Public Record Office Victoria Annual Report to the Minister 2007–2008 Published by Public Record Office Victoria 99 Shiel Street North Melbourne VIC 3051 Tel (03) 9348 5600 Public Record Office Victoria Annual Report to the Minister 2007–2008 September 2008 © Copyright State of Victoria 2008 This publication is copyright. No part may be reproduced by any process except in accordance with the provisions of the Copyright Act 1968. Also published on www.prov.vic.gov.au. ISSN: 1320-8225 Printed on 50% recycled paper Cover photo: A detail from the 1862 Land Act map of Victoria (VPRS 7664/P3 Unregistered Maps and Plans (Legislative Assembly), unit 1). Public Record Office Victoria Annual Report to the Minister 2007–2008 A report from the Keeper of Public Records as required under section 21 of the Public Records Act 1973 2 The Hon. Lynne Kosky, MP Minister for the Arts The Honourable Lynne Kosky, MP Minister for the Arts Parliament House Melbourne VIC 3002 Dear Minister I am pleased to present a report on the carrying out of my functions under the Public Records Act 1973 for the year ending 30 June 2008. Yours sincerely Justine Heazlewood Director and Keeper of Public Records 30 June 2008 Contents 3 5 Public Record Office Victoria 6 Purpose and Objectives 7 Message from the Director 8 Public Records Advisory Council 10 Overview 15 Report on performance 16 Highlights 2007–2008 22 Output measures 2007–2008 23 Increase records usage to enable the community to connect with their history 23 Preserve regional records in their place of origin and provide equality of access to local records and the stories they tell 25 Increase the visibility and useability of those parts of the Victorian archival collection which will be valued by the community 33 Engage the community with the cultural heritage contained in the Victorian Archives through the innovative use of online technology and modes of delivery 35 Increase government recordkeeping capacity so that a full and accurate record of government is created, captured, maintained and preserved 35 Establish the benchmark for best-practice recordkeeping across the whole of Victorian government and enhance awareness, skills and knowledge 36 Provide regular assessment of good recordkeeping against the benchmark 37 Develop and deliver enhanced services and tools to support the implementation of recordkeeping best practice 43 Develop the right people and provide the right tools to deliver PROV’s strategic objectives 43 Build a motivated, skilled and effective workforce 44 Manage risk and provide the optimal infrastructure for PROV staff and programs 45 Appendices 46 Appendix 1: Assets and Financial statement 47 Appendix 2: Publications 48 Appendix 3: Standards and advice issued 50 Appendix 4: Approved Public Record Office Victoria Storage Suppliers (APROSS) 51 Appendix 5: Approved Places of Deposit for temporary records 52 Appendix 6: VERS-compliant products 53 Appendix 7: VERS consultancy services 54 Glossary 4 Public Record Office Victoria 5 6 Purpose and Objectives Our purpose To support the effective management and use of the public records of the State of Victoria, in order that the government is accountable to the community and its historical memory is preserved, secure and accessible. What we do Public Record Office Victoria (PROV) is established under the Public Records Act 1973, ‘For the better preservation, management and utilisation of the public records of the state’. The Act provides the legal framework in which PROV operates, and outlines PROV’s core functions with respect to government records. These functions are to: • establish standards for the efficient management of public records including creation, maintenance, security, selection of those worthy of preservation, transfer for archiving, and segregation or disposal of those not worthy of preservation • assist public officers to apply these standards to records under their control • take public records into custody, preserve archives and provide security • classify records and publish indexes and guides to facilitate access • provide facilities for viewing, and make records in custody accessible • duplicate or reproduce and authenticate public records Our objectives • increase records usage to enable the community to connect with their history • increase government recordkeeping capacity so that a full and accurate record of government is created, captured, maintained and preserved • develop the right people and provide the right tools to deliver PROV’s strategic objectives Our values PROV is part of the Department of Premier and Cabinet and our stated values are based on those of the department: • Integrity – We work to serve the public good. We uphold the ideals of openness and honesty. We provide equality of access to our products and services. • Leadership – We lead by example. We strive to create positive and productive working relationships. We support, motivate and develop staff to reach their full potential. • Collaboration – We consult with our clients and stakeholders. We seek, encourage and value the contribution and skills of the people we work with both within and outside the organisation. We provide customer service that best meets the needs of our clients and stakeholders. • Innovation – We value creativity. We are open to new ideas and different approaches that will achieve the best results. We celebrate our achievements. Message from the Director 7 2007–2008 was a self-reflective year for PROV. It was the start of a new three-year planning cycle, which saw us reassessing our priorities and articulating the organisation’s direction. We decided on three core goals: Increase records usage to enable the community to connect with their history This is about making our collection more accessible, providing equitable access and broadening our user base. Increase government recordkeeping capacity so that a full and accurate record of government is created, captured, maintained and preserved Reflecting the other half of our core business, this goal recognises that government agencies need support if they are to pursue and achieve best-practice records management, including assistance with the current challenges of recordkeeping such as digital technology and skills shortages. This also feeds into the first goal: preserving a full record of government today creates a historical record for communities of the future. Develop the right people and provide the right tools to deliver PROV’s strategic objectives The final goal recognises that the organisation’s direction is determined not only by defining core business roles, but also by adequately supporting and equipping the staff and volunteers who perform them. Organisational culture and leadership are an important aspect of this. PROV was also prompted to examine its operations by the Victorian Auditor-General’s Office (VAGO) audit of state government records management. VAGO’s findings and recommendations will have a strong influence on our priority-setting and activities over the coming years, in terms of both PROV’s role and implementation of the second goal above. I would like to thank the Public Records Advisory Council for their advice and valuable input into this process and PROV activities throughout 2007–2008. Special thanks to Mary Sheehan and Meredith Fletcher who retired from Council during the year. Their willingness to share their knowledge and skills throughout their time on Council was very much appreciated. We were very fortunate to gain three highly experienced new Council members – respected historian Graeme Davison, former senior public servant Garth Lampe and Melbourne City Council’s Morris Bellamy. Between them they bring a wealth of knowledge and expertise from fields including history, public administration, local government and the arts. I would also like to take this opportunity to congratulate Council President Peter Harmsworth who was appointed an Officer of the Order of Australia for his dedicated work in the public sector over many years. Last year our minister, the Hon. Lynne Kosky, MP, announced a review of the Public Records Act 1973 and scoping work has begun on this. The VAGO report confirmed the need for the review. Its outcomes will determine the future form and function of PROV. It is an exciting time for records management in Victoria – a time for reassessment and much opportunity. The executive group and I are committed to supporting our staff and volunteers as they meet these challenges. None of PROV’s achievements would be possible without the dedication of our team: you are the strength of the organisation, and I thank you all for another successful year. Justine Heazlewood Director and Keeper of Public Records 8 Public Records Advisory Council The Public Records Advisory Council is established under the Public Records Act 1973 to advise the minister on matters relating to the administration of the Act and to promote cooperation between PROV and other agencies within government, in consultation with the Keeper of Public Records. Members 2007–2008 Mr Peter Harmsworth AO (President), Public administration Mr Jim Berg, Indigenous heritage Ms Judith Ellis, Information management Dr Meredith Fletcher, History (academic) (to 7 August 2007) Ms Alleyne Hockley, History Mr Michael Piggott, Information and records management Ms Mary Sheehan, History (professional) (to 12 June 2008) Mr Garth Lampe, Public administration (from 23 April 2008) Mr Morris Bellamy, Local government (from 23 April 2008) Prof. Graeme Davison, History (academic)