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PUBLIC RECORD OFFICE VICTORIA Annual Report to the Minister 2011–2012

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PUBLIC RECORD OFFICE VICTORIA Annual Report to the Minister 2011–2012 PUBLIC RECORD OFFICE VICTORIA Annual Report to the Minister 2011–2012 A report from the Keeper of Public Records as required under section 21(1) of the Public Records Act 1973 VPRS 10742-P000-A31 CONTENTS WELCOME TO PUBLIC RECORD OFFICE VICTORIA Ted Baillieu MLA Premier and Minister for the Arts 3 Public Record Office Victoria 39 Appendices 6 Purpose and Objectives 40 Appendix 1: Assets, financial Purpose: statement and staff profile 7 Message from the Director 41 Appendix 2: Publications To support 9 Public Records Advisory Council 42 Appendix 3: Standards and 10 Overview Advice issued the effective 15 Report on performance 43 Appendix 4: Approved Public Record Office Victoria Storage management and 16 Highlights 2011–2012 Suppliers (APROSS) The Hon Ted Baillieu MLA 27 Output measures 2011–2012 44 Appendix 5: Approved Places use of the public Premier and Minister for the Arts 28 Strategic initiatives 2011–12 of Deposit for temporary Parliament House 28 Remodel the transfer service records records of the Melbourne VIC 3002 28 Refresh VERS 45 Appendix 6: VERS-compliant 29 Enhance Public Record Office products State of Victoria, Victoria’s Standards 46 Appendix 7: 2011 Sir Rupert 29 Expand Public Record Office Hamer Records Management in order that Victoria’s Policy Framework Award Winners Dear Minister 30 Build Collection Support 48 Appendix 8: 2011 Victorian the government 32 Promote Collection Usage Community History Award I am pleased to present a report on the carrying out of my functions under section 36 Foster an IM Culture Winners is accountable 21(1) of the Public Records Act 1973 for the year ending 30 June 2012. 36 Embed Sustainability 49 Glossary 37 Upgrade Public Record Office Yours sincerely Victoria’s Infrastructure to the community 38 Build Organisational Capacity and its historical memory is Justine Heazlewood preserved, secure Director and Keeper of Public Records and accessible. “Customer Service was fantastic. The staff there just can’t do enough for you. They are always pleasant and very knowledgeable.” 4 Day 2, Melbourne, 1956 VPRS 10742-P000-A119 6 7 PURPOSE AND MESSAGE FROM OBJECTIVES THE DIRECTOR Justine Heazlewood DAILY OPERATIONS VALUES A major area of focus for 2011-2012 has been raising the profile The past year has been of Public Record Office Victoria within the Victorian community Public Record Office Victoria was established under section 3 of The Public Administration Act 2004 requires that public sector and encouraging public access to our extensive collection. One the Public Records Act 1973 (the Act), ‘for the better preservation, employees demonstrate public service values as outlined in the of the year’s notable events was Shake Your Family Tree Day which management and utilisation of the public records of the state’. Code of Conduct for Victorian Public Sector Employees. Public an exciting one for Public was hosted by Public Record Office Victoria in collaboration with The Act provides the legal framework in which Public Record Record Office Victoria actively implements, promotes and National Archives of Australia. This event was a major success, with Office Victoria operates, and specifies the core functions of Public supports these values. Public Record Office Victoria, as a public Record Office Victoria, with over 300 people visiting the Victorian Archives Centre to discover Record Office Victoria and the Keeper of Public Records with sector body, has developed a set of values which are based on, how to research and preserve their family histories. respect to government records. These functions, pursuant to and are consistent with the Code of Conduct. many notable highlights. sections 7, 11 and 12 of the Act include: • Responsiveness: Public Record Office Victoria provides Public Record Office Victoria has also continued to increase public • Establish standards for the efficient management of public accurate and impartial advice to Government and delivers We have chosen an Olympic awareness through a series of exhibitions held at the Victorian records including creation, maintenance, security, selection quality services to the Victorian community. Public Record Archives Centre and at the Old Treasury Building. The Gold and of those worthy of preservation, transfer for archiving, and Office Victoria is open to new ideas and different approaches theme for this year’s Annual Governors: 150 Years of the Old Treasury Building exhibition has segregation or disposal of those not worthy of preservation. that will achieve the most effective results. proven especially popular with the public and has seen Public • Assist public officers to apply these standards to records • Integrity: Public Record Office Victoria is open and honest in Record Office Victoria rewarded with an extended three year under their control. dealing with colleagues, clients, stakeholders and the Victorian Report to mark and celebrate partnership with the Old Treasury Building. • Take public records into custody, preserve archives and community. Public Record Office Victoria strives to provide the 2012 Olympic Games. We have focused heavily on delivering our services online and provide security. equal access to all products and services, act responsibly and ensuring the public have access to digitised records. Our volunteers • Classify records and publish indexes and guides to facilitate avoid any real or apparent conflicts of interest. have played a major part in the move towards offering digital access. • Impartiality: Public Record Office Victoria makes decisions and The images throughout records especially this year with the completion of the Outward • Provide facilities for viewing, and make records in custody provides advice that is fair, objective and without self-interest. Passenger Lists project. This project first commenced in 1989 and accessible. Public Record Office Victoria works to serve the public good. the Annual Report are has seen over 3.85 million passengers’ names indexed. Public • Duplicate or reproduce and authenticate public records. • Accountability: Public Record Office Victoria staff operate Record Office Victoria have also been active in the community over transparently and take responsibility for their own actions. taken from Public Record the past year holding workshops to teach members of the public Public Record Office Victoria maintains a sustainable workplace how to digitise their own records, thereby preserving local stories MISSION STATEMENT environment and seeks to achieve the best use of resources. Office Victoria’s extensive for years to come. To support the efficient management and use of public records to • Respect: Public Record Office Victoria respects its colleagues, Over the year Public Record Office Victoria has continued be a ensure that the Government is accountable to the community and public officials and members of the Victorian community and collection of photographs leader in the recordkeeping industry. In September 2011 Public the historical memory of the Victorian Government is secure and treats them fairly and objectively. Public Record Office Victoria Record Office Victoria was formally recognised at the Arts Portfolio accessible. is inclusive and does not tolerate harassment, bullying or Leadership Awards winning the category of Leadership and discrimination. and artefacts from the 1956 Public Record Office Victoria has identified three outcomes that Business Improvement for the Recordkeeping Standards Project. • Leadership: Public Record Office Victoria promotes best practice represent the ongoing goals for the organisation: in recordkeeping and innovation. Public Record Office Victoria Melbourne Olympic Games I would like to extend my sincere thanks to the Public Records • Preservation: the records of Government are preserved so leads by example by creating positive and productive working Advisory Committee for all their guidance and support throughout that they are available and accessible for as long as they are relationships. Public Record Office Victoria supports, motivates which were held in this city the year. I would especially like to thank Peter Harmsworth who required. and strives to develop its staff to reach their full potential. stepped down from the Council in March 2012 after serving five • Management: the records of Government are managed to • Human Rights: Public Record Office Victoria respects and years as Public Records Advisory Council President. Peter’s enable accountability, efficiency and innovation. and at a number of venues supports the Charter of Human Rights and Responsibilities expansive knowledge of the inner workings of the Victorian • Utilisation: the records of Government are used by in all decisions and advice and abides by all appropriate across Victoria 56 years ago. Government will be sorely missed. We at Public Record Office communities to connect to their history and culture. legislation. Victoria wish Peter every success in the future. • Collaboration: Public Record Office Victoria consults and engages with the Victorian community, clients and stakeholders. Public Record Office Victoria provides customer service that most effectively meets the needs of clients and stakeholders. VISION STATEMENT Public Record Office Victoria’s Vision Statement is ‘Public Records Justine Heazlewood Publicly Available’. Director and Keeper of Public Records ‘Public Records Publicly Available’ seeks to inspire public servants to keep good records so that Public Record Office Victoria can “I was amazed at your fulfil its mission: to support
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