000 53
Name of Date Location Organisation Gazetted Snake Valley 23.10.2003 Former RSL Hall Historical Society Inc Snake Valley 3351 State Coal Mine Museum 14.12.2000 State Coal Mine Garden St Wonthaggi 3995 Stratford and District 5.9.2002 14 Hobson St Historical Society Inc Stratford 3862 Sunshine and District 29.11.2001 Hunt Club Community Centre Historical Society Inc 775 Ballarat Rd Deer Park 3023 Talbot Arts and Historical 23.10.2003 Former Church Museum Inc Camp St Talbot 3371 Trentham Historical 20.5.2004 5 Camp St Society Trentham 3458 University of Melbourne 14.12.2000 120 Dawson St Archives Brunswick 3056 Wangaratta Historical 29.11.2001 Ford St Society Inc. Wangaratta 3676 Warrnambool Historical 29.11.2001 History House Society Inc Gilles St Warrnambool 3280 Werribee and District 29.11.2001 Cnr Derrimut and Heath Rd Historical Society Werribee 3030 Woady Yalock 20.5.2004 Brooke St Historical Society Inc Smythsdale 3351 Woodend and District 20.5.2004 Court House Heritage Society Inc Forest St Woodend 3442 54 Appendix 6: List of Guides and Advices
The following guides provide guidance on records management procedures and are adapted from PROV records management standards.
Guides 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
The following advices are also issued from time to time to provide guidance on specific issues relating to managing Victorian Government records.
Advices 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 Disposal of General Subject Correspondence Disposal of Personnel Records Appendix 7: 55 List of the organisations that received programmes offered by VERS COE
Classification Organisation Inner-Budget Government Department for Victorian Communities Department of Education & Training Department of Finance Department of Human Services Department of Infrastructure Department of Innovation Industry & Regional Development Department of Justice Department of Natural Resources & Environment Department of Premier & Cabinet Department of Primary Industries (NRE) Department of State & Regional Development Department of Sustainability and Environment Department of Treasury & Finance Department of Veterans Affairs Multimedia Victoria Outer-Budget Government Barwon Region Water Authority Building Commission Bureau of Emergency Services Telecommunications Central Highlands Water Corangamite Catchment Management Authority East Gippsland Water Environment Protection Authority Essential Services Commission Gippsland Water Goulburn-Murray Water Land Registry Land Victoria Lower Murray Water Melbourne Port Corporation Metropolitan Fire & Emergency Services Board National Gallery of Victoria North East Water Office of Gambling Regulation Office of the Chief Parliamentary Counsel Parks Victoria Privacy Victoria Public Record Office Victoria Registry of Births, Deaths and Marriages Roads Corporation Royal Botanic Gardens Melbourne Southern Rural Water Sport & Recreation Victoria State Library of Victoria State Revenue Office Sustainable Energy Authority Transport Ticketing Authority Victoria Legal Aid Victoria Ombudsman's Office Victoria Police Victorian Arts Centre Trust Victorian Electoral Commission Victorian Government Solicitors Office Victorian WorkCover Authority Western Water Westernport Water Women's & Children's Health Care Zoos Victoria 56
Classification Organisation Councils Ballarat City Council Banyule City Council Bass Coast Shire Brisbane City Council City of Darebin City of Greater Dandenong City of Kingston City of Melbourne City of Port Phillip City of Wodonga City of Yarra Colac Otway Shire Greater Shepparton City Council Hobsons Bay city Council Maribyrnong Council Moorabool Shire Council Moreland City Council Mornington City Council Mornington Peninsula Shire Council Mount Alexander Shire Council South Gippsland Shire Council Strathbogie Shire Swan Hill Rural City Council Federal Government Australia Post CSIRO CSL Bioplasma National Archives of Australia Health Services Alfred Hospital Barwon Health Health Information Services Maery Health and Aged Care Mercy Health and Aged Care Royal Children's Hospital Royal Melbourne Hospital Royal Women's Hospital St Vincent's Hospital Werribee Mercy Hospital Interstate Government State Records NSW State Records WA International Governments Archives New Zealand Universities LaTrobe University Monash University University of Melbourne University of Sydney University of New South Wales University of Queensland Fryer Library Victoria University of Technology Royal Australian College of General Practitioners Box Hill Institute of TAFE West-Coast College of TAFE Chisholm Institute Education Australian Universities Quality Agency Mt Waverley Secondary College Presbyterian Ladies' College 57
Classification Organisation Vendor 80-20 Software Advanced Data Integration Advent One Pty Ltd C Digital Pty Ltd Canon Australia Pty Ltd CaptureIT International Pty Ltd DMR Consulting EMC Corporation Filenet Corporation Fuji Xerox Australia Hummingbird IBM Australia Indigo Pacific InfoVision Technology Pty Ltd Morpheum Objective Corporation Limited Open Text Opticon Australia Storagetek TOWER Software Tower Technology Service Provider Ausdoc Information Management Charity Wesley Central Mission Wesley Mission Melbourne Consulting Firm Alphawest Aspect Dr Notes Enterprise Knowledge IFocus iia Consulting IM Consulting Services Information Solutions KPMG Consulting Record Solutions Private Enterprise ANZ Bank Archival Systems ASB System Support B.L.A.C.K. Corp P/L Ernst & Young Escon Range Pty Ltd FastMail MMG Design Princeton Softech Australia RAP Activities Pty Ltd Software System Integrators Synercon TechnologyOne VenCorp 58
Public Record Office Victoria Department for Victorian Communities PO Box 2100 North Melbourne VIC 3051
Tel (03) 9348 5600 Toll free 1800 657 452 Website www.prov.vic.gov.au