PUBLIC RECORD OFFICE 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 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 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 . 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 the efficient management and use resources and the level of public records in order that the Government is accountable of your services in to the community and the historical memory of the Victorian all areas.” Government is secure and accessible. 8 9 PUBLIC RECORDS ADVISORY COUNCIL

Peter Harmsworth AO

ESTABLISHMENT AND FUNCTIONS ADVICE TO MINISTER DISPOSAL SUBCOMMITTEE OUTGOING PRESIDENT’S REFLECTIONS The Public Records Advisory Council is established under section During the year the President and the Keeper of Public Records met The Disposal Subcommittee of the Council provides technical 4 (1) of the Public Records Act 1973. The functions of the Council, with officials of the Minister’s Office to emphasise the importance advice to Public Record Office Victoria and agencies on proposed In March 2012, I advised Ted Baillieu MLA, Premier and Minister as specified in section 5 of the Act, require that it: of the intended review of the Public Records Act 1973 and to discuss retention and disposal authorities (RDAs). RDAs are used by for the Arts that I was standing down as President of Council after (a) In consultation with the Keeper of Public Records, shall future appointments to the Council. agencies as a tool to ensure compliance with the standards set out performing the role for five years. As I advised the Minister, over my promote cooperation between Public Record Office Victoria and by the Keeper of Public Records in relation to the preservation and time as President I have been most fortunate to benefit from the public offices; and disposal of public records. The Council sees its involvement with the experience and insights of a number of very talented fellow Council (b) May report and make recommendations to the Minister on RDA approval process as an integral component of its legislative members. The Council has tackled a number of substantive issues, any matter relating to the administration of the Act. charter. the foremost of which has been the strong advocacy to successive Promoting cooperation Ministers on the need for a substantial review of the Public Records COUNCIL MEMBERSHIP During the year the Council assumed the responsibilities of Act 1973. The legislation has been found to be deficient and the Subcommittee due to the turnover of Council members. no longer reflective of contemporary developments in records Pursuant to section 4 (1A) of the Public Records Act 1973, the between Public Record Consequently the Council reviewed and provided comment on management within the Victorian Public Sector. The Council was Council shall consist of not more than ten members with nine RDAs from a diverse range of departments and public offices, pleased to be advised that the Department of Premier and Cabinet knowledge and experience in such areas as public administration, including such agencies as Corrections Victoria, the Adult Parole was overseeing the revision to Public Record Office Victoria’s local government, records management, business administration, Office Victoria and Board and Statewide Health Services. enabling legislation. historical research and genealogical research. The Council has benefited from the very able support of Public Membership of the Council during 2011–2012 comprised: public agencies SIR RECORDS MANAGEMENT AWARDS Record Office Victoria. Ms Justine Heazlewood and her team have Mr Peter Harmsworth AO (President), Public administration Since 1998 the Council, in collaboration with Public Record Office worked closely with the Council to ensure it effectively achieved (to 31 March 2012) COUNCIL MEETINGS Victoria, has presented the annual Sir Rupert Hamer Records its charter. Council has been especially impressed with the way Mr Jim Berg, Indigenous heritage Management Awards to recognise excellence and innovation in Public Record Office Victoria has responded to a major review of Discussion continued at Council meetings on how best it can Prof. Sue McKemmish, Information and records management records management across the Victorian Public Sector. This year, records management in the Victorian Public Sector undertaken by achieve its charter of promoting cooperation between Public Record the awards were held on 17 May 2012 at Queen’s Hall, Parliament the Victorian Auditor-General in March 2008. Public Record Office Ms Susie Zada, Historical research Office Victoria and other public sector agencies. In this regard, the House and attracted over 160 guests from across Victorian Victoria worked diligently to recast its strategic directions and to Ms Penny Hutchinson (Departmental nominee), Council enthusiastically supported Public Record Office Victoria’s Government, the records management sector and prioritise its activities to more effectively achieve its legislative goals Department of Premier and Cabinet initiatives to work closely with agencies in promoting better archival communities. in view of the report’s findings. It is a credit to Justine and her team Secretary: Ms Rebecca Young practice records management approaches, in particular, via the for the achievements gained within the available resource base of In organising the awards, Public Record Office Victoria worked Recordkeeping Standards Project, the Victorian Electronic Records Public Record Office Victoria. SUMMARY OF ACTIVITIES Strategy Refresh Project and Community Digitising Seminars. closely with the Records Management Association of Australia. Projects such as these are having a far reaching impact across the I wish the Council and Public Record Office Victoria every success The Council met on three occasions in 2011–2012 Victorian Public Sector and into the wider community. for the future. 14 July 2011 Victorian Archives Centre Also during the year, Council members were involved on judging 24 November 2011 Victorian Archives Centre panels for the Local History Grants Program 2011–2012 and the Sir 8 March 2012 Victorian Archives Centre Rupert Hamer Records Management Awards. Due to the turnover of Council membership there were no opportunities to undertake regional visits this year. Public Record Office Victoria provides generous support to the Peter Harmsworth AO Council by preparing Council agenda papers, coordinating the President, Public Records Advisory Council scheduling of Council meetings, providing assistance to the (1 July 2011 – 31 March 2012) President with the appointment of new Council members, as well as providing assistance and administrative support for Council Subcommittees. The Council would like to record its appreciation of the support provided to it throughout the year by the Keeper of Public Records, Ms Justine Heazlewood and her staff and to especially thank Ms Rebecca Young for her support in the role of Council Secretary. 10 11 OVERVIEW

ADMINISTRATION PUBLIC RECORD OFFICE VICTORIA STANDARDS AND AUTHORITIES EXECUTIVE Public Record Office Victoria issues standards for records Headed by Justine Heazlewood, Director and Keeper of Public management and authorities for retention and disposal under Records, the executive team is located at 99 Shiel Street, North section 12 of the Public Records Act 1973. A full list of current Melbourne, Victoria, Australia; phone (03) 9348 5600. standards and authorities is provided on Public Record Office Victoria’s website at www.prov.vic.gov.au/government and at both the North Melbourne and Ballarat offices. ACT ADMINISTERED – PUBLIC RECORDS ACT 1973

Public Record Office Victoria’s operations are governed by the DEPARTMENT OF PREMIER AND CABINET Public Records Act 1973, which defines the role of both the Keeper ANNUAL REPORT of Public Records and the organisation. The Act is available for inspection on the Public Record Office Victoria website, Further information about Public Record Office Victoria’s www.prov.vic.gov.au and at our North Melbourne and Ballarat performance during 2011–2012, including financial and staffing offices. data, is included in the annual report of the Department of Premier and Cabinet, available at www.dpc.vic.gov.au REGULATIONS MADE AND ADMINISTERED CONTACTS Regulations are made under section 23 of the Public Records Act 1973 and are known as the Public Records Regulations 2003. As at 30 June 2012 PROV operated two public reading rooms and had 74 staff members working in four operational areas. The Regulations prescribe fees for making and supplying copies of public records and set out conditions for the inspection of public records and use of facilities provided by PUBLIC READING ROOMS Public Record Office Victoria. Email: [email protected] All Regulations are available for inspection on Public Record Victorian Archives Centre Office Victoria’s website at www.prov.vic.gov.au/about-us and at Harry Nunn Reading Room both locations . 99 Shiel Street North Melbourne VIC 3051 Phone: (03) 9348 5600 Day 13, PORTFOLIO RESPONSIBILITY Ballarat Archives Centre The Department of Premier and Cabinet, through Arts Victoria, State Government Offices has portfolio responsibility for Public Record Office Victoria. Public Corner Mair and Doveton Streets Ballarat VIC 3350 Record Office Victoria is an administrative office under the Public Phone: (03) 5333 6611 Administration Act 2004. GOVERNMENT SERVICES FREEDOM OF INFORMATION Assistant Director: David Brown Requests made under the Freedom of Information Act 1982 Phone: (03) 9348 5621 are handled through the Department of Premier and Cabinet Email: [email protected] Freedom of Information officer. For information about categories of Agency enquiries: [email protected] Melbourne, documents maintained by Public Record Office Victoria, refer to the Department of Premier and Cabinet website at www.dpc.vic.gov.au. ACCESS SERVICES

PROTECTED DISCLOSURE Assistant Director: Graeme Hairsine Phone: (03) 9348 5727 The Whistleblower’s Protection Act 2001 promotes accountability Email: [email protected] and transparency in the public sector, which will in turn increase Public enquiries: [email protected] public confidence in the workings of government. The procedures implemented by Public Record Office Victoria in relation to CORPORATE SERVICES protected disclosure can be found in the Department of Premier and Cabinet’s 2011–2012 annual report. In accordance with Assistant Director: Lucy Hastewell 1956 section 104 of the Act, Public Record Office Victoria reports that no Phone: (03) 9348 5653 disclosures were made to it during the reporting year. Email: [email protected] VPRS 10742-P000-C2164 12 13 OVERVIEW Day 10, Melbourne, 1956

VPRS 10742-P000-B1736

ORGANISATIONAL STRUCTURE GOVERNMENT SERVICES Government Services supports best-practice records management across the Victorian public sector. This is done through:

Parliamentary • Utilising and valuing the knowledge and commitment of Secretary Minister for the Arts Public Record OfficeRECORDS Victoria. ISSUED • Developing and supporting the implementation of best- practice records management70,000 processes and policies Secretary Government users Department of Premier across the whole of Victorian Government. 60,000 & Cabinet • Building partnerships with stakeholders to improve Public users information and records50,000 management. • Identifying and preserving records of permanent value. • Making records more 40,000visible and accessible through new

Director Number of records Arts Victoria technology and better-aligned30,000 documentation, transfer and disposal practices. • Managing the Victorian20,000 Electronic Records Strategy.

10,000 Director Public Records ACCESS SERVICES PROV Advisory Council Year The goal of Access Services is to ensure2006/07 that our unique2007/08 2008/09 2009/10 2010/11 2011/12 collection is widely known and accessible to the people and Government of Victoria. This is achieved through: • A program of exhibitions, publications, educational resources and outreach activities. Government Access Corporate Services Services Services • The provision of public reading room services and online access to Public Record Office Victoria’s collection and research tools. • Preserving archives within their region of origin, ensuring Standards Online Finance and equality of access for communities in regional Victoria. and Policy Access Risk Management • Providing culturallyVISITORS appropriate TOservices, READING procedures ROOMS and tools that enhance access by the Koorie community. • Transmitting to clients25,000 information about the collection. Heritage Centre • Issuing records in a manner that meets government needs Government Collection Regional Archives Centre Record Keeping Services Facilities and community expectations.20,000 Ballarat Archives Centre CORPORATE SERVICES15,000 Victorian Archives Centre Community Communication Corporate Services supportsNumber of visitors staff across Public Record Office VERS Archives and Marketing Victoria through the provision10,000 of the following services: • Budgeting and financial management and reporting. • Risk management. 5,000 Technology • Facilities management. Services • Environmental planning and reporting. Year 2006/07 2007/08 2008/09 2009/10 2010/11 2011/12 • Strategic planning and reporting. • Communications and marketing. Information • Information communication technology. Management • Information management. • Human resource management. “Being from out of town • Organisational development. I ordered material on line which was there waiting People my arrival. Wonderful !!!” and Culture 14 OVERVIEW PUBLIC RECORD OFFICE VICTORIA

CORPORATE PLAN 2010–2013: • Expand Public Record Office Victoria’s Policy Framework: Developing Public Record Office Victoria’s policy strategy to provide a structure that supports and progresses key Report on Public Record Office Victoria’s three-year activities. Corporate Plan provides the strategic • Build Collection Support: Building awareness of cultural collections in the community and developing the capacity for direction for the period 2011–12 to 2012–13. communities to care for them in the most appropriate way. It articulates the mission, operating • Promote Collection Usage: Increasing access to and Performance usage of Public Record Office Victoria’s unique collection. environment and values of Public Record Nurturing a greater knowledge of the collection both Office Victoria, as well as listing the internally and externally and promoting Public Record Office Victoria as an organisation actively pursuing organisation’s objectives and the initiatives innovative solutions to collection utilisation. it will pursue to achieve these objectives. • Foster an IM Culture: Building a culture where information It also details the guiding principles that is valued as an asset and its use maximised to deliver financial efficiencies and position Public Record Office Public Record Office Victoria use when Victoria as an information management leader within the implementing our initiatives. Victorian public sector and beyond. • Embed Sustainability: Placing the Victorian Archives Centre at the forefront of the Government’s commitment to OUTCOMES environmental sustainability, to showcase how the public • Preservation: The records of government are preserved so service is leading by example and to reduce our carbon that they are available and accessible for as long as they are footprint. required. • Upgrade Public Record Office Victoria’s Infrastructure: • Management: The records of government are managed Establishing an integrated approach to the planning, to enable accountability, efficiency and innovation. management and renewal of Public Record Office Victoria’s • Utilisation: The records of government are used by physical and technical infrastructure, deliver improved communities to connect to their history and culture. organisational efficiencies and best-practice storage facilities for the State’s archival collection. INITIATIVES • Build Organisational Capacity: Establishing Public Record Office Victoria as an employer of choice to attract and • Remodel the Transfer Service: Re-engineering the transfer retain people who are passionate about and committed to service and associated business processes to provide the effective utilisation, management and preservation of improved client services and developing internal skills and Victoria’s archives. Develop the right people and provide the capacity right tools to deliver Public Record Office Victoria’s strategic • Refresh Victorian Electronic Records Strategy (VERS): objectives. Leading the new VERS to reflect a range of enhancements across Government Services programs and provide GUIDING PRINCIPLES increased public service efficiency and accountability. • Enhance Public Record Office Victoria’s Standards: • Aligning our internal skills, capabilities and capacity to our Developing a revised Standards program and outcomes and objectives. implementation schedule that will build internal capacity • Seeking and taking advantage of partnerships, funding and responsiveness and confirm Public Record Office opportunities and collaborative approaches to meeting our Victoria’s strategic leadership in recordkeeping within the outcomes and objectives. Public Service and across the broader community. • Ensuring that our work improves Public Sector efficiency and accountability. Day 10, • Providing sector leadership and a best practice approach. • Consulting with stakeholders and clients and using their feedback to inform and improve our programs and services, Melbourne, Detailed information about our activities can be found under these headings in the next section of this report. 1956 “Well laid out space. Easily identifiable to make research quicker and more efficient.” VPRS 10742-P000-B1699 16 17 HIGHLIGHTS 2011–2012 Day 3, Melbourne, 1956 VPRS 10742-P000-B1776

PATIENT INFORMATION RETENTION AND DISPOSAL AUTHORITY In September 2011 Public Record Office Victoria issued a new Retention and Disposal Authority (RDA) for Patient Information Records, PROS 11/06. This Authority was produced as a result of a collaborative project between Public Record Office Victoria and the Departments of Health and Human Services. The RDA authorises the disposal of patient information records created by Victoria’s public hospitals and health services. It supersedes and (l-r) Melody McDonald and Mark Beasley from Geelong Heritage Centre accept their Hamer Award from Justine Heazlewood, substantially revises a previous RDA first Director and Keeper of Public Records issued in 1999. The retention periods and disposal 2011 SIR RUPERT HAMER RECORDS actions aim to support the treatment MANAGEMENT AWARDS and care of patients, to account The Sir Rupert Hamer Awards are for the requirements of the Health presented annually by Public Record Records Act and Information Privacy Office Victoria in collaboration with Principles, and to protect the ongoing (l–r) MLA, Parliamentary Secretary Assisting the Premier with the Arts presents Allison Hunter Public Records Advisory Council. The rights and entitlements of patients with Public Record Office Victoria’s Arts Portfolio Leadership Award for the Recordkeeping Standards Project Image of Victorian bush land after the 2009 fires & image of regenerated Awards recognise extraordinary and and health service providers. The RDA Victorian bush land innovative talent that exists within records also sets disposal triggers that can be RECORDKEEPING STANDARDS PROJECT management across the public and implemented in patient records systems DIGITAL TRANSFER PROGRAM community sectors. supporting efficient recordkeeping and In September 2011 Public Record Office Victoria completed the Recordkeeping 2011–2012 has proven to be a busy period for Public Record Office Victoria’s Digital disposal practices. Standards project. This project renewed the core standards that govern the way the The Awards for 2011 were held on 17 Victorian Government creates, manages and disposes of records. The two-year project Records Transfer program. The transfer of digital records created in 2009 by the Victorian May 2012 at Queen’s Hall, Parliament Throughout the project, Public Record Bushfires Royal Commission has been a major focus over the past year. To date, over resulted in the development of a suite of seven mandatory Standards and supporting House with over 160 guests in attendance Office Victoria and the Departments documentation. 85,000 of the Commission’s digital records have been processed and stored in Public from across Victorian Government, the of Health and Human Services sought Record Office Victoria’s Digital Archive since July 2011. records management sector and archival and received comment from a number The success of this project was formally recognised and the excellent work of staff Public Record Office Victoria has also worked closely with the Department of communities. of stakeholder groups including commended at the Arts Portfolio Leadership Awards where Public Record Office Victoria Victoria’s health information managers, won the category of Leadership and Business Improvement. Sustainability and Environment to prepare and transfer a collection of bushfire recovery The awards ceremony was co-hosted by the Australian Medical Association, photographs. These photographs provide a striking visual record of the native Australian Acting Privacy Commissioner Dr Anthony The Recordkeeping Standards will be maintained and revised in line with Public Record the Medical Schools of Monash and bush and it’s resilience in the wake of bushfires. Bendall and the Keeper of Public Records Office Victoria’s Continuous Improvement Framework. Melbourne Universities, the Health Justine Heazlewood. The keynote speaker Public Record Office Victoria’s Digital Records Transfer program faces considerable Services Commissioner, the Chief for the awards was David Brennan, challenges due the increasing range of digital record formats, record structures and the Psychiatrist, and the Australian Patients Associate Professor at the University size of digital objects. To best meet these challenges, during 2011–2012 Public Record Association. Public Record Office of Melbourne Law School who gave Office Victoria reviewed its approach to digital preservation and stress tested the Digital Victoria is grateful for their considered an interesting and informative talk on Archive’s capacity. advice and feedback, as it was central to copyright. This improvement work, plus the increased technical capacity of the Digital Archive itself, the success of the project. has supported greater efficiency in digital records transfer, doubled Public Record Office The event showcased a number of projects Victoria’s annual transfer capacity and improved our ability to manage a wider range of highlighting the importance of good digital record formats and larger digital objects. recordkeeping as well as the passion behind preserving records of the state’s history for the benefit of future generations. More information about the Sir Rupert “Facilities were excellent. Hamer Awards and recordkeeping Good to see that state practices is available at prov.vic.gov.au/ archives can be accessed without cost.!” government/sir-rupert-hamer-awards. For a list of award winners see Appendix 7. 18 19 HIGHLIGHTS 2011–2012 VPRS 10742-P000-A110

THE VICTORIAN ARCHIVES CENTRE REVIEW OF THE VOLUNTEERS GETS A NATIVE GARDEN PROGRAM STEPS is a voluntary committee made up Last year Public Record Office Victoria of Public Record Office Victoria staff and conducted a major strategic review of the Victorian Archives Centre (VAC) tenants volunteers program. This review resulted in which provides advice on how to reduce a number of recommendations across four the VAC’s environmental impact. In 2011 key areas: Integration and communication, the STEPS Committee proposed that the program support, program development VAC garden area should be redeveloped and program operations. into a native water-saving garden for staff In 2011–2012 Public Record Office and visitors to enjoy. Public Record Office Victoria worked to implement these Victoria’s Executive team welcomed this recommendations. In practical terms, this proposal as the garden at the time was resulted in: overgrown and difficult to maintain. • The establishment of a Volunteer In May 2012 the garden was re-planted Consultative Group (VCG), which met by volunteer staff on one of Melbourne’s three times during the year. wettest days. Despite the weather, the • The development and approval of a planting day was a great success and the Volunteering Policy (in consultation VAC now has an attractive native garden with the VCG) that is easy to maintain and will attract • The start of a monthly volunteer native wildlife such as birds and butterflies. newsletter. STEPS worked closely with the Victorian The VAC’s new signage at the front entrance • A significant increase in the diversity of Indigenous Nurseries Co-operative (VINC) projects being undertaken (including on the design and planting of the new PUBLIC RECORD OFFICE VICTORIA’S NEW LOOK online projects), and better alignment garden. This partnership was particularly of projects with Public Record Office In 2011–2012 Public Record Office Victoria conducted a major refresh of the signage rewarding as VINC are a not-for-profit Victoria’s goal of increasing the both inside and outside the Victorian Archives Centre (VAC) building in North Melbourne co-operative dedicated to re-establishing accessibility of its collection. and Ballarat Archives Centre (BAC). The refresh project aimed to make the buildings and native plants throughout Melbourne. services highly visible externally and easy to navigate internally. • An increase in the overall number of The garden has been named after Justine hours contributed to Public Record To achieve this, a ‘wayfinding’ project was undertaken which included surveys and Heazlewood, Director of Public Record Office Victoria by volunteers. An article written by Public Record Office Victoria’s Lee Hooper for the True Crime Scene broader consultation to find out how our visitors travelled to Public Record Office Victoria Office Victoria, in honour of her ten years section of the Herald Sun. and how they find their way around the Centres. As a result, a bold new design and colour of environmental leadership. scheme was selected and new signs were erected or updated at entrances of the VAC and PUBLIC RECORD OFFICE VICTORIA IN THE MEDIA the BAC. During 2011–2012 Public Record Office Victoria has enjoyed a surge in media coverage The ‘wayfinding’ signage inside the building was also refreshed and improved in line with with the collection, exhibitions and events attracting considerable attention in the print the design concepts and public feedback. The new look signs use a simple but effective news, on radio, online and through social media. arrow design to point out the different areas of the building to visitors and building tenants. Highlights include the extensive coverage of Public Record Office Victoria’s collection of criminal and court records through the True Crime Scene section of the Herald Sun. Over Feedback on the new look has been the course of three months, investigative reporters have referred to the records to revisit overwhelmingly positive, with many people and illustrate some of Victoria’s most fascinating cold case stories. commenting that the Centres were easier to find and simple to navigate once inside. Public Record Office Victoria also presented a successful communications strategy for the one hundred and fiftieth anniversary celebrations of the Old Treasury Building. Resulting media coverage featured in a number of publications including and the Herald Sun, radio interviews and social media outlets. This coverage has raised interest and visitation numbers to the Old Treasury Building’s Gold and Governors: 150 years of the Old Treasury Building exhibition and events program. The media has also shown great interest in Public Record Office Victoria’s overall collection with staff taking part in radio and press interviews to discuss a range of topics from family history research, criminals, community grants and history awards, encouraging people to visit us online or at one of our locations. PROV staff triumph at a very wet planting day The VAC’s new look signage clearly points visitors in the correct direction 20 21 HIGHLIGHTS 2011–2012 VPRS 10742-P000-B1338

Public Record Office SHAKE YOUR FAMILY TREE DAY Victoria volunteer Genevieve Day hard at work In March 2012 Public Record Office Victoria, in collaboration with National Archives of Australia, hosted the annual Shake Your Family Tree Day at the Victorian Archives Centre (VAC). The theme for this year’s event was ‘Byte into your family history’ as participants were given the opportunity to discover how to research and preserve their family histories in the digital age. Highlights of the day included a talk from guest speaker Kirrilly Brentnall, researcher for popular SBS television program Public Record Office Victoria volunteer Irene Kearsey leads a tour group around the Archives during Shake Who Do You Think You Are? Also on offer Your Family Tree Day throughout the day were a range of talks on topics including where to find family information; family history exploration in the digital age; and researching VOLUNTEERS PROGRAM EXPANDS Projects completed included: Barb Addie Ian Hazewinkel Dawn Riddel indigenous family members. Public Record Graham Bence Richard Hudson Maggie Robinson Public Record Office Victoria’s dedicated •  collection - the Office Victoria staff and volunteers also led processing and listing of over 6,000 Fay Beslee Di Hughes Neil Robinson tours of the Archives throughout the event. volunteers undertake a range of activities John Bolt Judy Johnston Marie Rogers that improve access to records in the Public Building. Plans and 2,000 maps and plans. Ian Braybrook Irene Kearsey Helen Rowe Shake Your Family Tree Day was a major collection, support staff and allow Public Elizabeth Brown Betty Keay Lynne Shann success with over 300 visitors to the VAC. • Outward passenger lists project. Record Office Victoria to offer additional Stevie Brownsea John Killian Rosemary Simpson Public Record Office Victoria has received Royal Visit. Queen Elizabeth and Prince Phillip at the MCG, 1970. VPRS 1451 / P1 resources and services to researchers. The completion of the Outward Passenger Liz Buckle Shirley Krumnow Dot Skewes overwhelmingly positive feedback from This year 117 volunteers contributed a Lists project is a major highlight for the Sonya Cameron Val Latimer Jennifer Smith many visitors to the event. Graeme Cardillo Gordon Lee Gail Thornthwaite WE SAW THE QUEEN EXHIBITION total of 18,335 hours of their time to Public Volunteer Program. This project first Dianne Carmody Sue Maclellan Judith Vardy Record Office Victoria projects. This is commenced in 1989 and has seen over In June 2012, to mark Queen Elizabeth’s Diamond Jubilee, Public Record Office Victoria Julie Chippindall Jill Mack Maxine Wagerman the most hours ever delivered by Public 3.85 million passengers’ names indexed. opened a special exhibition titled We saw the Queen. The exhibition showcases a range Keng Chong John MacKinnon Dawn Walduck of Victorian records featuring the Queen, including photographs, documents, interviews, Record Office Victoria’s volunteers in a Volunteers also manage Public Record Ahnya Chuah Anna-Maree Ken Walduck objects and paraphernalia from Public Record Office Victoria’s collection. Public Record single financial year. Office Victoria’s in-house technical library Jill Cilia Malmgren John Waugh Office Victoria also received the support of Victoria’s Government House and staff to and provide public tours of the Victorian Kim Clayton-Greene Beryl Mainon Pam Weller In 2011–2012, volunteers contributed to display some significant items from their collection in the exhibition. projects such as: Archives Centre repository. Beth Codling Tim Marriott Margaret Wright Val Connors Millicent Marsh Denise Young • Department of Crown Lands and As ever, Public Record Office Victoria Exhibition highlights include a Royal Tea Service loaned from Government House and, Chery Cox Leonie Marshall Survey - processing land selection files. from the Public Record Office Victoria collection, a letter of procedures written for is indebted to its volunteers for all their Geoff Currey Sandra Marshall • Office of the Public Prosecutor - efforts during the year. government officials noting how to greet the Queen, what spirits, wine and tobacco Gordon Dadswell Judy Mason should be arranged, when the Queen is to drink her coffee and that Prince Phillip is to processing criminal trial briefs and Hyam Mirsky Graeme Dawson always to remain with ‘the men’. indexing the register of male prisoners. Sue Dawson Maureen Molloy • Koorie Index of Names - continuing Genevieve Day Vicki Montgomery The Queen has visited Victoria numerous times and the exhibition displays the changes work on the Koorie Index of Names. Neil Morris in attitudes, excitement and types of celebration which accompanied each visit. • Historic Plan Collection - digitising Cathy Dodson Chris Nichols We saw the Queen is on display at the Victorian Archives Centre until November 2012. plans of pastoral runs. John Drury Neil Paddle Kirrily Brentnall gives a talk on researching for Constance Eastwood Geoffrey Paterson Who Do You Think You Are at Shake Your Family Gavin Faichney Pat Porigneaux Tree Day Rosalind Faichney Eileen Porter Anne Field Yvonne Pratt Cathy Rankin “Little bit hard to navigate Leanne Goss but after a lesson from a Bernadette Griffiths Liz Raven staff member it was a lot Claudia Guli Dianne Reilly less daunting and lots Andrea Gurciullo Jon Rennison of information I had no Sara Hardy Sue Rickard idea about came to light” 22 23 HIGHLIGHTS 2011–2012 VPRS 10742-P000-A766

THE LAUNCH OF PUBLIC RECORD ACHIEVEMENTS OF STAFF PROFESSIONAL COMMITTEES Julie McCormack: member, Council of Australasian Archives and OFFICE VICTORIA’S FIRST E-BOOK Records Authorities; National Bodies Working Group; member, Aside from their roles at Public Record Office Victoria, a number AWARDS Australasian Digital Recordkeeping Initiative Disposal Project In 2012, Public Record Office Victoria’s of staff made a significant contribution to their professions Working Group most popular publication, Footprints: The The work of Public Record Office Victoria staff and volunteers was recognised with through membership of committees during 2011–12: Journey of Lucy and Percy Pepper was several awards in 2011–2012: Alison McNulty: chair, Council of Australasian Archives and Lauren Bourke: member, City of Ballarat Heritage Advisory launched as an e-book. This new edition Records Authorities National Bodies Working Group; member, The Arts Portfolio Leadership Awards 2011 Committee; member, Ballarat Collections Network; member, of Footprints, produced in conjunction Local Government Storage and Digitisation Project Executive Victorian Community Heritage Collections Network; member, with the National Archives of Australia is The Arts Portfolio Leadership Awards recognise excellence across the Victorian Committee; member, Who Am I? Advisory Group Bendigo Regional Archives Centre Operations Committee the first of this publication type for both Government arts agencies and cover a wide range of categories from excellence in public Cathy Meynell-James: member, The Records and Information organisations. programs through to business improvement, to leadership in disability access. Antony Collins: member, Facility Management Association of Management Professionals Australasia Australia Footprints tells the story of the strength This year Public Record Office Victoria was the recipient of the following awards: Andrew Waugh: member, Standards Australia, Records of an Aboriginal family in the face of Charlie Farrugia: member, Victorian Association of Family History and Document Management Systems Committee (IT-21) adversity, tracing the history of the Pepper Leadership in Business Improvement: Winner Organisations; member, Geographic Place Names Advisory Panel; Subcommittee on Recordkeeping Metadata family through public archival records Project: Recordkeeping Standards Project member, ANZAC Commemorative Naming Pilot Project; member, from the collections of Public Record The Recordkeeping Standards Project was established to create new and accessible Arts Agency Collections Working Group Daniel Wilksch: President of the Branch Committee of Museums Office Victoria, National Archives of Australia (Victoria); Public Record Office Victoria representative, standards for recordkeeping within the Victorian Government in order to make the Sebastian Gurciullo: editor, Archives and Manuscripts; chair, Australia and the Pepper family’s own History Council of Victoria; member, Intangible and Movable management of our State’s records more compliant, achievable and user-friendly. the Editorial Board refereed journal of the Australian Society of personal documents. Cultural Heritage Advisory Committee of the Heritage Council of Archivists; webmaster, committee of the Section on Literary and Victoria The new format makes the Pepper family’s Leadership in the Community: Highly commended Artistic Archives of the International Council on Archives story accessible to a new audience of Project: Footprints: The Journey of Lucy and Percy Pepper – exhibition Rebecca Young: coordinator, Australasian Digital Recordkeeping Graeme Hairsine: member, Bendigo Regional Archives Centre readers. Footprints is available for sale via Initiative Footprints: The Journey of Lucy and Percy Pepper is a touring exhibition that uses both Committee of Management; member, Public Access Working the Public Record Office Victoria online Government and family records to trace the lives of one Aboriginal family in the first half Group of the Council of Australasian Archives and Recordkeeping shop: www.prov.vic.gov.au/products-page/ of the twentieth century. Authorities; member, Information Management Committee, e-books CONFERENCE AND SEMINAR PRESENTATIONS Department of Premier and Cabinet; Member, Arts Victoria

Lucy and Percy Pepper as an ebook A bookmark advertising the release of Footprints: The Journey of Cultural and Linguistic Diversity committee In addition to Public Record Office Victoria’s formal seminar programs, noted in the operations section of this report, staff Lucy Hastewell: member, Department of Premier and Cabinet expertise and knowledge are shared through presentations at Procurement Review Reference Group; member, Institute of Public various conferences and seminars. In 2011–2012 these included: Administration Australia Internal Communications Community of Practice Aboriginal and Torres Strait Islander Library and Information Resource Network Conference 2011, Big: big ideas, big Justine Heazlewood: member, Council of Australasian collections, big picture, State Library of Victoria Archives and Records Authorities; chair, Australasian Digital Melbourne, July 2011 Recordkeeping Initiative; member, Collections Committee, State Ed Story: Introduction to National Archives & Public Record Office Library of Victoria; member, International Council of Archives Victoria, Koorie Reference Officer Congress Committee 2012; member, Standards Australia, Sebastian Gurciullo: Taking archives into the Victorian Aboriginal Records and Document Management Systems Committee (IT-21); community member, , Centre for Organisational and Social Informatics Advisory Board Centre for Cultural Materials Conservation, Allison Hunter: secretary for the Victorian Branch of Records and Melbourne, July 2011 Information Management Professionals Australasia; member, Abigail Belfrage: Public Record Office Victoria Crowdsourcing Australian Society of Archivists Transcription Pilot Asa Letourneau: member, UNESCO Australian Memory of the Asa Letourneau: Linked Open Data and Cultural Collections. World Committee as a State Liaison Officer for Victoria; member, Cloud Information Community

Heidi Victoria MLA Parliamentary Secretary Assisting the Premier with the Arts Tracey Manallack: member, Victorian Community Heritage Footprints: presents Public Record Office Victoria’s Sebastian Gurciullo with a High Commendation Collections Network; member, Geelong Heritage Centre The Journey of Lucy for the Footprints exhibition Committee of Management; member, Bendigo Regional Archives and Percy Pepper. Centre Operations Committee

An Aboriginal family’s struggle for survival

Footprint e-book bookmark 2012 V.01 FINAL AJ 20120430.indd 1 9/05/12 1:57:43 PM 24 HIGHLIGHTS 2011–2012

Digital Preservation 2020 Future Perfect 2012 Sydney, August 2011 Wellington, New Zealand, March 2012 Andrew Waugh: Preservation Metadata Andrew Waugh: Agency Business Systems and Records Family History Feast 2011, State Library of Victoria Genealogical Society of Victoria, Thursday Talks Melbourne, August 2011 Melbourne, April 2012 Sebastian Gurciullo and Ed Story: Knowing who you are: Koorie Sebastian Gurciullo and Grace Baliviera: Knowing who you are: records in Victoria Koorie records in Victoria Victorian Association of Family History Organisations Annual Geelong Heritage Centre, Geelong and Ballarat and District Meeting and Seminar Aboriginal Cooperative, Cultural Education Centre August, 2011 Ballarat, May 2012 Charlie Farrugia: Researching Victoria’s State Wards in the 19th Sebastian Gurciullo and Grace Baliviera: Introduction to Century researching records about Aboriginal People in Victoria, Discovering Your Mob Records and Information Management Professionals Australasia, inForum Darwin, September 2011 PUBLISHED WORKS Andrew Waugh: Functional Requirements for Business Systems Australian Garden History, 23 (2) (presented by Lisa Judge) October, November and Dec 2011 Know Your History, Preserve Your Culture Workshop Abigail Belfrage: Garden History and the Web Bendigo, Bairnsdale and Morwell, September – December 2011 Milk Magazine, issue 14 Grace Baliviera, Tsari Anderson, Sebastian Gurciullo, Andrew April, May, June, 2012 Henderson, Ed Story Sebastian Gurciullo: ‘Family Ties’ article Introduction to researching records about Victorian Around the RIM (RIMPA Vic Branch Newsletter) Aboriginal people September, 2011 Law Institute of Victoria Allison Hunter: Creating and Capturing Full and Accurate Records Melbourne, October 2011 Graeme Hairsine: Cloud Computing, Recordkeeping Systems and Australian Society of Archivists Journal: Archives Privacy and Manuscripts Day 7, November 2011 Recordkeeping Roundtable special event on Digital Allison Hunter: News Notes section, Public Record Office Victoria Recordkeeping and the Series System contribution Sydney, October 2011 Andrew Waugh: The Series System and Digital Data Around the RIM (RIMPA Vic Branch Newsletter) March 2012 eResearch Australia Annual Conference Emily Swann: Records of Social Media Melbourne, November 2011 Abigail Belfrage (Public Record Office Victoria) and Conal Tuohy: Marking up the Public Record: the Public Record Office Victoria Crowdsourcing Transcription Pilot Informa 7th Indigenous Recruitment & Training Summit Melbourne, Melbourne, December 2011 Sebastian Gurciullo: Getting into Government and the Heritage Sector The National Records and Information Officers Forum Melbourne, February 2012 Matthew Gardiner and Alison Hunter: Implementing new standards and reforms - what do the revised records management standards mean for the Victorian Government? Professional Historians Association of Victoria professional development program, North Carlton Library 1956 Melbourne, February 2012 Sebastian Gurciullo: Writing for Refereed Journals VPRS 10742-P000-B1029 26 27 OUTPUT MEASURES

OUTPUT: RECORDS 2011–12 Quantity 2010–11 2011–12 2011–12 Actual Target Actual Retention and disposal authorities issued 7 9 9 Public Record Office Victoria records transferred1 2,274 1000 2,154 Digital records preserved2 113,840 100,000 197,793 VERS departmental consultationss3 96 100 55 Additional VERS software products certified4 27 10 30 Quality % Collection stored to industry standard 100 100 99 % Client satisfaction 86 90 84

OUTPUT: ACCESS Quantity 2010–11 2011–12 2011–12 Actual Target Actual Records issued 49,222 50,000 52,676 Visitors5 104,126 140,000 154,333 Online visitors6 896,497 750,000 966,123 Volunteer hours 15,124 18,500 18,335 Participants in public education, training and outreach programss7 6,939 7000 19,733 Day 13, Quality % Visitors satisfied with visit 92 90 96 Timeliness % Records issued within specific timeframes 95 95 95

1. The actual outcome exceeds the target due to a large transfer from government agencies to Public Records Office Victoria Melbourne, at agency request, in addition to the finalisation of scheduled transfers. 2. The actual number continues to increase due to technical improvements and changes in system processes increasing capacity. A revised target has been approved for 2012-13. 3. The actual outcome is below the target as departmental consultations were a focus of VERS stage 1 which is now complete. This performance measure has been discontinued and will be replaced with a new performance measure to accurately reflect the focus of VERS Stage 2. 4. This figure is driven by vendor demand and at present we have no way to accurately predict the demand. To address this problem this performance measure has now been discontinued. A new performance measure to accurately measure vendor demand has been developed. 5. The actual result is greater than the target due to increased exhibition visitors to the PROV travelling exhibition ‘Footprints’ 1956 throughout the year. 6. The actual result is greater than the target due to continued increase in the availability of digitised records online. A revised increased target has been approved for 2012–13.

VPRS 10742-P000-C2136 7. This large number incorporates unprecedented visitor numbers for an external event: the Ballarat Heritage Weekend 28 29 PROV STRATEGIC INITIATIVES 2011–12 VPRS 10742-P000-A766

REMODEL THE TRANSFER SERVICE REFRESH VERS ENHANCE PUBLIC RECORD OFFICE EXPAND PUBLIC RECORD OFFICE VICTORIA’S VICTORIA’S STANDARDS POLICY FRAMEWORK The first year of a two-year program to remodel Public Record In 2011–2012, Public Record Office Victoria’s Government Office Victoria’s Transfer Service was completed in 2011–2012. Services team conducted a major review of the Victorian Recordkeeping standards are critical for ensuring that Public Record Office Victoria anticipates that they way This program was introduced following the review of Public Electronic Records Strategy (VERS). The review resulted in the public service is able to operate effectively and be the Government works and interacts with Victorians will Record Office Victoria’s transfer approach and processes. a final report, which recommended major changes to the accountable for decisions made and policies implemented. change over the next ten years to a web-based service strategy and its context. Standards and their supporting specifications and guidelines delivery model, particularly based around the use of mobile Public Record Office Victoria’s transfer service now delivers set the benchmark for the creation, management, and technology. These changes will create significant policy on tasks across 10 different activity streams to meet the The recommended changes were across five major disposal of records in Victorian agencies. issues concerning how agencies create, manage and dispose 59 recommendations for change which were made during categories: of records. the review process and supported by Public Record Office 1. The Victorian Electronic Record Strategy itself – In 2011–2012 Public Record Office Victoria completed a two Victoria’s Executive team. reemphasising the Victorian Electronic Records Strategy, year project to redevelop and update its set of standards As a response to these anticipated changes in service governing the management of records across Government. delivery, Public Record Office Victoria undertook a number of Major achievements over the year include: as separate from the Standards and as critical for the management of electronic records. This project was funded by the Victorian Government. During initiatives in 2011–2012: • Redeveloping internal processes and improving technology the year the standards on Access, Capture and Control and 2. Program of Work – the VERS program of work focused • An issues paper was published on the recordkeeping to enable digital transfer capacity to increase by over 100% associated specifications were issued: annually. on getting agencies to the point of record creation. The implications of social media. This work confirmed that work plan recommended the development of tools which In addition, a number of specifications, guidelines and a public record was created when a public servant used • Redeveloping the set of transfer forms in consultation would be used by agencies to benchmark their current training modules were completed for the standards that had social media as part of their official duties. It also clarified with agencies to streamline processes and minimise level of Information management maturity against an array previously been issued. when the record should be captured, and what information requirements. of standards. This tool would also help agencies capture should be captured about the record. During 2012–2013 All of the standards, specifications and guidelines are on • Developing sets of Fact Sheets and FAQs to assist agency information which is stored in non traditional ways such as this issues paper will serve as the basis for a formal policy Public Record Office Victoria’s website at www.prov.vic.gov.au/ staff. on websites. on social media. government/standards-and-policy. • Documenting internal VEO electronic record) generation 3. Implementation Approach – reconfirming the validity of • An issues paper was published on the recordkeeping and processing knowledge based on recent practical The completion of the standards project means that the the three stage model with particular emphasis on the implications of cloud computing. Government agencies experience. Victorian Public Service now has an up-to-date, relevant and importance of Stage Two (business systems) and the need are increasingly using cloud computing services to deliver comprehensive statement of how records must be managed. • Establishing a Sir Rupert Hamer Award category for the to develop solutions focussed on client needs. government services and to support their operation. The agency undertaking the most significant transfer for the 4. Changes to Public Record Office Victoria – refocus on Public Record Office Victoria will now commence a rolling cloud computing issues paper was designed to facilitate year to encourage and reward transfer activity. leadership in the record and information management five year program of reviewing and updating the standards the Victorian Government’s use of cloud computing while • Undertaking work to identify significant records still in sector, including membership on committees and strategic to ensure that they remain relevant to Victorian Government safeguarding Victoria’s records. It has two foci: a Victorian agency custody and begin building a profile of permanent alignment within wider Government. agencies. agency’s responsibilities when adopting a cloud based value record holdings across the State. 5. Creating a whole of Victorian Government approach to approach to service delivery, and the impact on Public Record Office Victoria’s standards of the use of cloud In addition, a program to further develop Public Record Office Governance – broadening the membership of existing computing. During 2012–2013 this issues paper will serve Victoria’s staff capacity (particularly in respect to digital governance boards, and seeking Executive sponsorship to as the basis for a formal policy on cloud computing. records) and ensure tacit knowledge is captured and shared key VERS work projects. is underway. Throughout 2011–2012 the Government Services team have • Recordkeeping requirements for business systems worked to develop a program of work to tackle the changes were drafted during 2011-12. Government agencies are to VERS. Several significant projects have commenced, increasingly using business systems to manage the all of which promise to greatly enhance the electronic delivery of services. Public Record Office Victoria has recordkeeping of the Victorian Government. been concerned that these systems are frequently not designed to capture and manage an appropriate record of the business of the agency. This work provides agencies with a set of requirements they can build into business systems to ensure that such systems properly capture and manage records. A version of these requirements will be released as a new International Standard during 2012 by the International Congress on Archives.

“I rang one day and by the next morning was looking at 82-year-old family papers. Their availability is wonderful “The amount of information and the service provided to held at PROV amazed me!” me was first class” 30 31 PROV STRATEGIC INITIATIVES 2011–12 VPRS 10742-P000-B1146

BUILD COLLECTION SUPPORT WILAM NALING SMALL GRANTS In 2011–2012 Public Record Office Victoria continued to build Through funding from Aboriginal Affairs Victoria, Public collection support through funded programs, grants training Record Office Victoria awarded $39,000 in grants to nine and recognising successful projects through the Victorian Victorian Aboriginal groups to preserve and share their stories Community History Awards. and culture.

LOCAL HISTORY GRANTS These grants were made available to enable preservation and access to information about Victorian Aboriginals, and to Through the Local History Grants Program, Public Record contribute to the on-going work of reuniting members of the Office Victoria continued to provide financial assistance Stolen Generations and their descendents with ancestors and for projects that share the history and heritage of Victoria. family. The Program provides small grants to community-based organisations to support the cost of projects that preserve, Among the nine funded projects was the ‘Preservation of record, present or publish local Victorian history. photographs of Koorie women attending the Sisters Day Out® Well-Being Workshops conducted by Aboriginal Family On 1 July 2011, the Local History Grants recipients were Violence Prevention & Legal Service Victoria’. The project announced by the Hon. Ted Baillieu MLA, Premier and catalogues images taken since the group’s inception, and Minister for the Arts. In 2011–2012 Public Record Office provides a record of Victorian Koorie women in the 21st Daniel Wilksch, Victoria distributed $348,410 worth of funding to 58 century. Coordinator, Digital community organisations from across the State. A diverse Projects demonstrates Public Record Office Victoria’s Tsari Anderson, Coordinator Koorie Records Unit range of projects received funding including exhibitions, A presentation of certificates was made at the Victorian how to digitise historical delivers a Know Your History, Preserve Your Culture workshop in Shepparton records. digitisation, conservation and multimedia projects, as well Archives Centre in September 2011 by Ian Hamm, Executive as oral, written and published histories. The Program also Director of Aboriginal Affairs Victoria. recognised the invaluable contribution made by volunteers Projects will continue into 2012–2013 and will be highlighted KNOW YOUR HISTORY, PRESERVE YOUR CULTURE JUST DIGITISE IT! and community groups in preserving the significant local on Public Record Office Victoria’s website. For a full list of this Throughout the year, Public Record Office Victoria’s Koorie In 2011 Public Record Office Victoria conducted a series of collections which are broadly scattered around Victoria. year’s winners please visit: Records Unit delivered a series of eight Know Your History, two-day Just Digitise It! workshops in Hamilton, Ballarat, Public Record Office Victoria will continue to distribute www.prov.vic.gov.au/community-programs/grants-awards/ Preserve Your Culture workshops across Victoria as part of the Traralgon, Melbourne and Mildura with a total of 281 people $350,000 annually over the next three years as part of the wilam-naling-small-grants-scheme/current-recipients-2011 Koorie Archival Support Program funded by Aboriginal Affairs attending. Victorian Government’s commitment to preserving Victorian Victoria. history for present and future generations. For a full list of The practical workshops covered the digitisation process grant recipients please see http://prov.vic.gov.au/community- The two-day program featured a number of leading experts from planning a digitising project through to publishing a programs/grants-awards/local-history-grants on Indigenous records and cultural collections including community collection online. Various skills were gained by Connecting Home, the Centre for Cultural Materials participants including creating digital content as well as basic Conservation, the , Museums Australia editing and digital publishing. (Vic), , State Library of Victoria, National Participant feedback was positive and encouraging, and Archives of Australia and Public Record Office Victoria. as a consequence, Public Record Office Victoria has since The program provided awareness about historical collections delivered further digitisation workshops at the Geelong and resources available in Victoria for researching Indigenous Heritage Centre and a digital photo editing workshop in family history, as well as informative and practical sessions on Ballarat. conservation, developing collection policies, cataloguing and To help meet the ongoing demand for the program, Public innovative ways in which Aboriginal material can be shared Record Office Victoria has developed an online Training within local communities. Manual and accompanying demonstration video which is Workshops were attended by over 250 participants and were available on our website at: www.prov.vic.gov.au/community- held in Melbourne, Shepparton, Warrnambool, Mildura, programs/training/just-digitise-it Rosebud, Bendigo, Bairnsdale and Morwell. The extremely successful Just digitise It! workshops and Public Record Office Victoria would like to acknowledge the correlating training materials was made possible thanks to a “I have been very impressed valuable contribution and generous support of the presenters Community Heritage Grant received in 2011 from the National that the material requested to this successful and insightful program. Library of Australia. arrives in a timely fashion. I like being able to place my (l–r) Edward Story and Narissa Broben from the Koorie Heritage Trust accept a wilam naling requests online before I arrive grant from Ian Hamm, Director of Aboriginal Affairs Victoria so that enough material is waiting for me when I arrive. It allows me to make the most of my time.” 32 33 PROV STRATEGIC INITIATIVES 2011–12 VPRS 10742-P000-C2623

V PROMOTE COLLECTION USAGE READING ROOMS AND RECORD RETRIEVALS Throughout 2011–2012 Public Record Office Victoria continued Public Record Office Victoria operates two public reading rooms: to increase awareness of and promote public access to its one at the Victorian Archives Centre in North Melbourne and the collection. other at the Ballarat Archives Centre in Ballarat. A number of major projects using Public Record Office Victoria During 2011–2012, 16,108 people visited the two reading rooms volunteers were conducted over the year. These projects and a total of 43,350 records where issued to visitors and another resulted in improved data being generated and published 9,326 were issued to Government agencies and for internal Public for 254 series in the collection, including 50 detailed item Record Office Victoria use. descriptions. These improvements will make it much easier for Reading room staff are the public face of Public Record Office researchers to find the records they need. Victoria and have always played a big part in promoting the use of In 2011–2012 Public Record Office Victoria continued to refine Public Record Office Victoria’s collection. In 2011–2012 reading the strategic direction for its collection with the introduction room staff delivered a number of information sessions to the of a new three-year Collection Management Strategy which public on how to use the catalogue, how to access the collection sets the direction and goals for management of Public Record as well as sessions focusing on specific parts of the collection. From l-r Gunditjmara elder Denise Lovett and author Gib Wettenhall Office Victoria’s $258M collection. accept the top prize at the Victorian Community History Awards for To further engage with members of the public and generate The People of Budji Bim This Strategy will: interest in Public Record Office Victoria’s collection, reading room staff continuously highlight interesting or unusual records • Provide direction regarding key initiatives to be pursued through the Record of the Month showcase. The Record of VICTORIAN COMMUNITY HISTORY AWARDS by the Collection Management Team in managing the the Month may be viewed in Public Record Office Victoria’s collection held at the Victorian Archives Centre, Ballarat The Victorian Community History Awards recognise people and reading rooms and online: http://wiki.prov.vic.gov.au/index.php/ Archives Centre and permanent public records stored at projects that preserve and share Victoria’s history. Category:Record_of_the_Month Places of Deposit. The 2011 Victorian Community History Awards were presented • Bring about enhancements to the conception, by the State Member for Bentleigh, Ms Elizabeth Miller MLA, implementation and management of projects aimed at at a ceremony held on 20 October 2011 at Queen’s Hall, making our unique collection more accessible. Parliament House. The $5,000 top prize went to The People of Budj Bim, for a book written by Gib Wettenhall, in collaboration • Ensure that our archival control system is regarded as the with the Gunditjmara People of South Western Victoria. definitive source of accurate and reliable information about the collection. Winners in other categories included a book about influential women in Melbourne’s history, an illustrated walking tour • Develop the skills and knowledge base of the Collection of historic Maldon, an exhibition about Melbourne’s Yiddish Services staff. community and a recreated map of routes used to cross the • Ensure that Collection Management policies, procedures Bass Strait in the early 1800s. and processes are developed and maintained. The Victorian Community History Awards are managed by This year a Collection Management blog was established on Public Record Office Victoria in partnership with the Royal the Public Record Office Victoria website which introduces Historical Society of Victoria. The 2011 winners were chosen by the general public to the work of the Collection Management an expert panel from a field of more than 130 entries. staff and highlights some little known facts about items in the collection. The blog is available at www.prov.vic.gov.au/ collection-management/

Record of the Month, May 2012 Ministerial Library Textbook Collection: VPRS 13554/P18, Unit 11, The Teaching of Reading with the Happy Trio Reading Scheme, The Primers “My own skill let me down so I started off a bit slow but I received plenty of advice so sped up as time went by.” 34 35 PROV STRATEGIC INITIATIVES 2011–12 Parliamentary Premier of Victoria Secretary Minister for the Arts RECORDS ISSUED VPRS 10742-P000-A394

70,000 Secretary Government users Department of Premier 60,000 Parliamentary Premier& Cabinet of Victoria Public users PILOTING CROWDSOURCING AND ONLINE Minister for the Arts Secretary RECORDS50,000 ISSUED TRANSCRIPTION SERVICES 40,000 Secretary 70,000 Public Record Office Victoria has supported the aims of the Director Number of records Government users Department of Premier Government 2.0 Action Plan by piloting an online record Arts Victoria 60,00030,000 & Cabinet Public users transcription service through the Public Record Office 50,00020,000 Victoria Wiki. 10,000 Director Public Records 40,000 The project has embraced freely available open source DirectorPROV Advisory Council Number of records Arts Victoria 30,000 Year technologies to grow collection usage and allow users 2006/07 2007/08 2008/09 2009/10 2010/11 2011/12 to transcribe digitised records from Public Record Office 20,000 Victoria’s collection. In doing so, Public Record Office Victoria 10,000 has been able to double visitation figures to the wiki since the Director Public Records start of January 2012. Government PROVAccess Corporate Advisory Council Year Services Services Services 2006/07 2007/08 2008/09 2009/10 2010/11 2011/12 Public Record Office Victoria has supported the transition to online service delivery by hosting five wiki workshops over the period with participation from history societies, individuals, Standards Online Finance and as well as staff. Feedback from these workshops has been Governmentand Policy Access CorporateRisk Management incorporated into an online services review project that will (l–r) Councillor Ken Ong, Prof. David de Krester, former , Diane Services Services Services VISITORS TO READING ROOMS influence future service design and delivery programs. Gardiner Manager OTB, David Brown, Assistant Director Public Record Office Victoria, the Hon. , Governor of Victoria, Dr. Andrew Dodd, Author J.J Clarke, Geelong Heritage Centre 25,000 Architect of the Australian Renaissance, Jeff Byrne, Chairman OTB, Ted Baillieu MLA, Government Collection DIGITISATION Premier and Minister for the Arts, the Hon. John Cain former Premier of Victoria and Standards Online Finance and Bendigo Regional Archives Centre Record Keeping Services Facilities 20,000 AC, CVO, MBE former Governor of Victoria and Policy Access Risk Management In late 2011, volunteers from Family Search (formerly the VISITORS TO READING ROOMS Ballarat Archives Centre Genealogical Society of Utah) completed digitisation of Wills, 15,000 25,000 GeelongVictorian Heritage Archives Centre Centre Probate and Inquest records in Public Record Office Victoria’s PUBLIC RECORD OFFICE VICTORIA EXHIBITIONS AT THE Community Communication Number of visitors Government Collection collection. Over the course of the seven-year project, more than OLD TREASURY BUILDING VERS Archives and Marketing 10,000 Bendigo Regional Archives Centre Record Keeping Services Facilities 20,000 30 local and international volunteers were hosted by Public In 2011–2012, Public Record Office Victoria has achieved two Ballarat Archives Centre Record Office Victoria to copy 450,000 documents (comprising 5,000 significant milestones within its exhibition program at the Old 15,000 over seven million images) from the 1830s to 1925. Treasury Building. Technology Victorian Archives Centre Community Communication Number of visitors Services Year By June 2012 Public Record Office Victoria staff had completed VERS Archives and Marketing 10,000 2006/07 2007/08 2008/09 2009/10 2010/11 2011/12 Firstly, Public Record Office Victoria delivered the exhibition transfer of over 90% of the digitised Wills and Probates to Gold and Governors: 150 Years of the Old Treasury Building. permanent storage. These documents are visible from the The exhibition was designed to commemorate the 150th 5,000 Information Public Record Office Victoria website www.prov.vic.gov.au. anniversary of the Old Treasury Building and its architect TechnologyManagement Work on transferring and publishing the digitised Inquests will Services Year John James Clark who was just 19-years-old when he 2006/07 2007/08 2008/09 2009/10 2010/11 2011/12 commence in 2012–2013. designed the building. The exhibition was warmly received and was launched by the Governor and the Hon. Ted Baillieu MLA Premier and Minister for the Arts. InformationPeople Managementand Culture The exhibition also marked the end of a three year agreement between Public Record Office Victoria and the Old Treasury Building. The agreement was for Public Records Office Victoria to provide temporary and permanent exhibition People and Culture content at Old Treasury Building. The success of the arrangement saw Public Record Office Victoria rewarded with an extended three year agreement to continue to develop its city presence and a new exhibition program that will continue to showcase Victoria’s heritage and the records of Government.

“It is a spacious, light area, with plenty of desk room, and the atmosphere is such that customers can concentrate and work efficiently.” 36 37 PROV STRATEGIC INITIATIVES 2011–12 VPRS 10742-P000-A573

Public Record Public Record EMBED SUSTAINABILITY UPGRADE PUBLIC RECORD OFFICE VICTORIA’S Office Victoria Office Victoria A key objective highlighted in Public Record Office Victoria’s three- INFRASTRUCTURE year Corporate Plan is to embed environmental sustainability into 2011–2012 saw the continued upgrade of the Victorian Archives the organisation and through the ongoing management of the Centre (VAC) building in North Melbourne, in accordance with BOOK BOOK Victorian Archives Centre (VAC) building. Public Record Office our Asset Strategy and plans. Upgrades included commissioning Victoria remains committed to continually reducing its carbon a new Building Management System, that manages the plant footprint by monitoring and improving the way the VAC operates. and equipment that is so critical to the maintenance of strict Public Record Office Victoria is also dedicated to ensuring that all environmental conditions (temperature and humidly) in our staff, volunteers and contractors are aware of this commitment. repositories. The Building Management System also facilitates Public Record Office Victoria is now in the first year of a new more regular and accurate reporting of these environmental two-year Environment Strategy which spans 2011–2012 and conditions, for use by Public Record Office Victoria and other VAC 2012–2013. The strategy builds on the success of Public Record tenants. Office Victoria’s previous environmental program by outlining A key achievement in the upgrade of VAC this year was all areas of environmental impact and focusing on those that improvements to disability access, including the replacement PROV_GUIDEBOOK.indd 1 14/03/12 10:05 PM PROV_GUIDEBOOK_issue3_ART.indd 1 31/07/12 3:52 PM need improvement. This approach will help Public Record Office of the front entrance door with an automated disabled access Public Record Office Victoria’s recently published Guidebooks Victoria exceed all the regulated requirements for energy and door and automatic repository doors. This was complemented water usage. by work to address issues identified in the Victorian Managed Public Record Office Victoria has recently installed a large secure bike The objectives of the new Environment Strategy are: Insurance Authority’s annual site risk assessment of the building, shed to encourage staff to be kinder to the environment and themselves to minimise risk to visitors and staff. • Reduce the carbon footprint of the VAC. by leaving their cars at home • Reduce the ecological footprint of Public Record Office Five-year strategic planning was undertaken for the upgrade, FOSTER AN IM CULTURE Victoria’s office-based activities. replacement and enhancement of the Public Record Office Public Record Office Victoria has continued to develop the • Support the sustainable management and use of government Victoria’s collection management systems. The implementation information management framework created in 2010–2011. records. of this plan commenced with a major Information and The goal of the Information Management Framework is to Communication Technology upgrade to replace the digital deliver a culture where information is valued as an asset and To complement the Environment Strategy and ensure targets were repository storage system with state of the art storage facilities. its use maximised. met throughout the year an annual Environment Action Plan was The next stage of the implementation plan will take place in also implemented and has already resulted in great achievements 2012–2013 with the upgrade of the infrastructure that supports Specifically, our Records Management regime was extended in all three areas. the transfer of digital records to Public Record Office Victoria that to capture all aspects of Records Management across form part of the permanent digital collection. the organisation. This included a review of the Business Public Record Office Victoria has also streamlined its Classification Scheme (BCS) which was successfully sustainability reporting by incorporating this into the implemented in 2010–11 along with all relevant policies and organisation’s annual corporate and strategic planning and procedures. reporting framework. A Vital Records project was completed this year. The project identified those records required to restore Public Record 2009–10 2010–11 2011–12 Office Victoria operations in the event of a disaster, to enable Energy (megajoules per m)8 701 752 761 mitigation strategies to be undertaken to ensure the records’ ongoing accessibility. Water (kilolitres per FTE) 22.8 21.6 15.6 The Public Record Office Victoria Communications and Paper (reams per FTE) 10.29 10.2 9.2 Marketing Strategy, developed in 2010–2011 was revised in Waste (tonnes per FTE)9 0.97 0.96 0.82 2011–2012 to include internal communications planning to ensure staff understand organisational objectives and Greenhouse gas emissions (tonnes CO2)10 3819 3510 3834 have the correct information to do their job. The focus of communications and marketing is on physical visitation 8. Energy consumption and greenhouse gas emissions have increased to our public locations and online visitation. Following the slightly in 2011-2012 due to extreme humidity experienced over summer introduction of the new strategy, visits to the Public Record which necessitated the use of chillers to maintain stable environmental conditions (temperature and humidity) within the repository Office Victoria’s website have increased substantially and Public Record Office Victoria’s venues and events continue 9. The FTE figure for water, paper and waste usage is 84. This figure includes staff and volunteers to attract large crowds. “The sheer volume of 10. Energy consumption and greenhouse gas emissions have increased information makes Public slightly in 2011–2012 due to extreme humidity experienced over summer Record office Victoria the which necessitated the use of chillers to maintain stable environmental best in Australia” conditions (temperature and humidity) within the repository 38 39 PROV STRATEGIC PUBLIC RECORD INITIATIVES 2011–12 OFFICE VICTORIA

BUILD ORGANISATIONAL CAPACITY Staff have been involved in a number of initiatives to continuously improve awareness of Public Record Office Victoria’s procurement Throughout 2011–2012, Public Record Office Victoria has focused and contract management policies and procedures. This has on building its organisational capacity by introducing initiatives to included involvement in the DPC Procurement Review, attendance attract and retain people who are passionate about the effective at procurement information sessions and the reinforcement of Appendices use, management and preservation of Victoria’s archives. This has rules for different procurement thresholds in all stages of the helped distinguish Public Record Office Victoria as a preferred procurement approval process. public sector employer. Public Record Office Victoria’s risk management framework has In 2011–2012, for the first time, Public Record Office Victoria been updated to ensure compliance with AS/NZS ISO 31000:2009 participated in the Department of Premier and Cabinet (DPC) and relevant Victorian Government standards and policies. Risk Summer Internship Program. The internship program aims management governance arrangements and related procedures to provide undergraduate students with the opportunity to be have also been updated to ensure consistency across various risk employed in a variety of roles for 12 weeks across DPC and its management processes undertaken. The identification, analysis portfolio agencies. Feedback received from this year’s participants and management of organisational risks is now embedded in has been very positive and it is anticipated that Public Record Public Record Office Victoria’s strategic planning and reporting Office Victoria will use this program in future to assist in processes. developing a pipeline for a Public Record Office Victoria Graduate Recruitment Program. There was a continued focus on the personal and professional growth of Public Record Office Victoria staff during 2011–2012. The People and Culture team have focused on monitoring and developing the skills of employees through performance management and responding to staff and stakeholder feedback. Extensive learning and development activities took place during the year and included: writing for government and internal training on web-based products. Public Record Office Victoria also continued training staff in the area of health and safety. To promote health and safety across the organisation, Public Record Office Victoria has a number of programs in place to support the physical and emotional health of its employees. The organisation’s Health and Wellbeing Program for 2011–2012 was expanded to include a number of educational and health-related activities such as ergonomic assessments, health and fitness assessments and a Health and Wellbeing Expo. It is anticipated that further activities in support of Public Record Office Victoria’s commitment to health and safety will be held later in the year and will have an increased focus on mental health and wellbeing.

Day 14,

“Staff fully explained procedures, Melbourne, limitations and possibilities and then were most helpful to us ensuring that we were comfortable and had the 1956 documents we were looking for.” VPRS 10742-P000-C2328 40 41 APPENDICES

APPENDIX 1: ASSETS, FINANCIAL STATEMENT Staff profile APPENDIX 2: PUBLICATIONS PROVolunteers AND STAFF PROFILE Monthly news about the Volunteers Program at Public Record The following information relates to substantive roles at PROV only. Office Victoria The information does not include fixed-term roles that are fully Public Record Office Victoria produces a range of publications ASSETS funded from temporary external funding sources such as grants. including books, newsletters and journals and also webcasts. Reading Room News The assets include both community and operating assets in the For a full list of current Public Record Office Victoria see: A bi-monthly update on Public Record Office Victoria’s Reading following four categories: Total Female Male www.prov.vic.gov.au/publications Room Number of employees Hardcopy publications are also available from: Public Record Shaping Up! Community assets Office Victoria’s online shop which you can access online: www. A monthly e-newsletter providing updates on the Public Record At 30 June 2011 75 42 33 These assets are the state’s archival collection. The collection prov.vic.gov.au/publications/products-page or contact: Office Victoria’s Recordkeeping Standards Project. (This was re-valued in 2011–2012 and is now valued at $258.3 million. At 30 June 2012 74 48 26 newsletter has been amalgamated into the Government Services PUBLICATION SALES Record since October 2011) Building assets Number of staff members, Public Record Office Victoria by position type PO Box 2100 North Melbourne VIC, 3051 Records repositories for storage of the state archives and the State Government’s non-current records are located at North Executive 1 1 0 WEBCASTS PUBLICATIONS 2011–12 Melbourne and Ballarat. The Victorian Archives Centre in North Professional 70 44 26 Audio and video recordings of Public Record Office Victoria Melbourne, including land, was re-valued in 2011–2012 and is PROV produced the following publications during 2011–12 seminars and other events of interest to the Victorian community, now valued at $59.2 million. Administration 3 3 0 published on Public Record Office Victoria’s YouTube channel – Books Number of staff members, Public Record Office Victoria channel – which can be accessed at Plant and operating equipment by employment type Footprints: The Journey of Lucy & Percy Pepper http://www.youtube.com/user/provchannel. Operating assets are used for the upkeep of the physical and Permanent full-time 47 26 21 This popular joint publication with National Archives of Australia New webcasts uploaded to the Public Record Office Victoria digital repositories so public records can be stored safely and about an Aboriginal family living in was re-issued as channel include videos accompanying our We Saw the Queen made available for public inspection. Permanent part-time 16 13 3 our first e-book. and Footprints exhibitions, education resources relating to the Fixed term 11 9 2 Footprints exhibition and our One Place, Many Stories education Financial Statement Newsletters and journals website, as well as guides and tutorials for researching in our Number of male & female Government Services Record reading rooms (these are also available on the Public Record 2010–2011 2011–2012 directors & managers A monthly e-newsletter of information and resources for records Office Victoria Wiki at http://wiki.prov.vic.gov.au/index.php/PROV_ Operating $3,406,000 $4,525,000 Director 1 1 0 management professionals. Wiki_-_Home. Salary and on-costs $6,042,000 $5,412,000 Managers 3 1 2 Koorie Records Unit Newsletter A quarterly e-newsletter from Public Record Office Victoria’s Koorie Sub-total $9,448,000 $9,937,000 Records Unit. Capital11 $1,753,000 $1,070,000 FTE Total Female Male POD Newsletter Number of employees Capital Assets Charge $4,163,000 $4,361,000 A quarterly e-newsletter for the Places of Deposit (POD) network. At 30 June 2011 68.44 35.94 32.50 Depreciation $6,175,000 $5,083,000 Public Record Office Despatch Total Expenditure $21,539,000 $20,451,000 At 30 June 2012 66.10 41.0 25.10 Public Record Office Victoria’s monthly e-newsletter of events and activities. Number of staff members, by position type Provenance: The Journal of Public Record Office Victoria 11. Capital investment includes investment against the Public Record Executive 1.0 1.0 0 Office Victoria asset management plan. Public Record Office Victoria’s refereed scholarly journal, Professional 62.50 37.40 25.10 published annually in October.2011, issue 10, ISSN: 1832-2522 Administration 2.6 2.6 0 Number of staff members, by employment type Permanent full-time 48.0 26.0 22.0 Permanent part-time 9.7 8.2 1.5 Fixed term 8.4 6.8 1.6 Number of male and female directors and managers Director 1.0 1.0 0 Managers 2.9 0.9 2.0 42 4343 APPENDICES

APPENDIX 3: STANDARDS AND ADVICE ISSUED RETENTION AND DISPOSAL AUTHORITIES VARIATIONS TO EXISTING AUTHORITIES APPENDIX 4: APPROVED PUBLIC RECORD OFFICE ISSUED IN 2011–2012 VICTORIA STORAGE SUPPLIERS (APROSS) Retention and Disposal Authorities specify mandatory retention Section 12 of the Public Records Act 1973 requires the Keeper periods for Victorian public records. PROS Title of authority Issue date Expiry date of Public Records to establish standards for the efficient APROSS sites are commercial facilities that have been inspected 96/10 General Retention and management of public records and to assist public offices in the AUTHORITIES ISSUED IN 2011–2012 by Public Record Office Victoria and approved for the storage of application of those standards to records under their control. The Disposal Authority temporary and unsentenced public records. Act requires public offices to implement records management PROS Title of authority Issue date Expiry date for Prison Records For a complete list of APROSS sites see http://www.prov.vic.gov. programs in accordance with the standards established by the created prior to 31 11/04 Retention and Disposal au/government/archival-supplies-and-storage Keeper. August 2006 – Authority for Records of Variation 8 2011-06-15 2021-06-30 For a complete list of standards see www.prov.vic.gov.au/ Consumer Affairs APROSS facilities approved in 2011–2012 government/standards-and-policy Functions 2011-09-28 2021-09-28 09/09 Retention and Disposal Grace Records Management Authority for Records of 38/9 Ashley Street West Footscray Vic, 3012 11/05 Retention and Disposal Mental Health, Alcohol STANDARDS Authority for Records of and Drugs Service Grace Records Management Public Record Office Victoria’s standards and specifications the Bushfire Recovery Functions – Variation 1 2011-11-24 2020-06-17 24 Industrial Place Breakwater Vic 3129 and Reconstruction Phone: (03) 96876498 establish requirements for the creation, management and use 01/01 Schools Records Functions 2011-2012-12 2021-12-12 www.gracerecords.com.au of Victorian public records. Authority – Variation 4 2011-11-04 2015-07-31 11/06 Retention and Disposal 02/01 Retention and Disposal Carval Ltd – CARM 2 STANDARDS ISSUED IN 2011–2012 Authority for Patient 4 Park Drive Bundoora Vic, 3083 Information Records 2011-09-09 2021-09-09 Authority for Records for PROS Title of standard Issue date Expiry date Higher and Further Phone: (03) 9450 5528 11/08 Retention and Disposal Education Institutions – www.caval.edu.au 11/07 Capture Standard 05/09/2011 05/09/2016 Authority for Records of Variation 5 2012-03-23 2014-07-31 11/07 S3 Capture Specification 05/09/2011 05/09/2016 the Liquor Licensing REAPPOINTMENTS Function created on Carval Ltd – CARM 1 11/09 Control Standard 21/11/2011 21/11/2016 or prior to 31 December 4 Park Drive Bundoora Vic, 3083 11/09 S1 Control Specification 25/11/2011 25/11/2016 2006 2011-10-18 2021-10-18 Phone: (03) 9450 5528 11/10 Access Standard 25/11/2011 25/11/2016 12/01 Retention & Disposal www.caval.edu.au Authority for Records of 11/10 S1 Access to Records the Office of the Special Recall Information Management Pty Ltd in Agency Custody Investigations Monitor 2012-01-09 2022-01-09 451 Plummer Street Port Melbourne Vic, 3207 Specification 25/11/2011 25/11/2016 12/02 Retention and Disposal 465 Plummer Street Port Melbourne Vic, 3207 11/10 S2 Access to Records Authority for Records of 477 Plummer Street Port Melbourne Vic, 3207 in Public Record Office Corrections Victoria 2012-02-27 2022-02-27 Victoria Custody Corner Kiewa Valley Highway & Baranduda Drive Specification 25/11/2011 25/11/2016 12/03 Retention and Disposal Baranduda Vic, 3691 Authority for Records of 8–10 Healey Road Dandenong Vic, 3175 the Adult Parole Board 2012-03-13 2022-03-13 ADVICE 582–600 Somerville Road Sunshine Vic, 3020 12/04 Retention and Disposal These assist Victorian government agencies with applying the Authority for Records of standards and provide guidance on specific issues. the State Revenue Office 2012-05-16 2022-05-16 12/05 Retention and Disposal ADVICES ISSUED IN 2011–2012 Authority for Records of Number Title of advice Issue date Expiry date the Statewide Health 2012-06-29 2022-06-29 11/10 FS1 Closure of Records under Section 9 25/11/2011 25/11/2016 11/10 FS2 Closure of Records under Section 10 25/11/2011 25/11/2016 11/10 FS3 Closure of Records under Section 10AA 25/11/2011 25/11/2016 44 4545 APPENDICES

APPENDIX 5: APPROVED PLACES OF DEPOSIT PLACES OF DEPOSIT APPOINTED 2011–2012 APPENDIX 6: VERS-COMPLIANT PRODUCTS FOR TEMPORARY RECORDS Name of organisation Date appointed Location After testing conducted by Public Record Office Victoria, the following systems have demonstrated a capability of meeting either all Places of Deposit are community facilities that meet the storage Beechworth Heritage 25 August 2011 Ford St. or part of the requirements for long-term electronic records management outlined in PROS 99/007: Standard for the Management of standards required by PROV to preserve records of significance Archive Centre Beechworth Electronic Records (also known as the VERS standard). Systems may be certified against some or all of the specifications listed in to local communities. Bendigo Regional 28 October 2011 84 Nolan St. the standard. For a complete list of Places of Deposit see www.prov.vic.gov.au/ Archives Centre Bendigo Please note the products listed below were certified as VERS-compliant in 2011–2012. For a complete list please refer to the VERS community-programs/places-of-deposit. Bacchus Marsh 17 November 2011 215 Main St. compliance page on the Public Record Office Victoria website: www.prov.vic.gov.au/government/vers & District Historical Bacchus Marsh Product Vendor Standard Spec 1 Spec 2 Spec 3 Spec 4 Spec 5 Society version Creswick Museum 17 November 2011 Cnr Cambridge Objective 8 Objective 2 Sept 2011 Feb 2012 Feb 2012 Feb 2012 Feb 2012 Research Centre & Raglan St. Corporation Limited Creswick OpenText Records OpenText 2 Mar 2012 Mar 2012 Sep 2011 Oct 2011 Oct 2011 Learmonth & District 17 November 2011 326 High St. Management v 10 Corporation Historical Society Learmonth OpenText Application OpenText 2 Mar 2012 Mar 2012 Nov 2011 Nov 2011 Nov 2011 Meredith History 17 November 2011 4450 Midland Hwy Governance and Corporation Interest Group Meredith Archiving for Microsoft Alexandra Historical 17 November 2011 34a Grant St. SharePoint v 10 Society Alexandra OpenText Everywhere OpenText 2 June 2012 June 2012 Upper Yarra Museum 17 November 2011 Old Railway Station, Corporation Warburton Hwy OpenText extended OpenText 2 June 2012 June 2012 Yarra Junction ECM for SAP solutions Corporation Wangaratta Family 17 November 2011 1st Floor, 100- Technology One Technology One 2 * * July 2011 * July 2011 History Society Inc 104 Murphy St. ECM v 4.02 Wangaratta TRIM v 7.02 Hewlett Packard 2 * * Aug 2011 * August 2011 Nagambie & District 17 November 2011 344 High St. Public Record Office Victoria’s Lauren Bourke (far right) Coordinator Historical Society Nagambie TRIM v 7.1 Hewlett Packard 2 * * Oct 2011 * Oct 2011 Community Archives presents Valerie Brennan (left) and Cheryl Price Mallacoota RSL 17 November 2011 8 Betka Rd TRIM v 7.2 Hewlett Packard 2 Jan 2012 Jan 2012 Jan2012 Jan 2012 Jan 2012 (centre) with Wangaratta Family History Society’s Place Of Deposit Certificate & Historical Society Mallacoota * Denotes conditions associated with certificate. Bunker Museum Glen Eira Historical 17 November 2011 965 Glen Huntly Rd Society Inc Caulfield South Healesville & District 17 November 2011 Community Link Historical Society Building, 110 River St. Healesville Altona Laverton 17 November 2011 128 Queen St. Historical Society Altona Phillip Island & District 17 November 2011 The Heritage Centre, Genealogical Society 89 Thompson Ave Cowes 46 47 APPENDICES

APPENDIX 7: 2011 SIR RUPERT HAMER RECORDS LARGE AGENCY CATEGORY Certificate of Commendation: Mildura City Council COMMUNITY ARCHIVES AWARDS MANAGEMENT AWARD WINNERS Project: Records Awareness and TRIM training project Winner: Department of Justice Project: Records Management Strategy Mildura City Council introduced this project when their Records CATEGORY ONE Victorian Government Agency Awards Team identified common requests that were being logged in The Department of Justice (DOJ) initiated a project to develop a Winner: Preservation of records of significance to the local the Records Management Helpdesk System. The Records Team new Records Management Strategy. The project aimed to create community and the state: Shepparton Family History Group SMALL AGENCY CATEGORY developed training modules to address these issues and provide a strategic framework to improve DOJ’s recordkeeping practices, Project: Preserving Shire of Rodney rate books via digitisation training to staff. A variety of delivery methods were employed to support the implementation of a Records Management Policy, Winner: Supreme Court of Victoria ensure effectiveness, including phone-based support, classroom The purpose of the project was to preserve the former Shire of address an outstanding internal audit recommendation, and Project: Preserving Court Records training, team awareness training, one-on-one training and Rodney rate books within Greater Shepparton, via digitisation. ensure compliance with the Public records act 1973. The outcome establishment of a TRIM user group. The hard copy rate books, covering a period of 1886 to 1953, As a result of a major records management review, the Supreme of the project was the completion of a new three year Records Court commenced a comprehensive upgrade of its records were digitised to ensure the valuable records would be retained Management Strategy that is concise, implementable, relevant within the local community. 57 volumes were photographed, management practices through the Preserving Court Records MOST VALUABLE TRANSFER TO PUBLIC RECORD OFFICE and compliant with Public Record Office Victoria Standards. page by page, resulting in 11,000 high quality digital images project. The project has been extremely successful and has seen VICTORIA a reduction in storage periods from 17 to three years, 100,000 Certificate of Commendation: Monash University which are now readily available. The project was undertaken by records emptied from the St Kilda Road facility and nearly 900 Project: Facilities and Services Division, Records Management Winner: Department of Sustainability and Environment (DSE) 11 volunteers over a 22 week period, working shifts of five to six boxes transferred to Public Record Office Victoria. TRIM Project Project: Surveyors Field Books & Indexes hours per day. The original volumes will be transferred to Public Record Office Victoria’s custody in the near future for safe and DSE conducted a transfer of nineteenth and early twentieth Certificate of Commendation: Eastern Metropolitan Region of The Facilities and Services Division, records Management TRIM appropriate storage. the combined Department of Human Services and Department Project, implemented by Monash University, has already achieved century records that document the surveys of the Port Phillip of Health significant results. Since the introduction of this project in 2011, District and the Colony of Victoria. The documents include CATEGORY TWO Project: Records Improvement Strategy Monash University has seen a significant increase in records records of the very early surveys including the Hoddle Grid registered, the elimination of the transfer of hardcopy records and documents of any other work carried out. The records also Winner: Providing enhanced records access in the local The Records Improvement Strategy project was a pro-active and registration of emails directly into TRIM. feature a general description of the environment including the community: Geelong Heritage Centre campaign run jointly by the Department of Human Services details of common conditions in the field, hours worked, supplies Project: Developing a web-based online image library and the Department of Health, to improve their recordkeeping carried and sketches of the topography. These records are of REGIONAL/RURAL AGENCY CATEGORY practices. Notable improvements to come out of this project great interest and value to researchers. This project was to develop a web based online image library include the hiring of new staff; revised processes; the Winner: Greater Shepparton City Council using items from the Geelong Heritage Centre archive collection. Public Record Office Victoria thanks DSE for being extremely introduction of education and awareness programs; a new Project: Going Digital with Financial Information The Centre has in excess of 40,000 photographs in its collection helpdesk; the introduction of a new recordkeeping business plan; corporative and proactive throughout this transfer. and it was agreed an image library would Provide greater The Greater Shepparton City Council’s project, Going Digital with the review of archival holdings; and the commencement of a Certificate of Commendation: Supreme Court of Victoria accessibility and showcase the history of the Geelong and South Financial Information aimed to reduce physical paper generation disposal program. Project: Master in Lunacy Records Barwon Region. The collection of items available online include and storage, improve processes and ensure compliance with glass plate negatives, posters, real estate sale notices, plans, legislation. This project established a digital consent model This Supreme Court of Victoria’s transferred nineteenth and early MEDIUM AGENCY CATEGORY architectural drawings, paintings and slides. The creation of the for information approval and introduced an EDMS to replace twentieth century records that relate to the Lunacy Maintenance image library has enabled the Victorian community increased Winner: City of Kingston hardcopy paper trails and processes. This project has resulted Account which dealt with the general care, protection and access to this archive collection, and in the 2011 calendar year, Project: Policy Portal in significant storage space savings and improved customer management of the estates of lunatics (nineteenth century visitation to the website was in excess of 85,000 views. service. terminology) or those judged to be incapable of managing their The City of Kingston’s introduced a Policy Portal to cut down on affairs. These are significant records which have been saved by Certificate of Commendation: Wannon Water the time their employees were spending searching for current the agency through effective preservation activity and transferred Project: Development and implementation of a corporation wide policies. The Policy Portal gave staff a searchable database of to Public Record Office Victoria. up-to-date and available policies that are linked to the City of records management training program Kingston’s Electronic Document and Records Management The key objective of Wannon Waters’ Records Management System. This has resulted in significant reductions in time Training Program, was to ensure their staff were adequately spent searching, improved currency and greater availability of skilled to easily identify a corporate record, and ensure they are corporate documents. effectively entered into TRIM. The delivery of this program been Certificate of Commendation: Latrobe City Council through training and awareness programs which have reduced Project: Enterprise Content Management System (ECM) the number of calls to the records help desk and increased the number of records being registered in TRIM. Latrobe City Council introduced the ECM project to improve their records management practices. The ECM project achievements include the introduction of new policies; upgrades to Latrobe City Council’s IT operating system; improved management of archival storage; and the transfer of historical records to Public Record Office Victoria. 48 49 APPENDICES PUBLIC RECORD OFFICE VICTORIA

APPENDIX 8: 2011 VICTORIAN COMMUNITY BEST COMMUNITY RESEARCH, REGISTER, RECORDS HISTORY AWARD WINNERS ‘I Succeeded Once’: The Aboriginal Protectorate on the , 1839–1840 OVERALL WINNER by Marie Hansen Fels Glossary The People of Budj Bim This book provides a thorough explication of the details in by Gunditjmara people with Gib Wettenhall Assistant Protector William Thomas’ diary dealing with the This book brings to life the amazing unknown history of Mornington Peninsula Aboriginal Protectorate in 1839-1840 and the people of Budj Bim (Mt Eccles) and their traditional eel the years of early contact between the Boon Wurong people and aquaculture systems and associated stone house settlements. European colonists. It is an important addition to our knowledge and understanding of life on the peninsula at the time of first contacts. BEST PRINT PUBLICATION: COMMERCIAL

The Victorian Bush: its ‘original and natural’ condition BEST WALK/TOUR by Ron Hateley Henry Handel Richardson in Maldon This book combines the wisdom and knowledge of a long term by Peter Cuffley, Helen McBurney, Geoff Palmer & Janey Runci forester to a probing analysis of early European observations in words and images and their implications for current An illustrated booklet containing three walks around the Maldon management practices. Its commonsense arguments challenge community including a detailed map featuring 16 historic our assumptions about original and natural landscapes and buildings, the cemetery and significant graves, and a guide to question the extent of Indigenous management. places fictionalised in Richardson’s The Getting of Wisdom.

BEST PRINT PUBLICATION: SELF OR COMMUNITY BEST EXHIBIT OR MULTIMEDIA PUBLICATION Mameloshn: How Yiddish Made a Home in Melbourne, The Catalysts: Change and Continuity 1910–010 The Jewish Museum of Australia by Anne Longmire Curated in consultation with the dynamic Yiddish committee the The Catalysts’ Club was formed in 1910 in response to social exhibition documents the journey of Eastern European Jews who changes, such as women’s tertiary education and suffrage, came to Melbourne to recreate their lives both before and after which resulted in the emergence of the ‘new woman’, ready the Second World War. The exhibition gives a comprehensive to challenge traditional constraints. This book documents the account of the broader history of the Yiddish language, while still story of the Club with insights into some of Melbourne’s most being firmly anchored on the Yiddish speaking community in influential women. Victoria.

BEST COLLABORATIVE/COMMUNITY WORK JUDGE’S SPECIAL PRIZE FOR EXCELLENCE Our Boys at the Front, The Mornington Peninsula at War 1914–18 Early Navigators of Bass Strait, 1770–1803 from the pages of the Peninsula Post by Michael Collins and Map by Gregory C. Eccleston and others others, Mornington & District Historical Society, 2011 This extraordinary Map shows all the routes of European This book and accompanying DVD explores the accounts of navigators who were passing near or through Bass Strait nearly 700 Mornington Peninsula ‘boys’ who served overseas in between 1770 and 1803. Drawn primarily from primary sources The Great War. Drawn from letters, diaries and reminisces from including the original charts by the navigators themselves it also the war zones. includes Aboriginal placenames along northern Tasmania and southern Victoria. Day 3, Melbourne, 1956 VPRS 10742-P000-A370 50 5151 GLOSSARY

accession A group of records from the same transferring agency taken into Public Record Office Victoria at the same time. The record Something that documents a particular event or decision, or a document and its contents that have some records may be formally arranged and described into records series and consignments or they may be unarranged evidentiary value. and undescribed. Accessioning refers to the process of formally accepting and recording the receipt of records into A record can take many forms: custody (Keeping Archives ). • a document in writing advice A document issued by Public Record Office Victoria providing advice to Victorian agencies on a recordkeeping issue. • a book, map, plan, graph or drawing (Includes formal advice about standards as well as forms and other tools to help Victorian government agencies • a photograph manage and use public records.) • a label marking or other writing which identifies or describes anything of which it forms part, or to which it is APROSS Approved Public Record Office Storage Supplier – the Public Record Office Victoria program for the storage of records attached by any means whatsoever which the Keeper of Public Records has approved for eventual destruction or which are awaiting a decision as to their • a disc, tape, soundtrack or other device in which sounds or other data (not being visual images) are embodied archival value. so as to be capable (with or without the aid of some other equipment) of being reproduced therefrom archive The whole body of records of continuing value of an organisation or individual. Sometimes called ‘corporate memory’ • a film, negative, tape or other device in which one or more visual images is embodied so as to be capable (AS 4390.1 –1996). (as aforesaid) of being reproduced therefrom • anything whatsoever on which is marked any words, figures, letters or symbols which are capable of carrying archives Records considered to have continuing or permanent value that have been, or will be, transferred to the custody of an a definite meaning to persons conversant with them (AS ISO 15489.1). archival organisation; also used to refer to the buildings in which archival records are stored and to organisations that have responsibility for archival records (Private lives, public records ). recordkeeping Making and maintaining complete, accurate and reliable evidence of business transactions in the form of recorded information. consignment A consignment comprises record items belonging to a single record series that has been transferred to the custody of Public Record Office Victoria as part of the one accession. A consignment may comprise the whole or only part of a records  Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, series. Each consignment is identified by a code (e.g. VPRS 1234/P1). management use and disposal of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records (AS ISO 15489.1). digital / electronic A record produced, housed or transmitted by electronic means rather than physical means. A record expressed record in an electronic digital format. A record stored in a form that only a computer can process. repository The building (or part of the building) in which the collection/holdings are housed. digitised record / An electronic reproduction of a picture, photograph or physical item (e.g. letter or document) that can be stored on series A group of records which are recorded or maintained by the same agency or agencies and which: digital image computer or disk, and can be viewed, transmitted, manipulated and/or printed via computer. A subset of digital • are in the same numerical, alphabetical, chronological or other identifiable sequence; or records (Private lives, public records). • result from the same accumulation or filing process, perform the same function or may be of similar physical disposal A range of processes associated with implementing appraisal decisions. These include the retention, deletion or shape or information content. destruction of records in or from recordkeeping systems. They may also include the migration or transmission of standard A set of criteria that states a level of requirement for Victorian agencies. Standards are established by the Keeper of records between recordkeeping systems, and the transfer of custody or ownership of records. Public Records under the Public records act 1973. Standards can be compliance-oriented or oriented towards best Within the Victorian public sector, records are appraised to determine their significance (business, legal or historical) practice. and then judged to be either of temporary or permanent value to the state. Government bodies are guided by temporary records Records which are appraised as being of value for a bounded time span and which may be destroyed once they are standards or schedules issued by PROV to regulate the disposal of records. older than that time span. disposal authority A legal document that defines the retention periods and consequent disposal actions authorised for specific classes transfer The removal of public records from the offices which have created or inherited them. Custody, ownership and/or of records (AS 4390.1-1996). responsibility for the records is changed (e.g. from the office to Public Record Office Victoria) (AS ISO 15489.1). permanent records Records which have been appraised as being of permanent value to the State of Victoria and which must be kept unsentenced Records which have not yet been appraised and whose status is therefore not yet determined (Public records act 1973). forever. records  place of deposit A location approved by the Victorian government minister responsible for PROV for the storage by community VEO A VERS Encapsulated Object is a record which has been encapsulated using eXtensible Markup Language (XML) as (POD) groups of temporary records of local value. outlined in PROS 99/007 Specification 3, conforms to the VERS metadata scheme as outlined in PROS 99/007 provenance A principle that involves establishing the administrative context in which records were created and used. The Specification 2 and which contains documents expressed in a long term preservation format as outlined in PROS Provenance of records includes their original creators and users, and the subsequent administrators who were 99/007 Specification 4. responsible for the recordkeeping system in which the records were kept (Private lives, public records). VERS Victorian Electronic Records Strategy (VERS): a framework of standards, guidance, training, consultancy and public record A record made or received by any person employed in a public office while carrying out his or her public duties implementation projects, centred on the goal of reliably and authentically archiving electronic records. (Public records act 1973). VPRS An abbreviation for Victorian Public Record Series. A VPRS number is allocated to each record series when it is public records Information or documents created as part of the activities of state government departments, agencies and local transferred to Public Record Office Victoria. government (Private lives, public records). reading room Area set aside at Public Record Office Victoria’s centre for public access to records (Private lives, public records). 12. J. Ellis (ed.), Keeping Archives, 1993, The Australian Society of Archivists Inc., Australia. 13. B. Fensham et al., Private lives, public records, 2004, Public Record Office Victoria, Australia.