PROV annual report 2013-2014

PUBLIC RECORD OFFICE VICTORIA Annual Report to the Minister 2013 – 2014

A report from the Keeper of Public Records as required under section 21 (1) of the Public Records Act 1973

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PUBLIC RECORD OFFICE VICTORIA Annual Report to the Minister 2013 – 2014

A report from the Keeper of Public Records as required under section 21 (1) of the Public Records Act 1973

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 2013 – 2014 September 2014 © Copyright State of Victoria 2014 Copyright State of Victoria through Public Record Office Victoria 2014

Except for any logos, emblems, and trade marks, this work (Public Record Office Victoria Annual Report to the Minister 2013-14) is licensed under a Creative Commons Attribution 3.0 Australia license, to the extent that it is protected by copyright. Authorship of this work must be attributed to the Public Record Office Victoria. To view a copy of this license, visit http://creativecommons.org/licenses/by/3.0/au/.

Published on www.prov.vic.gov.au.

ISSN: 1320-8225 Warning: this Annual Report contains images of records about Aboriginal people from the archival collection of Public Record Office Victoria. Records may contain images of Aboriginal people now deceased.

This Annual Report is printed on 100% recycled Australian made paper using vegetable inks.

Cover image: Panoramic view of the corner of Collins and Elizabeth Street 1890, VPRS 14515/P1, unit 43, item S804.

Exhibition: Streets of Melbourne.

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“Cameras, tables, powerpoints, cleanliness, all excellent.”

Visitor

CONTENTS

PUBLIC RECORD OFFICE VICTORIA

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Purpose and Objectives

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Message from the Director

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Public Records Advisory Council

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Overview 16

Hon Heidi Victoria MP Minister for the Arts Hon Heidi Victoria Minister for the Arts Level 6, 2 Kavanagh St Southbank VIC 3006

Dear Minister I am pleased to present a report on the carrying out of my functions under section 21(1) of the Public Records Act 1973 for the year ending 30 June 2014.

REPORT ON PERFORMANCE

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Highlights 2013 – 2014

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Output measures 2013 – 2014

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Strategic Initiatives 2013 – 2014

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Increase Usability of the Collection

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Build Our Online Presence

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Increase the Engagement of Communities with their Archival Heritage

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Develop the Archival Collection to Increase its Value and Significance

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Improve our Digital Transfer Capability

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Enhance Government Recordkeeping Capability

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Transform our Collection Management Environment

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Increase Organisational Capability

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Yours sincerely

APPENDICES 43 Appendix 1: Assets, financial statement and workforce data

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Appendix 2: Publications

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Appendix 3: Advice Issued

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Justine Heazlewood

Appendix 4: Approved Public Record Office Storage Suppliers (APROSS)

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Director and Keeper of Public Records

Appendix 5: VERS-compliant Products

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Appendix 6: 2013 Sir Rupert Hamer Records Management Award Winners

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Appendix 7: 2013 Victorian Community History Award Winners

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Appendix 8: Approved Places of Deposit for Temporary Records

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Appendix 9: Local History Grants Program

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GLOSSARY 59

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VISION STATEMENT

Public Records, Publicly Available.

We seek to inspire public servants to keep good records so that Public Record Office Victoria can fulfil its mission: to support the efficient management and use of public records in order that the Government is accountable to the community and the historical memory of the Victorian Government is secure and accessible.

Passengers crossing Flinders Street and Swanston outside station, VPRS 12800/P3, item ADV 537.

Exhibition: Streets of Melbourne.

“We have loved our time at Public Record Office.”

Retiring volunteer, Dawn Walduck

PURPOSE AND OBJECTIVES

Purpose

Values

To support the effective management and use of the public records of the State of Victoria, to ensure that the Government is accountable to the community and its historical memory is preserved, secure and accessible.

The Public Administration Act 2004 requires that public sector employees demonstrate public service values as outlined in the Code of Conduct for Victorian Public Sector Employees. Public Record Office Victoria actively implements, promotes and supports these values.

Daily operations Public Record Office Victoria was established under section 3 of the Public Records Act 1973 (the Act), ‘for the better preservation, management and utilisation of the public records of the state’.

The Act provides the legal framework in which Public Record Office Victoria operates, and specifies the core functions of Public Record Office Victoria and the Keeper of Public Records with respect to government records.

These functions, pursuant to sections 7, 11 and 12 of the Act include: •

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.

Mission Statement To support the efficient management and use of public records to ensure that the Government is accountable to the community and the historical memory of the Victorian Government is secure and accessible.

Public Record Office Victoria has identified three outcomes that represent the ongoing goals for the organisation: • Preservation: The records of Government are preserved so that they are available and accessible for as long as they are required.

• Management: The records of Government are managed to enable accountability, efficiency and innovation.

• Utilisation: The records of Government are used by communities to connect to their history and culture

Public Record Office Victoria, as a public sector body, has developed the following set of values which are based on, and are consistent with the Code of Conduct: •

Responsiveness: Public Record Office Victoria provides accurate and impartial advice to Government and delivers quality services to the Victorian community. Public Record Office Victoria is open to new ideas and different approaches that will achieve the most effective results.

•

Integrity: Public Record Office Victoria is open and honest in dealing with colleagues, clients, stakeholders and the Victorian community. Public Record Office Victoria strives to provide equal access to all products and services, act responsibly and avoid any real or apparent conflicts of interest.

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Impartiality: Public Record Office Victoria makes decisions and provides advice that is fair, objective and without self-interest. Public Record Office Victoria works to serve the public good.

• Accountability: Public Record Office Victoria staff members operate transparently and take responsibility for their own actions. Public Record Office Victoria maintains a sustainable workplace environment and seeks to achieve the best use of resources.

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Respect: Public Record Office Victoria respects its colleagues, public officials and members of the Victorian community and treats them fairly and objectively. Public Record Office Victoria is inclusive and does not tolerate harassment, bullying or discrimination.

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Leadership: Public Record Office Victoria promotes best practice in recordkeeping and innovation. Public Record Office Victoria leads by example by creating positive and productive working relationships. Public Record Office Victoria supports, motivates and strives to develop its staff to reach their full potential.

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Human Rights: Public Record Office Victoria respects and supports the Charter of Human Rights and Responsibilities in all decisions and advice and abides by all appropriate legislation.

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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.

• 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.

Flinders Street viaduct, from Queens Street 1900, VPRS 14517/P1, unit 52, item T126.

Exhibition: Streets of Melbourne.

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MESSAGE FROM THE DIRECTOR

It has been an important and exciting year for Public Record Office Victoria that marks the commencement of our new Corporate Plan and projects that will have lasting benefits to recordkeeping in Victoria.

Throughout the year we actively pursued opportunities to engage with new audiences and increase access to the collection. Opportunities arose through events such as Dig the Archives Open Day and a number of exhibitions that showcased the diversity and significance of our collection. This year, we have chosen to include a number of images from exhibitions such as walata tyamateetj: Carry Knowledge, a showcase of records about Aboriginal people in Victoria, and Streets of Melbourne, the story of Hoddle’s grid; these exhibitions captured the public’s attention in vastly different ways and highlighted the role records play in preserving important information, decisions and events.

In many ways, 2013 – 2014 has been characterised by partnerships. Through agreements with Ancestry and Family Search we have commenced large scale digitisation projects to enable increased online access to the collection. Partnerships with government agencies that piloted new ways of managing digital records have helped us understand how to better assist agencies with their records and information needs. Our long standing relationship with the Old Treasury Building created linkages with urban audiences who may not venture into the archives directly but nonetheless value the important role they play in historical storytelling. Whilst joint projects with the National Archives of Australia resulted in the publication of walata tyamateetj: a guide to government records about Aboriginal people in Victoria and Open Day celebrations at the Victorian Archives Centre.

It is a pleasure to begin working with the Public Records Advisory Council following my appointment as President in March 2014.

All of these activities have been supported by a continued push across social media to help raise the profile of Public Record Office Victoria, and build an online community of archive enthusiasts. Throughout the year we were featured in a number of online and print media publications and provided records to television programs such as Who Do You Think You Are during their production processes. It is through these opportunities that we have reached audiences in new and unexpected ways.

It has been a very successful year for Public Record Office Victoria, one in which the organisation continued to build awareness for its services through events such as Dig the Archives Open Day and the many exhibitions shown at the Victorian Archives Centre, Old Treasury Building and in regional areas as part of the travelling exhibitions program. The Council is proud to support such initiatives and commends Public Record Office Victoria for seeking out opportunities to connect and engage with audiences across the State.

As always, many of these achievements would not have been possible without the support of our volunteers.

This year 105 volunteers contributed 20,908 hours of their time, exceeding last year’s record. This incredible commitment has resulted in the digitisation of countless records and aids in improving accessibility of the collection.

Behind the scenes Public Record Office Victoria, in consultation with the Council, has been working hard to ensure it continues to deliver services in line with the expectations of the Government and people of Victoria. Digitising partnerships, such as Public Record Office Victoria’s current agreements with Ancestry and Family Search, along with the roll out of online applications, will ensure that online visitors continue to grow.

I would also like to extend my thanks to the Public Records Advisory Council members for their continued support and welcome new Council President, Joanne de Morton. Throughout 2013 – 2014 Council members provided advice to me on a range of issues. Their support and expertise has been integral to the work we do at Public Record Office Victoria. I am excited about 2014 2015, which offers the opportunity to enact change, and look forward to working closely with Council in the year ahead.

Justine Heazlewood Director and Keeper of Public Records

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MESSAGE FROM THE PRESIDENT

Like my fellow Council members I am excited for the year ahead, which will be one of change and opportunity.

In moving forward, I would like to acknowledge the work of past President Peter Harmsworth, who led the Council for five years prior to stepping down in 2012 and who strongly advocated for improvements to public records management during his time as President. His groundwork has paved the way for important changes that will have long-lasting benefits to recordkeeping and in preserving the State’s history.

The Council has been very fortunate to have the involvement of many people over the years that have made a significant contribution to work undertaken

by Council. I would also like to take this opportunity to acknowledge past Departmental nominee, Penny Hutchinson, for her support during her time with Council from 2007 – 2013.

To my fellow Council members: Kathryn Dan, Jim Berg, Anita Jack, Associate Professor Andrew May, Professor Sue McKemmish, Debbie Prout, Susie Zada and Departmental representative, Andrew Abbott; I thank you for your guidance and the contribution you have made this past year. I look forward to working with you in future.

Joanne de Morton President, Public Records Advisory Council

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“I tend to ask for help, there is nothing like expert advice.”

Visitor

PUBLIC RECORDS ADVISORY COUNCIL

Establishment and Functions

Summary of Activities

The Public Records Advisory Council is established under section 4 (1) of the Public Records Act 1973. The functions of the Council, as specified in section 5 of the Act, require that it:

The Council met on five occasions in 2013 – 2014:

Promoting cooperation between Public Record Office Victoria and public agencies

• 26 September 2013

Victorian Archives Centre

Council Meetings

• 11 October 2013

Victorian Archives Centre

(a) In consultation with the Keeper of Public Records, shall promote cooperation between Public Record Office Victoria and public offices; and

• 27 November 2013

Victorian Archives Centre

• 20 February 2014

Victorian Archives Centre

This year the Council welcomed new Public Records Advisory Council President, Ms Joanne de Morton, and focussed on establishing key objectives for the Council to work toward in 2014 – 2015.

(b) May report and make recommendations to the Minister on any matter relating to the administration of the Act.

Council Membership Section 4 (1A) of the Act requires that the Council consist of not more than ten members with knowledge and experience in such areas as public administration, local government, records management, business administration, historical research and genealogical research.

Membership of the Council during 2013 – 2014 comprised: Ms Joanne de Morton, President (commenced March 2014).

Ms Kathryn Dan, Records management.

Mr Jim Berg, Indigenous heritage.

• 08 May 2014 Yarra Ranges Regional Museum, Lilydale

Public Record Office Victoria provides support to the Council by preparing Council agenda papers, coordinating the scheduling of Council meetings, providing assistance with the appointment of new Council members, as well as providing assistance and administrative support for Council Sub-committees. The Council would like to record its appreciation of the support provided to it throughout the year by the Keeper of Public Records, Justine Heazlewood and her staff and to especially thank Ms Lucille Cutting for her support in the role of Council Secretary.

In November 2013 Public Records Regulations 2013 were made by the Governor in Council. Council members were involved in a lengthy review and analysis of the Regulations and supported changes to conditions of use and fees for photocopying and digitising. These changes will enable Public Record Office Victoria to continue to deliver quality reproduction services to users.

Council members recommenced holding Council meetings in regional and outer-metropolitan locations and, in May 2014, met at the Yarra Ranges Regional Museum in Lilydale. Council members met with representatives of the Yarra Ranges Regional Museum, Lilydale and District Historical Society, Upper Yarra Museum and Eastern Regional Libraries. In conjunction with the visit, Public Record Office Victoria staff conducted a public information session on a range of topics including digitisation and preservation.

Support for Public Record Office Victoria Throughout the year the Council was able to provide advice and insights to the Keeper of Public Records about important activities and issues being dealt with by Public Record Office Victoria, including retention and disposal, community outreach and digitisation.

In April 2014 Public Record Office Victoria and the National Archives of Australia launched walata tyamateetj: A guide to government records about Aboriginal people in Victoria. The significance of this publication was noted by Council member Jim Berg in his endorsement of the guide.

Council members also continued to support Public Record Office Victoria by sitting on judging panels for key events such as the Sir Rupert Hamer Records Management Awards and the Local History Grants Program.

Sir Rupert Hamer Records Management Awards Since 1998 the Council, in collaboration with Public Record Office Victoria, has presented the annual Sir Rupert Hamer Records Management Awards to recognise excellence and innovation in records management across the Victorian Public Sector. This year, the awards were held on 22nd May 2014 at Queen’s Hall, Parliament House and attracted approximately 160 guests from across Victorian Government, the records management sector and archival communities

Ms Anita Jack, Historical research (public history).

Associate Professor Andrew May, Historical research (academic).

Professor Sue McKemmish, Information and records management.

Ms Debbie Prout, Information and records management.

Ms Susie Zada, Genealogy and local history.

Secretary: Ms Lucille Cutting.

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Flinders Street station, circa 1920, VPRS 12800/P1, H1926.

14 Exhibition: Streets of Melbourne.

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OVERVIEW

CONTACT

Administration

Protected disclosure

Executive

The Protected Disclosure Act 2012 is designed to help people make disclosures about improper conduct within the public sector without fear of reprisal. The Act aims to make the public sector more open and accountable by encouraging people to make disclosures and protecting them when they do.

Headed by Justine Heazlewood, Director and Keeper of Public Records, the executive team is located at 99 Shiel Street, North Melbourne, Victoria, Australia; phone (03) 9348 5600.

Act administered – Public Records Act 1973 Public Record Office Victoria’s operations are governed by the Public Records Act 1973, which defines the role of both the Keeper of Public Records and the organisation.

The Act is available for inspection on the Public Record Office Victoria website, www.prov.vic.gov.au and at our North Melbourne and Ballarat offices.

Regulations made and administered Regulations are made under section 23 of the Public Records Act 1973 and are known as the Public Records Regulations 2013.

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 Record Office Victoria.

All Regulations are available for inspection on Public Record Office Victoria’s website at www.prov.vic.gov.au/ about-us and at both locations.

Portfolio responsibility Public Record Office Victoria is an administrative office under the Public Administration Act 2004. The Department of Premier and Cabinet, through Arts Victoria, has portfolio responsibility for Public Record Office Victoria.

Freedom of Information

Public Record Office Victoria is committed to the aims and objectives of the Act. In particular, Public Record Office Victoria does not tolerate improper conduct by its staff or reprisals against those who come forward to disclose such conduct.

The procedures for protecting people who make protected disclosures under the Protected Disclosure Act 2012 are available on Public Record Office Victoria’s website www.prov.vic.gov.au/protected-disclosures.

Public Record Office Victoria standards and authorities Public Record Office Victoria issues standards for records management and authorities for retention and disposal under section 12 of the Public Records Act 1973. A full list of current 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.

Department of Premier and Cabinet Annual Report Further information about Public Record Office Victoria’s performance during 2013 – 2014, including financial and workforce data, is included in the annual report of the Department of Premier and Cabinet, available at www.dpc.vic.gov.au.

As at 30 June 2014 Public Record Office Victoria operated two public reading rooms and had 66 staff members working in two operational areas.

Public Reading Rooms Email: enquiries@prov.vic.gov.au Victorian Archives Centre Harry Nunn Reading Room 99 Shiel Street North Melbourne VIC 3051 Australia Phone: (03) 9348 5600 Ballarat Archives Centre State Government Offices Corner Mair and Doveton Streets Ballarat VIC 3350 Australia Phone: (03) 5333 6611

Government Services Assistant Director: David Brown Phone: (03) 9348 5621 Email: david.brown@prov.vic.gov.au Agency enquiries: agency.queries@prov.vic.gov.au

Access Services Assistant Director: Graeme Hairsine Phone: (03) 9348 5727 Email: graeme.hairsine@prov.vic.gov.au Public enquiries: enquiries@prov.vic.gov.au

Corporate Services Acting Assistant Director: Nicole Tighe Phone: (03) 9348 5725 Email: nicole.tighe@prov.vic.gov.au

Requests made under the Freedom of Information Act 1982 are handled through the Department of Premier and Cabinet Freedom of Information Officer. For information about categories of documents maintained by Public Record Office Victoria, please refer to the Department of Premier and Cabinet website at www.dpc.vic.gov.au.

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“Public Record Office Victoria provides a vital community service.”

Visitor

OVERVIEW

Organisational Structure

Minister for the Arts

Secretary Department of Premier & Cabinet

Government Services

Corporate Services

Government Services assists Victorian public sector agencies in better managing their records. This is done through:

Corporate Services supports staff across Public Record Office Victoria through the provision of the following services:

• Developing and supporting the implementation of best-practice records management processes and policies across the whole of Victorian Government.

• Budgeting and financial management and reporting.

• Building partnerships with stakeholders to improve information and records management.

• Environmental planning and reporting.

• Identifying and preserving records of permanent value.

• Making records more visible and accessible through new technology and better-aligned documentation, transfer and disposal practices.

Director Arts Victoria

• Managing the Victorian Electronic Records Strategy.

Director Public Record Office Victoria

Public Records Advisory Council

• Risk management.

• Facilities management.

• Strategic planning and reporting.

• Communications and marketing.

• Information communication technology.

• Information management.

• Human resource management.

• Organisational development.

Access Services The goal of Access Services is to ensure that our unique collection is widely known and accessible to the people and Government of Victoria. This is achieved through:

Government Services

Access Services

Corporate Services

Standards and Policy

Online Access

Finance and Risk Management

Government Recordkeeping

Collection Services

Facilities

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Community Archives

Communication and Engagement

• A program of exhibitions, publications, educational resources and outreach activities.

• 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 equality of access for communities in regional Victoria.

• Providing culturally appropriate services, procedures and tools that enhance access by the Koorie community.

• Transmitting information to clients about the collection.

• Issuing records in a manner that meets government needs and community expectations.

Technology Services

People and Culture

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OVERVIEW

OVERVIEW

Corporate Plan 2013 – 2017

Guiding principles

Public Record Office Victoria’s four-year Corporate Plan provides the strategic direction for the period 2013 - 2014 to 2016 - 2017.

Five operating principles have been established to guide in the implementation of Public Record Office Victoria’s initiatives, both in decision making and the development of new programs and activities within each initiative.

The plan articulates the mission, primary strategic objectives and values of Public Record Office Victoria; it also describes our current and emerging operating environment in order to set the context for our new program of work over the next four years. The plan introduces Public Record Office Victoria’s three overarching outcomes and our strategic initiatives.

It also details the guiding principles that we use when implementing our initiatives.

We will:

Outcomes

• Take advantage of our unique mandate to provide leadership in those areas in which we have sector expertise.

• Preservation: The records of Government are preserved so that they are available and accessible for as long as they are required.

• Management: The records of Government are managed to enable accountability, efficiency and innovation.

• Utilisation: The records of Government are used by communities to connect to their history and culture.

Initiatives •

Build our online presence: Build a new online presence for the organisation in alignment with the development of Public Record Office Victoria’s new collection management environment. This initiative will ensure the online presence interacts effectively with Public Record Office Victoria’s systems and, through its flexibility and scope, will support current and future service and product development and delivery.

• Increase usability of the collection: Pursue opportunities to expose digital content and the structured metadata describing Public Record Office Victoria’s collection through multiple external channels.

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Increase the engagement of communities with their archival heritage: Review community partnership programs and approaches to maximise opportunities and benefits to be achieved through community engagement initiatives.

• Develop the archival collection to increase its

value and significance: Develop the archival collection, increasing its value and significance to the community by identifying records that have highest value to the Victorian community and negotiating arrangements for their addition to the collection.

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Improve our digital transfer capability: Deliver a framework, systems and tools that will improve Public Record Office Victoria’s ability to support a high-volume, automated digital transfer capability that minimises the costs and risks involved in mass digital transfers.

• Seek and take advantage of partnerships and alternative ways of working collaboratively in order to achieve our outcomes.

• Be open to new ideas and different approaches that will achieve the most effective results.

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Identify and consult with stakeholder and client groups on matters of relevance to them, using the resulting feedback to shape and improve our strategies, products and services.

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Design our programs in such a way as to increase our stakeholders’ opportunity to preserve and express their cultural heritage and contribute to the social and cultural fabric of Victoria.

Detailed information about our activities can be found under these headings in the next section of this report.

• Enhance Government recordkeeping capability: Undertake a range of activities to measure the current status of recordkeeping across the Victorian public sector. Deliver specific information and services to maximise recordkeeping capability, particularly in a digital paradigm.

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Transform our collection management environment: Deliver an entirely new technology environment for Public Record Office Victoria’s collection management environment to meet the expectations of an increasingly sophisticated public sector and general populace.

•

Increase organisational capability: Increase the professionalism and diversity of employees through a number of key activities including a Management Development Program and refreshed mentoring for all staff.

Drink stall Flinders Street Station 1926, VPRS 12800/P1, item H 3384.

Exhibition: Streets of Melbourne.

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PUBLIC RECORD OFFICE VICTORIA REPORT ON PERFORMANCE

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A petition lodged in 1931 with the Board for the Protection of Aborigines, VPRS 1694/P0, Unit 11, May 1931 - June 1931, p.5.

23 Exhibition: walata tyamateetj: Carry Knowledge.

HIGHLIGHTS 2013 - 2014

Publication of walata tyamateetj: A guide to government records about Aboriginal people in Victoria In April 2014 Public Record Office Victoria, in partnership with the National Archives of Australia, launched walata tyamateetj: A guide to government records about Aboriginal People in Victoria.

The guide brings together two major collections of government records held by Public Record Office Victoria and the National Archives of Australia and will assist the Koorie community and researchers in accessing walata tyameetj: a guide to these records, regardless government records about of which archive they Aboriginal people in Victoria is available in hardcopy, as a PDF are located in. The guide document and eBook. highlights the wealth of information about Aboriginal Victorians that can be found within government archives and the role archival records play in connecting people with their history.

The title walata tyamateetj means ‘carry knowledge’ in the Gunditjmara language of western Victoria and was conceived by cover artist Vicki Couzens. It reflects on the way in which archives carry knowledge and memories through the generation, from the past to the present and into the future.

The publication was officially launched by Ian Hamm, Chair of Connecting Home, at the Victorian Archives Centre. It is a free publication funded by Aboriginal Affairs Victoria and is available from the Victorian Archives Centre, the Ballarat Archives Centre and as a PDF document or eBook through the Public Record Office Victoria website.

ANZAC Centenary, Battle to Farm: Soldier Settlement Project In March 2014 Public Record Office Victoria commenced the digitisation of over 10,000 Soldier Settlement records as part of the Anzac Centenary commemorations. The project, titled Battle to Farm, will make currently difficult to view historical records more easily accessible and available online to the public.

Volunteers are currently working to identify and digitise files related to the 11,500 returned service people who were granted a settlement block of land on their return from World War I under the Soldier Settlement Program.

Public Record Office Victoria is collaborating with the National Archives of Australia and community history groups in Victoria to connect these records to other online resources. This comprehensive online resource will be launched in time for ANZAC Day in April 2015.

The project is funded by the Veterans’ Affairs Branch of the Department of Premier and Cabinet.

For more information on Public Record Office Victoria’s contribution to Victorian Anzac Centenary commemoration activities please visit www.prov.vic.gov. au/whats-on/exhibitions/soldier-settlement.

Digitising partnership with Ancestry Earlier this year Public Record Office Victoria signed its first digitising agreement with Ancestry.

Ancestry is one of the leading online family history resources, bringing together digital content from collections around the world for researching. It offers members easy access to millions of family history records.

The partnership is the first of its kind between Public Record Office Victoria and a commercial service provider.

The agreement includes the digitising of specific parts of Public Record Office Victoria’s collection to specifications in line with Public Record Office Victoria’s strict digital preservation requirements.

By creating a digital copy of these records Public Record Office Victoria is able to support its strategic outcomes of preserving records of government and supporting communities to connect with their history and culture.

This is an important milestone for Public Record Office Victoria. Innovative partnerships such as this will, over time, see significant parts of our collection digitised and discoverable.

Research Partnership with Federation University Australia On 26 August 2013 Public Record Office Victoria and Federation University Australia signed a major research initiative to support post graduate Australian history students.

Students at Masters or Doctoral level who undertake Australian history research projects will receive individual support and advice from Public Record Office Victoria staff in accessing the State’s archival collection.

As part of the agreement Public Record Office Victoria will provide: • Assistance with training sessions.

• Collaborative supervision and research expertise to students.

• Promotion of student research.

The agreement formalises a long standing relationship with the University and students who have been using the State’s archival collection as a vital source for major academic research for many years.

Recognising our Places of Deposit Places of Deposit are community facilities, such as historical societies, that preserve public records of local significance. This year another three community organisations were appointed as Places of Deposit, including the Australian Jazz Museum (formerly Victorian Jazz Archive), in February 2014.

Dedicated to the preservation of Australia’s rich heritage of jazz, the Australian Jazz Museum’s collection of approximately 50,000 items includes oral histories, recorded music, photographs, film, sheet music and instruments, plus an extensive library of resources.

Along with their appointment as a Place of Deposit, this year the museum was also a proud recipient of a Sir Rupert Hamer Records Management Award for their project Taking it to the World – a Jazz Digitisation Project.

Recognising the need for improved accessibility, the museum progressively scanned and uploaded several thousand images to their website enabling curious researchers access to the museum’s collection from anywhere in the world.

For more information about Places of Deposit please visit www.prov.vic.gov.au/community-programs/placesof-deposit. For a detailed listing of Places of Deposit approved in 2013 – 2014, please see Appendix 8.

An accompanying exhibition named walata tyamateetj: Carry Knowledge, launched in May 2014, was displayed at the Victorian Archives Centre and will be made available for touring.

L-R Professor Frank Stagnitti, Deputy Vice-Chancellor, Research and Innovation, Federation University Australia and Justine Heazlewood, Director and Keeper of Public Records signing the Memorandum of Understanding.

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Mel Blachford and Ralph Powell of the Australian Jazz Museum with Minister for the Arts, the Hon Heidi Victoria MP.

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“All the materials I need are easily available.”

Visitor

HIGHLIGHTS 2013 - 2014

Dig the Archives Open Day at the Victorian Archives Centre, in conjunction with the National Archives of Australia On 17 May 2014 Public Record Office Victoria and the National Archives of Australia hosted Dig the Archives Open Day at the Victorian Archives Centre in North Melbourne.

The Open Day offered visitors the opportunity to get a behind the scenes look at records held in the collections of Public Record Office Victoria and the National Archives of Australia. Staff led a series of guided tours through the Victorian Archives Centre’s extensive repository which contains almost 100 kilometres of historical records.

The Open Day featured a series of informative talks from guest speakers and knowledgeable members of staff.

Guest speakers included: Adam Ford of ABC’s popular program Who’s Been Sleeping in My House who spoke about property research; author Russell Robinson who took visitors through crimes and trials of the archives, and Content and Public Relations Director (Australia and New Zealand) at Ancestry, Brad Argent who spoke about recordkeeping in the digital age.

New audiences engage with public records In 2013 – 2014 Public Record Office Victoria was successful in reaching new audiences through high profile online publications such as the Herald Sun and ABC Online.

Throughout the year the Herald Sun produced a number of long format articles that drew from records within the collection, in particular inquest files from the late 19 th and early 20 th centuries. In June 2014 ABC Online published an article on the Melbourne Rail Link, focused on images from the collection that documented the construction of the City Loop rail system and the people who built it; the story garnered upwards of 33,000 views and was shared across multiple social media platforms.

Public Record Office Victoria was also successful in promoting Dig the Archives Open Day to various media outlets, attracting coverage in the Age, Melbourne Times, ABC Online, Herald Sun online, radio programs ABC 774 and Triple RRR and the big screen at Federation Square.

Coverage of the event through these channels was a large factor in attracting new and diverse audiences to the Centre.

The Centre for Cultural Materials Conservation also ran Public Record Office Victoria will continue to seek out a series of workshops which offered visitors free advice opportunities to promote the collection and engage new and guidance on caring for their own personal collections. audiences in 2014 – 2015.

The day was a major success attracting over 400 people, many of whom were first-time visitors to the Centre.

2010 – 2011

2011 – 2012

2012 – 2013

2013 2014

Energy (megajoules per m )

752

761

835

806

Water (kilolitres per FTE )

21.6

15.6

34.6

29.6

Paper (reams per FTE)

10.2

9.2

6.8

6.7

Waste (tonnes per FTE)

0.96

0.82

0.83

0.82

Greenhouse gas emissions (tonnes CO2)

3510

3834

4067

3607

Environmental Sustainability A key objective of Public Record Office Victoria’s four-year corporate plan has been to place the Victorian Archives Centre at the forefront of the government’s commitment to environmental sustainability.

In 2013 – 2014 the Commissioner for Environmental Sustainability released a report on environmental management systems in the Victorian Government and included Public Record Office Victoria as a case study of an organisation actively working to improve its ecological footprint. The report showcased work undertaken by Public Record Office Victoria, including recycling of rooftop water and commended the organisation for the great results it has achieved to date.

Public Record Office Victoria remains committed to continually reducing its carbon footprint by monitoring and improving the way the Victorian Archives Centre operates. Public Record Office Victoria is also committed to ensuring that all staff, volunteers and contractors are aware of this commitment.

Top left: Public Record Office Victoria’s Leigh Kinrade takes members of the public for a look behind the scenes at the Victorian Archives Centre.

Bottom left: L - R Justine Heazlewood, Keeper of Public Records with Minister for the Arts, the Hon Heidi Victoria MP and Ross Gibbs, Director, Melbourne and Hobart, National Archives of Australia.

Above: In 2014 images from Public Record Office Victoria’s collection were featured in an article about the expansion of Melbourne’s underground railway system. Images included in the artVPRS 12905/P2.

Public Record Office Victoria is now in the first year of its two year Environmental Strategy which spans 2013 - 2014 and 2014 - 2015. The Strategy has built on the success of Public Record Office Victoria’s previous Environmental Program by outlining all areas of environmental impact and focusing on areas that need improvement. It supports Strategic Audit Environmental management systems in Victorian Government 2012 - 2013.

To complement the Environmental Strategy and ensure targets are met throughout the year the following are being implemented; • • •

Staff education and awareness.

Streamlined monitoring and reporting.

Clear targets to achieve strategy goals including water conservation, installation of energy efficient chillers and LED lighting.

Sir Rupert Hamer Records Management Awards The Sir Rupert Hamer Records Management Awards are presented annually by Public Record Office Victoria in collaboration with the Public Records Advisory Council.

Now in its 16th year, the awards recognise excellence and innovation in records management within the Victorian Public Sector and community archives. The Awards seek to highlight the importance of good recordkeeping in ensuring the accountability of governments and the efficient operation of public administration in the state of Victoria.

This year the awards were held on 22 May 2014 at Queen’s Hall, Parliament House with over 160 guests in attendance from across Victorian Government, the records management sector and archival communities.

The Awards ceremony was hosted by Ms Joanne de Morton, Public Records Advisory Council President.

Guests were welcomed by Minister for the Arts, Hon Heidi Victoria MP and the keynote speaker was Mr Craig Thomler, Managing Director of Delib Australia.

The night was a tremendous success with nominations from diverse sections of the Victorian Public Sector and community archives.

More information about the Sir Rupert Hamer Records Management Awards can be found at www.prov.vic.gov. au/government/sir-rupert-hamer-awards/currenthamer-award-winners. For a list of Award winners, please see Appendix 6.

The objectives of the Environmental Strategy are: •

•

•

Reduce the carbon footprint of the Victorian Archives Centre building.

Reduce the ecological footprint Public Record Office Victoria office based activities.

Support the sustainable management and use of government records.

Sir Rupert Hamer Records Management Award winners for 2014 with Ally Kearney, President, RIMPA.

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“We have loved our time at Public Record Office” Retiring volunteer, Dawn Walduck

HIGHLIGHTS 2013 - 2014

Volunteers Barb Addie

Cathy Dodson

Maree Langley

Jon Rennison

Louise Bailey

Stacey Dransfield

Val Latimer

Danielle Richie

Pamela Baum

John Drury

Gordon Lee

Sue Rickard

Graeme Bence

Gavin Faichney

Des Logan

Dawn Riddel

Judy Bennett

Ros Faichney

Edna Lowe

Neil Robinson

Fay Beslee

Anne Field

Adrianus Luca

Marie Rogers

Ian Braybrook

Monika Fikerle

Pulu Lupe

Warwick Rose

Marg Brown

Claire Fitzpatrick

Jack Lupton

Helen Rowe

Liz Buckle

Jim Freeman

Jill Mack

Dot Skews

Sonya Cameron

Marilyn Freeman

Sue Maclellan

Jennifer Smith

Graeme Cardillo

Trupti Gandhi

Anna Maree Malmgren

Christine Statham

Dianne Carmody

Shirley Goldsworthy

Tim Marriott

Val Sterling

Keng Chong

Emily Grant

Sandra Marshal

Alan Stevens

Ahnya Chuah

Claudia Guli

Leonie Marshall

Christopher Stueven

Jill Cilia

Sara Hardy

Barbara Minchinton

Jody Taylor

Jesse Clark

Helen Hargreaves

Maureen Molloy

Keith Thomas

Beth Codling

Ian Hazewinkel

Neil Morris

Lindsay Thomas

• Creating metadata which will allow digitised inquest records to be discoverable online.

Cheryl Cox

Walter Heale

Sally O'Brian

Gail Thornthwaite

Laurice Cross

Carol Jenkins

Neil Paddle

Anita Twisk

•

Geoff Currey

Judy Johnston

Kevin Parker

Judith Vardy

Graeme Dawson

Anne Jones

Geoffrey Paterson

Maxine Wagerman

Madden Delaine

Irene Kearsey

Veronica Pendergast

Flora Walker

Larae Dillingham

Betty Keay

Gerad Poed

Rebecca Williams

Delbert Dillingham

Mark Kennedy

Pat Porigneaux

Claire Wiltshire

Ahn Dinh

Marilyn Kenny

Sally Price

Gretta Diskin

Andrew Knopfelmacher

Catherine Rankin

Brian Dixon

Kat Kraus

Dianne Reilly

Public Record Office Victoria volunteers at the end of year volunteer function in 2013. Volunteers contributed 20,908 hours to a number of important initiatives this year.

Volunteers Program 2013 - 2014 has been a productive and eventful year for Public Record Office Victoria’s long standing volunteer program, with volunteers contributing 20,908 hours to a range of activities which improve access to the collection and support staff and researchers.

Volunteers managed by Public Record Office Victoria’s Collection Management team have helped identify and list tens of thousands of records, undertaken conservation and records auditing tasks, and digitised original records for online publishing.

In 2013 - 2014, volunteers contributed to the following projects: • Cataloguing and digitising correspondence records relating to soldier settlers: the foundation of Public Record Office Victoria’s Battle to Farm project.

• Processing and indexing early criminal trial briefs.

• Digitising plans of pastoral runs from Public Record Office Victoria’s Historic Plan Collection.

• Indexing correspondence between the Department of Crown Lands and people, companies and other government agencies.

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In partnership with the C J La Trobe Society, indexing and digitising the inwards correspondence of the Superintendent, Port Phillip District Charles Joseph La Trobe.

• Creating detailed indexes of both registers of female prisoners and registers of children who were wards of the state.

• Digitising and indexing numerous series from Ballarat Archives Centre, including Ballarat and Ballarat East Town Allotment Survey Plans.

Whilst we have welcomed many new volunteers into our program we recognise the retirement of six long standing volunteers, who between them have provided over sixty years of volunteering at Public Record Office Victoria.

Julie Chippindall, Barb Addie, Sandra Marshall, Beryl Mainon, Ken and Dawn Walduck, we thank you for your dedication and wish you all the best.

Public Record Office Victoria acknowledges the great contribution that all volunteers have made during the year and we look forward to an equally productive 2014 - 2015.

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HIGHLIGHTS 2013 - 2014

Achievements of staff The work of PROV staff and volunteers was recognised with several awards in 2013 - 2014: The Arts Portfolio Leadership Awards 2013 The Arts Portfolio Leadership Awards recognise excellence across Victorian arts agencies and cover a wide range of categories from excellence in public programs through to business improvement, to leadership in disability access.

Volunteers worked tirelessly to create and audit data about records. This information will be incorporated into Public Record Office Victoria’s online category and have lasting benefits for historians, professional researchers, students, genealogists and others accessing the collection.

CitySwitch National Awards 2013 The annual CitySwitch National Awards recognise leading program signatories who have demonstrated outstanding environmental leadership in energy efficiency.

This year Public Record Office Victoria was the recipient of the following award:

This year Public Record Office Victoria was the recipient of the following award:

Leadership in Community: High Commendation

CitySwitch Signatory of the Year Victoria: Finalist

Project: 40 th Anniversary Program

Public Record Office Victoria was recognised for its commitment to reducing energy consumption and greenhouse gas emissions.

To mark 40 years of the Public Records Act 1973, Public Record Office Victoria delivered a diverse program of activities throughout 2013 that aimed to increase the archives public profile and encourage new researchers to visit the Centre. Activities included a well-attended Open Day in April 2013 which delivered a program of seminars, tours and other activities, the exhibition Victoria on Record and a themed annual report for 2012 - 2013 showcasing the diversity of Public Record Office Victoria’s collection.

Leadership in the Public Sector Awards The annual Institute of Public Administration Australia, Victorian Division Leadership in the Public Sector Awards recognise outstanding achievements and practises of teams and individuals.

This year Public Record Office Victoria was a recipient of the following award: Leading the Way in Health, Safety and Wellbeing: High Commendation Project: Creating a Safety Culture at Public Record Office Victoria

Public Record Office Victoria was presented with a High Commendation, for the 40 th Anniversary Program, and Certificate of Recognition for the Volunteer Program at the Arts Portfolio Leadership Awards in 2013.

Public Record Office Victoria was recognised twice at the Arts Portfolio Leadership Awards 2013; the Volunteer Program was presented with a certificate acknowledging contributions made by volunteers to Public Record Office Victoria.

Public Record Office Victoria faces a number of challenges in promoting health, safety and wellbeing, particularly in relation to the management of physical records. The collection is made up of almost 100 kilometres of hard copy records, which can weigh as much as 25 kilograms or be stored on shelves as high as 2.7 metres, presenting some unique challenges for Public Record Office Victoria in manual handling. By promoting an active safety culture, Public Record Office Victoria has been able to overcome these challenges and provide a safe environment for all employees.

Professional Committees Aside from their roles at Public Record Office Victoria, a number of staff members made a significant contribution to their professions through membership of committees during 2013 - 2014: Tsari Anderson: acting editor, Provenance.

Lauren Bourke: member, Bendigo Regional Archives Centre Operations Committee; member, City of Ballarat Heritage Advisory Committee; member, History Council Victoria; member Museums Australia (Victoria) branch committee.

David Brown: deputy chair, Information Management Working Group; observer, Chief Information Officers Council Meeting.

Antony Collins: member, Facility Management Association of Australia.

Lucille Cutting: coordinator, Australasian Digital Recordkeeping Initiative; secretary, Public Records Advisory Council.

Charlie Farrugia: member, Australian Women’s Archives Project Committee; member, Office of Geographic Place Names Advisory Panel, ANZAC Commemorative Naming Project; member, State Collections Emergency Response Group; member, Victorian Association of Family History Organisations Committee.

Sebastian Gurciullo: chair, Archives and Manuscripts Editorial Board; general editor, Archives and Manuscripts; editor and chair, Provenance; webmaster, Committee of the Section on Literary and Artistic Archives of the International Council on Archives.

Graeme Hairsine: chair, Institute of Public Administration Australia (Victoria), ICT Community of Practice; member, Bendigo Regional Archives Centre Committee of Management; member, Public Access Working Group of the Council of Australasian Archives and Recordkeeping Authorities.

Justine Heazlewood: chair, Australasian Digital Recordkeeping Initiative; chair, Bendigo Reegional Archives Centre Committee of Management; chair, Monash University Information and Knowledge Management Course Advisory Committee; member, Collections Committee, State Library of Victoria; member, Council of Australasian Archives and Records Authorities; member, iPRES2014 Local Organising Committee; member, Monash University, Centre for Organisational and Social Informatics Advisory Board; member, Standards Australia, Records and Document Management Systems Committee (IT-21).

Allison Hunter: newsletter editor, Victorian Branch of Records and Information Management Professionals Australasia; member, Department of Human Services Funded Organisations Records Working Group.

Tracey Manallack: member, Bendigo Regional Archives Centre Operations Committee; member, Collaborative Research Centre in Australian History, Federation University, Steering Committee; member, Geelong Heritage Centre Advisory Committee; member, Victorian Community Heritage Collections Network.

Julie McCormack: chair, Council of Australian Archives and Records Authorities National Bodies Working Group; chair, Public Record Office Victoria Disposal Advisory Group; member, Cabinet Records Working Group.

Jennifer Rout: member, Open Minds Advisory Board.

Nicole Tighe: member, Arts Agency Human Resources Working Group; member, Australian Human Resources Institute; member, Department of Premier and Cabinet Human Resources Working Group; member, People and Culture Community of Practice.

Andrew Waugh: member, Standards Australia, Records and Document Management Systems Committee (IT-21) Subcommittee on Recordkeeping Metadata.

Awards for Volunteers: Certificate of Recognition During 2013 over 120 volunteers contributed almost 20,000 hours to Public Record Office Victoria, which was a new record for the program.

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HIGHLIGHTS 2013 - 2014

Conference and Seminar Presentations In addition to Public Record Office Victoria’s formal seminar programs, noted in the operations section of this report, staff expertise and knowledge are shared through presentations at various conferences and seminars. In 2013 – 2014 these included: Koorie Records Unit Community Seminar Melbourne, July 2013 Tsari Anderson and Jessica Reid: Introduction to Aboriginal records and the Koorie Records Unit Deniliquin Genealogy Society Seminar Deniliquin, August 2013 Christine O’Donnell: Introduction to Public Record Office Victoria and the Collection; Irish Famine Orphans State Library of Victoria Family History Feast 2013 Melbourne, August 2013 Charlie Farrugia: The Third Front: WWI and Beyond in the PROV Collection Monash University Professional Practice Seminar Caulfield, September 2013 Tsari Anderson: Ethics and Aboriginal records Colac and District Family History Group Annual Family History Seminar 2013 Colac, October 2013 Liz Denny: Researching at Ballarat Archives Centre Digital Preservation in the Government Sector Melbourne, 23 October 2013 David Fowler: Digital Preservation Case Study: Public Record Office Victoria West Gippsland Genealogical Society 30th Anniversary Seminar Warragul, October 2013 Charlie Farrugia: Researching Criminal Trial Briefs Australian Society of Archivists Annual Conference Canberra, October 2013 Justine Heazlewood: Changing Government Attitudes to Privacy Records and Information Management Professionals Australasia State Seminar Melbourne, November 2013 Tsari Anderson: Government Records and the Koorie Community: Ethical considerations in managing and providing access to records for Aboriginal people Justine Heazlewood: IM3 Measuring your IM Capability

OUTPUT MEASURES 2013 - 2014

The 5th Annual National Records and Information Officers’ Forum 2014 Melbourne, February 2014 Justine Heazlewood: Working Across the Government Divide

Output: Records Quantity

14

7

9

Public Record Office Victoria records transferred

2103

1500

3887

Digital records preserved

178,278

150,000

235,179

Significant VERS Strategy projects completed

5

5

5

Number of participants undertaking records management training

439

400

809

Transfer projects completed

43

30

38

97

92

96

2

Quality % Collection storage meeting industry standard % Client satisfaction (agency)

97

90

91

Response times (agency)3

.90

2

1.4

Quantity

2012 - 2013 Actual

2013 - 2014 Target

2013 - 2014 Actual

Visitors4

98,683

140,000

106,243

Online visitors

942,478

900,000

907,469

Volunteer hours

20,427

18,500

20,908

Community training delivered

1,275

1,200

946

97

90

97

95

95

93

Output: Access

Australia Library and Information Association / School Librarians Association of Victoria, Together We Build Communities Symposium Bendigo, May 2014 Jack Martin: Public Record Office Victoria: an introduction to our resources Museums Australia 2014 Annual Conference Launceston, May 2014 Daniel Wilksch: Practical digitisation demonstration for heritage collections

Quality

Public History Librarians Network Melbourne, May 2014 Tsari Anderson: Introduction to Aboriginal Records and the Koorie Records Unit

% Records issued within specified timeframes

% Visitors satisfied with visit Timeliness

Institute of Public Administration Australia, Victoria State Summit 2014 Melbourne, June 2014 Graeme Hairsine: Big Data: Increasing the availability of big data sets “Who does what in Information Management and Governance” Conference Melbourne, June 2014 David Brown: Information Management in the Victorian Government

1 2

3 4

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2013 - 2014 Actual

1

Public Libraries Victoria Network, Digital Content Seminar Melbourne, March 2014 Daniel Wilksch: Curating Online Content

Victorian Museums and Galleries Conference 2014 Warrnambool, April 2014 Daniel Wilksch: Seminar; Copyright Unpacked

2013 - 2014 Target

Retention and disposal projects undertaken

Women in the Archives Seminar 2014 Melbourne, March 2014 Justine Heazlewood: Looking Forward to Look Back: Technology and archival research

The TRIM User Group Melbourne, March 2014 Peter Francis: SIARD Research: Archiving public records from relational databases Carly Godden: Copyright

2012 - 2013 Actual

The 2013 – 2014 actual result is higher than predicted due to a greater than expected number of transfers being completed by agencies.

The 2013 – 2014 actual result is higher than the 2013 – 2014 target as the digital archive infrastructure upgrade allowed an increasing number of electronic records to be preserved.

Response times refer to time taken to respond to Government requests; this output is measured in days.

The actual result for 2013 – 2014 is lower than predicted. Travelling exhibitions were reduced over the previous year and numbers attending exhibitions did not meet expectations.

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Illumination of Flinders Street September 1954, Centenary celebrations, VPRS 12800/P1, item H 2681.

Exhibition: Streets of Melbourne.

Reading Room and Record Retrievals Public Record Office Victoria operates two public reading rooms; one at the Victorian Archives Centre in North Melbourne and the other at the Ballarat Archives Centre in Ballarat. Records can also be accessed at the Bendigo Regional Archives Centre and Geelong Heritage Centre Reading Rooms, both of which are Places of Deposit.

During 2013 - 2014, 16,070 visitors visited Reading Rooms to view records. 48,354 records were issued to visitors and another 11,738 were issued to Government Agencies and for internal use at Public Record Office Victoria.

Our Reading Room staff delivered a number of information sessions to the public on how to use the Public Record Office Victoria collection and sessions focusing on specific areas of the collection.

In 2013 – 2014 an online enquiry system was piloted to manage incoming reference queries. Over a four-month period, the system dealt with on average 350 queries per month; providing a more consistent and seamless approach to customer service.

Throughout the year Reading Room staff continued to transcribe paper format description lists for online access and prepare digitised records for ingest into the digital archive.

Number of records

Records Issued 70,000 60,000 50,000 40,000 30,000 20,000 10,000 0 Year

2006/07

2007/08

2008/09

Government users

2009/10

2010/11

2011/12

2012/13

2013/14

2010/11

2011/12

2012/13

2013/14

Public users

Number of visitors

Visitors to Reading Rooms 25,000 20,000 15,000 10,000 5,000 0 Year

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2006/07

2007/08

2008/09

2009/10

Victorian Archives Centre

Bendigo Regional Archives Centre

Ballarat Archives Centre

Geelong Heritage Centre

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STRATEGIC INITIATIVES 2013 - 2014

Increase Usability of the Collection

Increase the Engagement of Communities with their Archival Heritage

Analysing crowdsourcing and online volunteering options

Exhibitions at the Old Treasury Building

Each year, onsite volunteers provide approximately 20,000 hours of their time, creating searchable data about records and digitising items which then become viewable online. Public Record Office already has many well-established elements of online volunteering in place but currently lacks the technology to support such an endeavour.

This year has been dedicated to: • Investigating successfully implemented systems which support access to similar collections, both in Australia and internationally.

• Consultation with Public Record Office Victoria staff on the most important elements of a crowdsourcing system.

• Analysing the business impacts, and impacts on online volunteering, of the choice between certain classes of crowdsourcing system.

Research has concluded that an online volunteering program, focused on records tagging and transcription of tabular data, would appeal to a broad demographic of researchers in Australia and overseas and encourage casual as well as dedicated long-term use.

Assessment of collection disposal opportunities

Public Record Office Victoria continues to present highly popular exhibitions featuring the State’s archives collection in partnership with the Old Treasury Building.

Transcribe Bentham users can capture a single field of tabular data - the entire body of a document.

Build Our Online Presence The first year of Public Record Office Victoria’s objective to build our online presence has commenced. This new presence will be used to enhance and transform our services, attract new audiences and strengthen engagement with communities and government users.

This year Public Record Office Victoria achieved the following: • Finalised the graphic design elements and page templates for the future web portal.

• Conducted a detailed audit of existing online content.

• Prioritised redevelopment of existing and new content in preparation for migration to the future content delivery system.

In 2013 – 2014 a project was undertaken to identify which • Undertook a review of existing and potential online records currently held by Public Record Office Victoria service delivery functionality. are of non-permanent value or should still be actively • Commenced development of a detailed specification managed by the responsible agency. that incorporates mandatory web standards, A report was developed which identified approximately responsive and user centric design, and expanded six kilometres of records that could be assessed. Of online service delivery. these, almost two kilometres of records were deemed to • Installed additional server capacity in Public Record be of non-permanent value that could be disposed of or Office Victoria’s IT network environment in returned to agencies. preparation for the future stages of our digital A process was also developed to incorporate the ongoing services transformation program. appraisal, agency liaison, authorisation and, if warranted, disposal of eligible records.

The exhibition Trams: Moving Pictures was extended into October 2013 as a highlight of the Melbourne Festival.

With around 39,000 visitors through the doors the exhibition was also a hit with media outlets, from the Bendigo Advertiser to The Australian and curator Kate Luciano was interviewed on several radio stations.

This year’s Streets of Melbourne exhibition featured a fascinating insight into Melbourne’s past through the history of its streets and laneways. Using Melbourne’s ‘Hoddle’s Grid’ street design the exhibition provided the opportunity for Melbournians to explore the stories and people behind iconic street names. A number of original records were put on display, some for the first time, including Robert Hoddle’s 1837 original street plan of Melbourne, early survey field books, photographs and letters.

Old Treasury Building exhibitions contribute to our commitment to engage the community with its archival heritage through the display and interpretation of the State’s fascinating documentary heritage.

Touring Exhibitions Public Record Office Victoria’s three touring exhibitions continue to be in high demand for display in regional centres. Available free to loan, the exhibitions We Saw the Queen, Victoria: On Record and Footprints: the journey of Lucy and Percy Pepper have already travelled extensively.

These exhibitions received close to 14,000 visitors during the year and were on display at libraries, community centres and museums throughout Victoria including Kyneton, Box Hill, Hamilton, Wyndam, Coburg, Wycheproof, Maryborough, and the Campaspe region.

Victorian Archives Centre Gallery in 2013 - 2014 The Victorian Archives Centre gallery played host to a number of outstanding touring exhibitions throughout 2013 - 2014. This year’s exhibitions which also featured Public Record Office Victoria records included:

NAIDOC Week showcase In 2013 the Victorian Archives Centre recognised NAIDOC Week with a display of records relating to Victorian Aboriginal people drawn from the collections of Public Record Office Victoria and the National Archives of Australia. The display featured documents, maps, plans and drawings, publications and photographs that showcased the rich diversity of historic records about Aboriginal people held in the archives.

Passion: Thirty years of safe sex Celebrating the Victorian AIDS Council’s 30th anniversary the Council collaborated with the Australian Lesbian and Gay Archives to develop an exhibition to look at the public health campaigns that the government and lobby groups put together to better inform the public about safe sex and AIDS. As part of the exhibition, the Victorian AIDS Council delivered three public lectures at the Victorian Archives Centre on the history of the Victorian AIDS Council.

Wish you were here The National Wool Museum exhibition Wish You Were Here drew upon collections of the Geelong Heritage Centre and Queenscliff Maritime Museum to provide an insight into the personal stories of its people and the pride of a developing city. Showcasing over 100 postcards the exhibition also included a number of postcards from Public Record Office Victoria’s collection, sent by staff members of the Kew Asylum to their colleagues. walata tyamateetj: Carry Knowledge Through the Koorie Records Unit, Public Record Office Victoria developed a new touring exhibition titled walata tyamateetj: Carry Knowledge. Launched by Hon Heidi Victoria MP, Minister for the Arts the exhibition features some of the State’s most iconic records relating to Aboriginal people and places. walata tyamateetj explores the effects legislation and regulations had on the lives of Victorian Aboriginal people as well as their struggles, successes and fight for civil rights. Included in the display is a petition presented to the government from Aboriginal spokesman and diplomat William Barak, the last Chief of the Yarra Yarra tribe. In 1882 Barak and the residents of the Coranderrk Station were fighting to win greater control over the management of the station. walata tyamateetj: Carry Knowledge will be available to tour regional Victoria in 2014 - 2015.

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Bourke and Spring Street decorations for the 1901 royal visit of the Duke and Duchess of Cornwall and York, VPRS 12800/P1, item H 5111.

Exhibition: Streets of Melbourne.

STRATEGIC INITIATIVES 2013 - 2014

Regional Heritage Centre Partnerships Bendigo Regional Archives Centre It has been a year of milestones for the Bendigo Regional Archives Centre, which reopened after the completion of a 16-month $9.2m project to refurbish the Bendigo Library.

Launched at a ceremony on Saturday 8 February 2014 by Deputy Premier Peter Ryan, Bendigo Regional Archives Centre has a brand new Reading Room and opening hours.

Throughout December 2013 Public Record Office Victoria staff were involved in the relocation of the highest used public records from temporary storage back into the new Centre. Staff members also supported the development of the Bendigo Regional Archives Centre website, which was funded by a Local History Grants Program grant and officially launched in June 2014.

June 2014 also marked five years of operation for the Centre. The anniversary was celebrated with a series of events which culminated in a birthday afternoon tea and launch of the new website.

For more information on the Local History Grants Program please visit www.prov.vic.gov.au/ communityprograms/grants-awards. For a list of grant recipients, please see Appendix 9.

Victorian Community History Awards The Victorian Community History Awards recognise contributions made by Victorians to the preservation of Victoria’s heritage and acknowledge works that contribute to the development and appreciation of the history of Victoria. Awards are presented over eight categories, with the overall prize of $5000 being the Victorian Community History Award for the most outstanding project submitted.

The Victorian Community History Award 2013 was won

by Iron Lacework, The Founders, Part A, a publication researched and written by Robin A Vowels. This selfpublished book provides a comprehensive guide to the founders, designers and foundries responsible for cast iron lacework which predominates Victoria’s buildings and terrace houses.

For more information on Bendigo Regional Archives and Heritage Centre please visit www.brac.vic.gov.au.

Geelong Heritage Centre Redevelopment In 2013 – 2014 Public Record Office Victoria worked in consultation with staff and architects involved in the $45 million redevelopment of the Geelong Library and Heritage Centre. A new nine-storey building is replacing the former Library and Heritage Centre which will include a dedicated Reading Room and records storage repository.

Work is expected to be completed in 2015. In the interim researchers can access public records from the temporary Reading Room located at the National Wool Museum, 26 Moorabool St, Geelong.

Local History Grants Program Operating since 1999, the Local History Grants Program provides small grants to community organisations to support projects that preserve, record or publish Victorian history. Since its inception the program has distributed approximately 800 grants of up to $15,000 each to community organisations.

In May 2014 the Hon Heidi Victoria MP, Minister for the Arts, announced sixty-three Victorian community group recipients. The grants will support a range of projects aimed at documenting Victoria’s history, including book publishing, digitising collections, training and education, heritage trails, exhibitions and historical collection preservation.

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Director and Keeper of Public Records, Justine Heazlewood with Victorian Community History Award winner for 2013, Robin A Vowels.

Winners in other categories included a website on Pioneer Graves in the Mornington Cemetery, and a CD and booklet telling the story of the Chewton Monster Meeting against gold licence fees in 1851. Judges also awarded a Special Prize for A Whirr of Many Wheels: Cycling in Geelong by Rod Charles.

The Victorian Community History Awards are managed by Public Record Office Victoria in partnership with the Royal Historical Society of Victoria. For more information on Award winners for 2013 please visit www.prov.vic.gov.au/ community-programs/grants-awards or see Appendix 8.

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“Great results, great staff.”

Visitor

STRATEGIC INITIATIVES 2013 - 2014

Community Training

Improve our Digital Transfer Capability

This year we delivered a number of popular workshops covering two topics:

In 2013 - 2014 Public Record Office Victoria staff engaged in a wide range of activities to deliver improvements to our digital transfer capability. Public Record Office Victoria aims to improve its ability to support highvolume, automated digital transfer capability that minimises the costs and risks involved in mass digital transfers.

•

Collect and Connect: Managing Small Archive Collections: single day workshop held in Mildura, Bairnsdale, Ballarat, Geelong and Port Fairy. This workshop covered topics such as collection surveys; understanding your collection; arrangement and description and managing archives.

•

Care for Collections: Workshops were held in Bendigo and Ballarat and delivered to 81 participants. This workshop covered topics including preservation and conservation, handling, pest control and storage of collections.

Both programs are supported online with new training resources and videos produced and made available on the Public Record Office Victoria website.

Public Record Office Victoria recognises the support of the Community Heritage Grants Scheme in funding the development of training materials. Community Heritage Grants are jointly funded and supported by the National Library of Australia, the Department of the Prime Minister and Cabinet, Office for the Arts; the National Archives of Australia, the National Film and Sound Archive and the National Museum of Australia.

Key deliverables for the year were: •

A report on the tools necessary for agencies to use Victorian Electronic Records Strategy (VERS) effectively in transferring records. The report documented the expectations and products required by agencies and included a description of proposed tools and processes for digitisation and ingest.

•

An investigative report on Software Independent Archiving of Relational Databases (SIARD). The software was developed by the Swiss Federal Archives and is based upon international standards. It extracts content from relational databases and saves them in the SIARD format which is appropriate for archiving.

•

A trial implementation of the software followed by an initial project with the Department of Human Services. The trial and initial project were successfully implemented.

Develop the Archival Collection to Increase its • An investigation into the technical management of Lotus Notes Email data by agencies and government Value and Significance Public Record Office Victoria has completed the first year of a strategy designed to develop the archival collection and increase its value and usability through digitisation.

The highlight of the first year has been the undertaking of two large scale partnership agreements with organisations Family Search and Ancestry to digitise collection material. Both of these organisations are copying material for publication through their family history websites; material will also be made available through the Public Record Office Victoria website.

information technology service agency, CenITex. The report from this investigation is being used to support the development of strategies and actions to more effectively manage government email.

• A policy on the recordkeeping implications of mobile technology. This policy is aimed at public servants and government agencies using or planning to use mobile technology.

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Transform our Collection Management Environment

The Victorian Government information and communications technology environment is rapidly transforming and with this has come greater and changed expectations from staff and the public. To support the Victorian public sector to deliver services in line with good recordkeeping practices in this new environment Public Record Office Victoria undertook a wide range of activities in 2013 - 2014.

During 2013 – 2014 a feasibility study was delivered that considered a range of commercially available alternatives and proposed a range of options to address the sustainability issues, constraints and vulnerabilities identified with the existing digital archive and collection management environment.

Activities included: • Measuring and reporting on the extent of hardcopy records stored across government agencies, secondary storage locations and commercial storage suppliers.

• Measuring and reporting on databases within a sample range of government agencies.

• Finalising and supplying an information management performance measurement tool to government agencies. This tool allows agencies to measure and then plan improvements in the management of information.

•

Beginning the development of a suite of products to support identification and appraisal of information and records. This includes a high value/ high risk policy, macro appraisal approach, appraisal statements and disposal directions.

•

Finalising and rolling out the Online Retention and Disposal Authority software (ORDA). The software allows greater user control and improved communication when agencies are developing disposal authorities.

•

Improving documentation and processes that support transfer of records into Public Record Office Victoria.

This includes procedures for documentation and processes for digital records ingest.

The preferred proposal meets the key requirements of being: • Modular: To enable future incremental software upgrades on a component basis.

• Extensible: To allow the environment to be extended in line with demand and resource priorities.

• Flexible: To utilise “off the shelf” and common functional modules interconnected through standards based interfaces, rather than customised or propriety software.

• Sustainable: Reducing ongoing costs by allowing management and enhancements to the environment to be procured on a best value basis from a larger pool of suppliers.

The output from this study has been integrated with other existing projects and programs and an implementation roadmap developed that will deliver the transformed collection management environment, while also allowing concurrent delivery of Public Record Office Victoria’s other strategic initiatives.

• Developing additional advice on the use of back-up technology and revised Storage Standards.

Family Search is copying additional records from our Wills, Probates and Inquests series, bringing the date range of digitised material to 1937. Two teams from the United States, Delbert and LaRae Dillingham and Marilyn and Jim Freeman, arrived in early 2013 to undertake the work.

Ancestry will be copying microfilmed public records, currently not available online, held in our Reading Rooms.

This project will make frequently consulted records available on the internet and reduce Public Record Office Victoria’s reliance on microfilm technology.

Enhance Government Recordkeeping Capability

L - R Family Search volunteers LaRae, Marilyn, Delbert and Jim.

41

STRATEGIC INITIATIVES 2013 - 2014

Increase Organisational Capability In order to build the organisations capability over the long term, Public Record Office Victoria has taken a “back to basics” approach to ensure the organisation is in a strong position to move forward.

Policies and Guidelines Public Record Office Victoria’s People and Culture team have reviewed key organisational policies to ensure compliance with the Victorian Public Service Workplace Determination 2012 and relevant legislation. In reviewing policies, Public Record Office Victoria has placed emphasis on the integration of values and behaviours into key policies to ensure how the organisation operates is an intrinsic component to work undertaken.

Policies include: •

Flexible Working Arrangements Policy: Public Record Office Victoria leads the way in flexible working arrangements. Staff at all levels are able to take up flexible working arrangements which includes part time work or job sharing arrangements, compressed hours and the ability to work from home.

•

Workplace Behaviours Policy and Guidelines: This policy addresses the grievance process by introducing a more holistic, three step approach to the management of workplace issues. The approach focuses on self-resolution of issues while still recognising that there will be situations where escalation is necessary.

A comprehensive training program will take place in 2014 – 2015 to help communicate and embed these policies across the organisation.

Staff Engagement In 2013 – 2014 a new Learning and Development framework was rolled out at Public Record Office Victoria which promotes learning through on the job experience, coaching and mentoring.

The onboarding program was trialled in 2013 - 2014 with positive results and will be implemented on a permanent basis.

PUBLIC RECORD OFFICE VICTORIA APPENDICES

Public Record Office Victoria continues to take a proactive approach to encouraging and implementing a safety culture. In 2013 - 2014 a comprehensive review of the Designated Work Groups occurred and a new model was confirmed. A number of new Health and Safety representatives and deputy representatives were elected and will commence in their roles in 2014 – 2015.

In 2013 – 2014 the STEPS Environmental Committee and Social Club were merged to create the Engagement Committee. The Committee is made up of staff and tenants of the Victorian Archives Centre who meet on a regular basis to organise events and charity drives.

In 2014, the Committee organised several activities including a Harmony Day lunch, a fundraiser for Seeing Eye Dogs Australia and activities aimed at raising awareness of environmental issues.

Planning The Disability Action Plan has been refreshed for another two years, with a committee meeting on a quarterly basis to ensure the plan remains relevant and that all actions are fully implemented.

The Aboriginal Employment Plan has been finalised with extensive consultation taking place with both internal and external stakeholders and a number of initiatives have already been implemented as a result of the two plans.

Development of Public Record Office Victoria’s management team continues to be a high priority with a twelve-month learning plan scheduled to take place in 2014 – 2015. This program will focus on the key areas of values and behaviours, resilience and effective management. A tailored training program will also be provided to all staff through a comprehensive internally facilitated program.

A new onboarding program was also implemented for all new employees to Public Record Office Victoria.

The program, which is inclusive of staff members, contractors and volunteers, takes a three step approach to integrating new-starters: • What a new employee needs to know prior to commencing.

• What a new employee needs to know upon commencement.

• What an employee needs to know in the first 90 days of their role.

42

Ladies physical culture class, VRI Melbourne, c.1932, VPRS 12903/P1, item box 011/03.

43 Exhibition: Streets of Melbourne.

“Given the volume of records held, it’s an amazing and fantastic source.”

Visitor

APPENDICES

Appendix 1: Assets, financial statement and workforce data Ongoing Employees

Fixed-term & Casual

49.4

8.6

52.4

7.0

Building assets

Fixed-term & Casual

Records repositories for storage of the State Archives and the State Government’s non-current records are located at North Melbourne and Ballarat. The Victorian Archives Centre in North Melbourne, including land, was valued in 2012 -2013 and is now valued at $59.9m.

FTE

Motor vehicles Public Record Office Victoria operates two vehicles: a sedan and a station wagon.

FTE

June 2013

64

45

19

June 2014

66

43

23

June 2014

FTE

Operating assets are used for the upkeep of the physical and digital repositories so public records can be stored safely and made available for public inspection.

These assets are the State’s archival collection. The collection was re-valued in 2012 - 2013 at $258.3m.

Part-time (Headcount)

Number (Headcount)

The assets include both community and operating assets in the following four categories:

Community assets

Full-time (Headcount)

Ongoing

Plant and operating equipment

FTE

Number (Headcount)

June 2013

Assets

Fixed-term & Casual

Ongoing

FTE

Number (Headcount)

FTE

Gender Female 41

29.9

5.8

42

31.9

4.4

Male 23

19.5

2.8

24

20.5

2.6

1.0

1.0

0

0

0

25-34 13

9.0

1.8

18

12.8

2.8

35-44 19

13.1

4.2

16

11.6

1.8

45-54 15

14.5

0

17

15.4

0.6

55-64 13

10..8

0.8

13

10.8

1.0

1.0

0.8

2

1.8

0.8

Executive 1

1.0

0

1

1.0

0

Financial statement 2012–13

2013-14

Operating

4,216,752

4,431,207

Salary and on-costs

5,512,839

5,461,456

Sub-total

9,729,591

9,892,664

Capital

580,079

586,810

Depreciation

3,989,233

3,811,861

Capital Assets Charge

4,452,000

4,452,000

Total Expenditure

18,750,903

18,743,334

Age Under 25 2

Over 65 2 Classification STS 1

0.8

0

1

0.8

0

Grade 6 7

5.9

0.8

6

4.9

0.8

Grade 5 7

6.0

1.0

9

7.8

1.0

Grade 4 17

12.6

1.6

19

14.4

2.2

Grade 3 15

10.9

3.2

15

11.5

2.0

Grade 2 16

12.2

2.0

15

12.0

1.0 Bourke Street, looking east from Queen Street 1880, VPRS 14515/P1, unit 40, item R681.

Exhibition: Streets of Melbourne.

44

45

APPENDICES

Appendix 2: Publications

Newsletters and journals

Appendix 3: Advice Issued

Public Record Office Victoria produces a range of publications including books, newsletters and journals and also webcasts. For a full list of current Public Record Office Victoria see www.prov.vic.gov.au/publications.

Government Services Record A quarterly e-newsletter of information and resources for records management professionals.

Section 12 of the Public Records Act 1973 requires the Keeper of Public Records to establish standards for the efficient management of public records and to assist public offices in the application of those standards to records under their control. The Act requires public offices to implement records management programs in accordance with the standards established by the Keeper.

Hardcopy publications are also available from Public Record Office Victoria’s online shop which you can access online www.prov.vic.gov.au/publications/ products-page. They are also available by contacting us at the address below:

Koorie Records Unit Newsletter A bi-annual e-newsletter from Public Record Office Victoria’s Koorie Records Unit.

For a complete list of advice and Retention and Disposal Authorities issued in 2013 - 2014 see: www.prov.vic.gov.au/ government.

POD Newsletter A quarterly e-newsletter for the Places of Deposit (POD) network.

Advice

Publication Sales Public Record Office Victoria PO Box 2100 North Melbourne VIC 3051

Provenance: The Journal of Public Record Office Victoria Public Record Office Victoria’s refereed scholarly journal, published annually in October, latest issue published 2013, issue 12, ISSN: 1832-2522.

Advice issued in 2013 – 2014.

Publications 2013 – 2014

PROVolunteers Monthly news about the Volunteers Program at Public Record Office Victoria.

Public Record Office Victoria produced the following publications during 2013 – 2014:

Books walata tyamateetj: A guide to government records about Aboriginal people in Victoria walata tyamateetj is the latest publication from Public Record Office Victoria’s Koorie Records Unit. This guidebook hopes to improve access to government records about Aboriginal people, families, communities and culture. walata tyamateetj is a free publication that is available at Public Record Office Victoria’s reading room in North Melbourne, or as a flip book on our website at: www.prov.vic.gov.au/publications.

Public Record Office Despatch Public Record Office Victoria’s monthly e-newsletter of events and activities.

Reading Room News A bi-monthly update on Public Record Office Victoria’s Reading Room.

These assist Victorian government agencies with applying the standards and provide guidance on specific issues

Title of advice

Issue date

Expiry date

Mobile Technologies and Recordkeeping Issues Paper

21/10/2013

N/A

Recordkeeping and the Environment Issues Paper

06/01/2014

N/A

Retention and Disposal Authorities Authorities issued in 2013 - 2014 PROS

Title of authority

Issue date

Expiry date

PROS 13/06

Retention and Disposal Authority for Records of the Department of Premier and Cabinet

29/07/2013

29/07/2023

PROS 13/07

Retention and Disposal Authority for Administrative Records of National Bodies

19/12/2013

No Date

(Total Number of Authorities issued: 2

Pupils at Lake Tyers School. VPRS 14562/P4, unit 6 Exhibition: walata tyamateetj: Carry Knowledge

46

47

“I bore everyone I know by telling them how cool this place is.”

Visitor

APPENDICES

Variations to existing authorities issued in 2013 - 2014 PROS

Title of authority

Issue date

Expiry date

PROS

Title of authority

Issue date

Expiry date

PROS 97/08

Retention and Disposal Authority for Records of the Building Commission Variation 7

19/12/2013

31/12/2016

PROS 04/04

Victorian Cervical Cytology Registry Variation 1

24/12/2013 31/12/2016

PROS 04/06

24/12/2013 No Date

PROS 99/02

Department of Treasury and Finance Records Disposal Schedule Variation 5

5/06/2012

31/12/2016

Retention and Disposal Authority for Records of Nurses Board of Victoria created prior to 1 July 2010 Variation 1

PROS 99/05

State Coroner’s Office Coronial Investigations Records Authority Variation 3

31/07/2013

31/07/2016

PROS 04/07

Office of Gaming and Racing Variation 1

23/12/2013 31/12/2016

PROS 99/06

Retention and Disposal Authority for Records of the Gas Safety Records Authority Variation 3

23/12/2013 31/12/2016

PROS 04/08

Victims of Crime Assistance Tribunal Variation 1

23/12/2013 31/12/2016

PROS 05/01

23/12/2013 31/12/2016

PROS 99/08

Gambling Refulation Function Variation 4

23/12/2013 31/12/2016

Retention and Disposal Authority for Records of Ombudsman Victoria Variation 2

PROS 05/05

Department of Infrastructure Records Authority Variation 5

23/12/2013 31/12/2016

Retention and Disposal Authority for Records of the Mental Health Review Board Variation 1

23/12/2013 31/12/2016

PROS 00/02 PROS 01/01

Schools Revcords Authority; Variation 5

23/12/2013 31/12/2016

PROS 05/06

Retention and Disposal Authority for Records of VicUrban Variation 1

23/12/2013 31/12/2016

PROS 01/02

Retention and Disposal Authority for Records of the Metropolitan Fire and Emergency Services Board Variation 2

23/12/2013 31/12/2016

PROS 05/07

Retention and Disposal Authority for Records of Equal Opportunity Commission Victoria Variation 1

23/12/2013 31/12/2016

PROS 01/03

Victorian Auditor-General’s Office Records Authority Variation 2

12/12/2013

31/12/2016

PROS 05/08

24/12/2013 No Date

PROS 02/01

General Retention and Disposal Authority for the Records for Higher and Further Education Institutions Variation 6

19/06/14

31/12/2014

Retention and Disposal Authority for Records of Melbourne 2006 Commonwealth Games Variation 1

PROS 05/09

23/12/2013 31/12/2016

PROS 02/03

Retention and Disposal Authority for Records of Environment Protection Authority Variation 1

15/04/2013 31/12/2016

Retention and Disposal Authority for Records of the Department of Sustainability and Environment Variation 1

PROS 06/02

23/12/2013 31/12/2016

PROS 03/01

Retention and Disposal Authority for the Legal Aid Function Variation 2

31/05/2013 31/12/2016

Retention and Disposal Authority for Records of the Victorian Poisons Information Centre Variation 1

PROS 06/05

9/08/2013

PROS 03/02

Office of the Public Advocate Variation 1

19/02/2014 No Date

Retention and Disposal Authority for Records of the Victorian Electoral Function Variation 2

PROS 03/03

Victorian Managed Insurance Authority Variation 1

23/12/2013 31/12/2016

PROS 07/05

Retention and Disposal Authority for Records of State Trustees Limited 10/10/2013 20/08/2017 Variation 1

PROS 04/01

Department of Primary Industries Variation 1

23/12/2013 31/12/2016

PROS 08/12

09/07/2013

12/02/2019

PROS 04/02

Residential Tenancies Bond Authority Variation 1

23/12/2013 31/12/2016

Retention and Disposal Authority for Records of Child Protection and Family Services Functions Variation 2

PROS 11/02

18/12/2013

21/03/2021

PROS 04/03

Office of Public Prosecutions Variation 1

23/12/2013 31/12/2016

Retention and Disposal Authority for Records of the Supreme Court Variation 1

4/12/2016

(Total Number of Variations issued: 31)

48

49

Map of Melbourne, VPRS 8168/P2, unit 6166.

Exhibition: Streets of Melbourne.

Appendix 4: Approved Public Record Office Storage Suppliers (APROSS) APROSS sites are commercial facilities that have been inspected by Public Record Office Victoria and approved for the storage of temporary and unsentenced public records.

No APROSS sites were approved or reappointed in 2013 – 2014. For a complete list of APROSS sites see www.prov.vic.gov.au/government/archival-supplies-and-storage.

Appendix 5: VERS-compliant Products After testing conducted by Public Record Office Victoria, the following systems have demonstrated a capability of meeting either all or part of the requirements for long-term electronic records management outlined in PROS 99/007: Standard for the Management of Electronic Records (also known as the VERS standard). Systems may be certified against some or all of the specifications listed in the standard.

Please note the products listed below were certified as VERS-compliant in 2013 – 2014. For a complete list please refer to the VERS compliance page on the Public Record Office Victoria website: www.prov.vic.gov.au/government/ vers/implementing-vers/vendor-assessment.

Product

Vendor

Spec 1

Spec 2

Spec 3

Spec 4

Spec 5

Info-Organiser VERS Edition 10.1.0.0

IOS Technologies Pty Ltd

November 2013*

November 2013*

April 2014

February 2014 April 2014

Oracle WebCentre Content 11GR 1.1.1.6.0

Oracle Australia Pty Ltd

February 2014*

February 2014*

June 2013

May 2013

May 2013

Info-Xpert EDRMS 8.3

Info-Xpert Pty Ltd.

November 2013*

November 2013*

April 2014

September 2013

April 2014

HP Records Manager 8.0

Hewlett Packard

January 2014#

January 2014#

January 2014#

January 2014#

January 2014#

* Denotes conditions associated with certificate. # Denotes a product that was self-certified by the vendor, attesting that the VERS functionality remains unchanged from a previous version of the product that was assessed by PROV staff members.

50

51

“The staff were very helpful with my research.

10 star-rating!”

Visitor

APPENDICES

Appendix 6: 2013 Sir Rupert Hamer Records Management Award Winners Victorian Government Agency Awards Small Agency Category Winner: Cardinia Shire Council Project: Paper Independence – supporting the activity based working environment – a cultural revolution This project focussed on training and improving business processes to enable a more efficient and responsive service through the Council. Cardinia Shire Council is the first Council to adopt an activity based working model which has transformed the Council from being totally dependent on paper into an office with a fully mobile workforce and a 100% total records and information management (TRIM) system user rate.

Large Agency Category

Certificate of Commendation: Murrindindi Shire Council

Regional/Rural Agency Category

Certificate of Commendation: Department of Human Services

Project: Pilot Tenders and Contract Electronic Content Management (ECM) – a Paperless System

Project: Records Management Program – addressing storage issues to meet regulatory and community expectations

The Paperless System project was implemented to improve productivity, reduce waste and improve the integrity of Council’s tender submission and evaluation process. The procurement team took ownership of the project and changed the whole process from paper to electronic based.

Certificate of Commendation: Alpine Shire Council, Murrindindi Shire Council & Wannon Region Water Corporation

More than 86,000 boxes and registers and 30,000 files were fully indexed in TRIM in the Wards Records Indexing Project which formed a large part of the Department of Human Services Records Management Program in 2013.

This enabled agencies to meet requests made by the Royal Commission into Institutional Responses to Child Sexual Abuse to access these vitally important records.

Certificate of Commendation: Royal Women’s Hospital and Alfred Health joint venture as Womens@Sandringham (W@AS)

Certificate of Commendation: Wellington Shire Council

Project: Womens@Sandringham Medical Record Project

Project: 151 year old records uplifted due to pending office closure

In 2013 the Royal Women’s Hospital and Alfred Health partnered to implement obstetric and gynaecology services at Sandringham Hospital. Key to the success of this project was the implementation of a shared medical record number for Royal Women’s Hospital patients who were being treated at Sandringham Hospital. Good records management and the use of metadata within these two organisations have had an extremely important impact, one that could even save lives.

With an impending move to another location, Wellington Shire Council successfully sorted and sentenced many sets of records; some dating back to the 1860s, borne from many council amalgamations, and arranged for either destruction or transfer to a temporary storage facility or to Public Record Office Victoria, all whilst making sure the data was entered into their electronic document and management system (EDRMS).

Medium Agency Category Winner: Mildura Rural City Council Project: Electronic Records Capture Project – Family Day Care Previously Mildura Rural City Council Family Day Care Field Officers were required to locate hard copy files and write notes for home visits and transcribe the information back at the office. Now, using this pioneering system, Field Officers have laptops where they can locate the Council network and capture information remotely, making operational and recordkeeping processes more efficient.

Regional/Rural Agency Category Certificate of Commendation: Alpine Shire Council, Murrindindi Shire Council & Wannon Region Water Corporation Project: Barcode Central Since 1993, Alpine Shire Council has dealt with a number of major natural disasters including floods and droughts. A vast amount of records were created covering recovery events and contract works. Working with a hard copy system only, and with historical files from many amalgamated Councils, Alpine Shire Council successfully implemented a barcode system that enables staff to track all previously untrackable files.

Certificate of Commendation: Wannon Region Water Corporation (Wannon Water) Project: Renovating Recordkeeping at Wannon Water Wannon Water successfully implemented a new Business Classification Scheme and changed the recordkeeping culture of the organisation through training programs, great communication and marketing tools which successfully engaged their staff across their 29 sites

52

Medium Agency Category Winner: Mildura Rural City Council Project: Electronic Records Capture Project – Family Day Care Previously Mildura Rural City Council Family Day Care Field Officers were required to locate hard copy files and write notes for home visits and rekey the information back at the office. Now, using this pioneering system, Field Officers have laptops where they can locate the Council network and capture information remotely, making operational and recordkeeping processes more efficient.

Large Agency Category

Project: Barcode Central Since 1993, Alpine Shire Council has dealt with a number of major natural disasters including floods and droughts. A vast amount of records were created covering recovery events and contract works. Working with a hard copy system only, and with historical files from many amalgamated Councils, Alpine Shire Council successfully implemented a barcode system that enables staff to track all previously untrackable files.

Most Valuable Transfer to Public Record Office Victoria Winner: Office of Public Prosecutions Project: Prosecution and Litigation Records Transfers The Office of Public Prosecutions have established effective and efficient recordkeeping processes taking great care to ensure they meet Public Record Office Victoria specifications and requirements. This process is now part of Office of Public Prosecutions standard practices.

Certificate of Commendation: Department of Human Services

Community Archives Awards

Project: Records Management Program – addressing storage issues to meet regulatory and community expectations

Winner: Gold Museum, Ballarat

More than 86,000 boxes and registers and 30,000 files were fully indexed in TRIM in the Wards Records Indexing Project which formed a large part of the Department of Human Services Records Management Program in 2013.

This enabled agencies to meet requests made by the Royal Commission into Institutional Responses to Child Sexual Abuse to access these vitally important records.

Certificate of Commendation: Royal Women’s Hospital and Alfred Health joint venture as Womens@Sandringham (W@AS) Project: Womens@Sandringham Medical Record Project In 2013 the Royal Women’s Hospital and Alfred Health partnered to implement obstetric and gynaecology services at Sandringham Hospital. Key to the success of this project was the implementation of a shared medical record number for Royal Women’s Hospital patients who were being treated at Sandringham Hospital. Good records management and the use of metadata within these two organisations have had an extremely important impact, one that could even save lives.

Category One Project: Onsite and online…. expanding access to the Gold Museum collections As part of a complete upgrade of buildings and systems, the Gold Museum implemented a new Vernon Collections system which enabled all of its data to be published on the web providing online access to this historic collection to users all over the world. In the last twelve months, the Gold Museum has published over 64,000 collection records online, over 6000 with accompanying images.

Category Two Winner: Australian Jazz Museum (formerly Victorian Jazz Archive) Project: Taking it to the World – a Jazz Digitisation Project The Australian Jazz Museum created an extensive searchable web based catalogue, placing emphasis on enhancing the value of their digital resources by uploading over 1000 images to the database enabling users to gain a deep insight into Victoria’s rich jazz history.

53

APPENDICES

Appendix 7: 2013 Victorian Community History Award Winners Victorian Community History Award Recognising the most outstanding community history project submitted in any category: Winner: Victoria’s Iron Lacework: The Founders, Part A by Robin A Vowels This is the first volume of a very large work that meticulously documents information about designers and producers of iron lacework in Victorian buildings, with a focus on Melbourne.

History Publication Award Award for a non-fiction publication or e-publication on Victorian history: Winner: Harvester City: The making of multicultural Sunshine 1939–1975 by Olwen Ford Clearly written and carefully documented, this large book provides comprehensive coverage of Sunshine from the outbreak of war in 1939 to 1975 and builds on Ford’s earlier work, Harvester Town. The book’s great strength and distinctive contribution to Australian history is its focus on the post-war immigration that transformed Sunshine from an Australian-born community into a multicultural city.

Local History - Small Publication Award Award for the best small publication: Winner: Water Races and Tin Mines of the Toora District: A Short History of the Tin Mines at Granite Bar and Toora by Coleen Bower This book deals with the little known history of tin mining in the Toora district of South Gippsland. Bower meticulously traces the tin mining leases and tin mines using maps and reports drawn from Public Record Office Victoria and government publications.

54

Local History Project Award

Historical Interpretation Award

Judge’s Special Prize for Excellence

Award recognising activities that enhance access to records of significance to local communities:

This Award recognises unique formats of historical representation, such as exhibitions, artistic interpretation, history walks and tours.

Winner: A Whirr of Many Wheels. Cycling in Geelong. A Chronicle from 1869 to 1980 by Rod Charles

Winner: Flyers of Time: Pioneer Aviation in Country Victoria.

The First Fifty Years. A Collection by Kevin O’Reilly Drawing from a seemingly exhaustive examination of regional newspapers, this large book reproduces an extraordinary quantity of documents and images spanning the first fifty years (1910 – 1960) of aviation in country Victoria and the Riverina. The author covers a breadth of aspects including first flights, barnstormers, the birth of commercial aviation, air races and air pageants.

Collaborative Community History Award Recognising the best community collaborative work which involves significant contribution from several individuals, groups or historical societies: Winner: Through Their Eyes: A Glimpse into the Lives of Women from Benalla & District by Benalla & District Historical Society and Benalla Family Research Group A joint venture undertaken by the Benalla and District Historical Society and the Benalla Family Research Group which brings together over 80 biographical entries grouped under themes such as On the Land and Serving the Community. This book gives insight into the social history of Benalla; the hardships endured by women and their remarkable achievements in family and public life.

Multimedia History Award Award for best presentation of history using non-print media, such as multimedia exhibitions, radio, website and podcasts.

Winner: The Monster Meeting, The Great Meeting of Diggers 4 pm 15 December 1851 by Chewton Domain Society This engaging entry commemorates the Monster Meeting of Diggers at Chewton in December 1851. The meeting protested against La Trobe’s plan to double the gold licence fee and was a precursor to later movements in Bendigo and Ballarat. The CDs and accompanying booklet tell the story of the Monster Meeting in song, re-enactment, interviews and spoken narrative.

This book, which combines the authors enthusiasm for cycling and Geelong, is an immense volume about the introduction, adoption and utility of bicycles in the Geelong region and beyond. The author traces the development and adoption of bicycle styles from velocipedes to high bicycles to safety bicycles and examines the manufacturing and servicing trade that was an integral part of keeping the wheels whirring.

Appendix 8: Approved Places of Deposit for Temporary Records Places of Deposit are community facilities that meet the storage standards required by Public Record Office Victoria to preserve records of significance to local communities.

For a complete list of Places of Deposit see www.prov.vic.gov.au/community-programs/places-of-deposit.

Places of Deposit appointed 2013 – 2014 Name of organisation

Date appointed

Location

Victorian Jazz Archive Inc

13 February 2014

“Koomba Park” 15 Mountain Highway Wantirna Vic 3152

Steiglitz Historical Society

13 February 2014

Former Catholic Church Meredith Steiglitz Road Steiglitz Vic 3331

Genealogical Society of Victoria Inc

13 February 2014

Level B1 257 Collins Street Melbourne Vic 3000

Winner: A Guide to Pioneer Graves in the Mornington Cemetery by Valerie Wilson This clear and easy to use website lists approximately 120 pioneer graves located in the Mornington cemetery. Information provided on the website includes biographical information on the person, photographs and grave location details. It is an admirable piece of research combined with simple but valuable use of online resources to provide information to the public.

55

APPENDICES

Appendix 9: Local History Grants Program The Local History Grants Program provides small grants to community organisations to support the cost of projects that preserve, record or publish Victorian local history. For more information on the program visit: www.prov.vic.gov.au/community-programs/grants-awards/local-history-grants.

Local History Grant Recipients 2013 – 2014

Funded Organisation

Project

Funding

Koonung Cottage Community House

Koonung Cottage History Website

$2,450

Lakes Entrance Regional Historical Society Inc.

Girls of Our Town

$2,994

Leongatha and District Historical Society

The Leongatha Historic Plaque Project

$5,345

Funded Organisation

Project

Funding

Lions Club of Camperdown Inc.

Camperdown History Interpretive Plaques Project

$6,660

The Australian National Aviation Museum

Cataloguing of Australian Aircraft Restoration Group Archive Collection

$1,800

Mallee Family Care Inc.

Preservation & Online Publication of the Frank Zaetta 1956 Flood Photography

$2,610

Ballarat Masonic Centre - Roger Porteous Library and Robert Bell Archive

Archive Preservation, Digitisation and Online Public Access

$13,000

Malvern Historical Society Inc.

So I've Heard: Oral Recollections of Malvern.

$2,418

Maryborough Family History Group Inc.

A Social Ramble through the Maryborough Cemetery Book

$2,810

Ballarat Tramway Museum

Interpretation Panels on Ballarat’s Trams Heritage: Horsepower and Electric Power

$5,000

Marysville and District Cricket Club

Marysville Clubroom Historic Memorabilia

$2,500

Living Museum Product Digitisation

$10,000

Bayside Library Service

Digitisation of Brighton Southern Cross 1896 - 1913 on Trove

$11,918

Melbourne's Living Museum of the West.

Mitchell Community Radio

The First Coach Stop. Series Two

$1,055

Beechworth Arts Council

The Peace of Our Time Heritage Trail

$3,200

Beechworth Cemetery - Digitising of Archival Records for Public Access

$8,180

The Hall on the Hill: A History of the Frankston Mechanics' Hall and Free Library 1873 to 2013

$3,000

Beechworth Cemetery Trust

Mornington Peninsula Family History Society

Digitisation the Penshurst Free Press 1901-1913

$4,368

Broadmeadows Historical Society Inc

Digitisation and Preservation Project

$6,452

Mount Rouse and District Historical Society Inc.

Central Highlands Libraries

Digitisation of Ballarat Directories

$2,800

Nagambie and District Historical Society

Conservation and Cataloguing the Collection

$2,855

Churchill and District News

Looking Back: An Oral History

$1,233

National Trust of Australia (Victoria)

Barwon Park Orchard and Wine Cellar Experience

$9,430

City of Moorabbin Historical Society Box Cottage Museum

Display Cabinet and Mannequin for Mary Box Wedding Dress circa 1918

$2,500

Nillumbik Shire Council

Nillumbik Heritage Booklet

$12,940

Cottage by the Sea

Conservation and Presentation of Cottage by the Sea History

$9,875

Port Arts Network

Portarlington History Trail

$1,200

Echuca Historical Society Inc.

Conserve 1872 Echuca: Illustrated Photographic Collection

$2,265

Port Fairy to Warrnambool Rail Trail Committee Inc.

Identifying the Stations along the Warrnambool to Port Fairy $3,750 Rail Trail

Field Naturalists Club of Victoria

Publication of FNCV History

$8,000

Red Cliffs and District Historical Society

Our Town Red Cliffs

$1,260

Friends of the McKay Memorial Gardens Inc.

McKay Memorial Gardens Oral History Project

$4,960

Red Rock Progress Association

Red Rock District Heritage Project

$2,673

Goulburn Valley Regional Library Corporation

Rural Life Stories across the Goulburn Valley

$5,360

Seymour and District Historical Society Inc.

Seymour and District Historical Society 50 th Anniversary Project

$7,000

Greensborough Historical Society Inc.

Creation of Website for Greensborough Historical Society Inc.

$5,000

South Gippsland Radio 3mFM Inc.

3mFM Oral Histories from South Gippsland

$2,700

Springthorpe Owners Corporation

Springthorpe and La Trobe Heritage Project

$15,000

Harrow Bush Nursing Centre

Publication of Pathways to Harrow 2013

$3,438

St Kilda Historical Society

$10,100

Heide Museum of Modern Art

Heide Scarred Tree

$9,000

Preserving the History of Community Activism in St Kilda Espy Hotel Campaign 1997 - 2003

Heytesbury and District Historical Society

Antares Commemorative Plaque

$1,282

St. Aloysius College

Conservation and Cataloguing of Objects and Records

$2,000

Stonnington History Centre

Digitising the Prahran Chronicle, 1882 -1906

$12,600

Heywood Pioneer Wagon Shed and History Group

Dairying, Milk Transport and Cheese Making in the Heywood District

$5,500

Swan Hill Regional Library

Swan Hill Region Digitisation and Preservation Project

$11,085

Tallarook Mechanics Institute

'There's Nothing Crook in Tallarook' (digital history timeline)

$9,000

Kilcunda Bass Cricket Club

A long Innings - Towards 150 Years of Cricket Along the Waterline.

$3,700

The Dunrobin Public Hall Committee of Management

Dunrobin Public Hall Centenary Celebrations

$2,000

Kingston City Council

Kingston Indigenous Walking Trail

$8,995

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APPENDICES

PUBLIC RECORD OFFICE VICTORIA GLOSSARY

Funded Organisation

Project

Funding

The Melbourne Athenaeum Inc.

2nd revised edition - If the Walls Could Speak: A Social History of Mechanics' Institutes of Victoria

$15,000

The Regent Theatre

The Regent Theatre archive project

$10,541

Torquay and District Historical Society

Virtual Collection project

$6,408

Wangaratta Family History Society Inc.

Digitise and Index the Rates Books 1937 - 1939 with a Searchable Database

$10,678

Wangaratta Historical Society Inc.

Aboriginal Artefacts Exhibition

$1,925

Warrandyte Primary School

Warrandyte Primary School 150 Anniversary Archive Book and DVD

$2,500

Waterloo Community Group Inc.

Publishing Our Waterloo History Book

$3,500

Williamstown High School

100 Years and Counting Digitisation Project

$4,000

Wimmera Regional Library Corporation

The Jane Duff 'Lost in the Bush' Film Digitisation

$2,227

Wonwondah Hall Volunteer Group

Restoration of District Tennis Club Premiership Photos

$564

Woodvale Progress Association Inc.

Woodvale Historical Trail

$8,335

Yarra Libraries (City of Yarra)

Digitisation of and Access to Richmond Rates Records 1857 -1865

$3,520

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th

Four dial clock Flinders Street 1909, VPRS 12800/P1, 59 H3083.

Exhibition: Streets of Melbourne.

GLOSSARY

advice

A document issued by Public Record Office Victoria providing advice to Victorian agencies on a recordkeeping issue. (Includes formal advice about standards, policies, as well as forms and other tools to help Victorian government agencies manage and use public records.)

Approved Public Record Office Storage Supplier (APROSS)

A commercial storage facility which has been appointed by the Keeper of Public Records under s.12 of the Public Records Act 1973 following an inspection regarding its suitability for the storage of public records. Records held in an APROSS are deemed to be under the custody of the controlling agency.

archives

Records that are considered to have continuing or permanent value that have been, or will be, transferred to the custody of an archival organisation; also used to refer to the buildings in which archival records are stored and to organisations that have responsibility for archival records (Private lives, public records).

digital / electronic record

digitised record / digital image

disposal authority

public record

(b) any record made or received by a court or person acting judicially in Victoria— but does not include— (c) a record which is beneficially owned by a person or body other than the Crown or a public office or a person or body referred to in s. 2B [of the Public Records Act 1973]; or (d) a prescribed record held for the purpose of preservation by a public office to which it was transferred before the commencement of the Arts Institutions (Amendment) Act 1994 by a person or body other than the Crown or a public office; or (e) a record, other than a prescribed record, held for the purpose of preservation by a public office to which it was transferred, whether before or after the commencement of the Arts Institutions (Amendment) Act 1994, by a person or body other than the Crown or a public office.

A record produced, housed or transmitted by electronic means rather than physical means. A record expressed in an electronic digital format. A record stored in a form that only a computer can process.

An electronic reproduction of a picture, photograph or physical item (e.g. letter or document) that can be stored on computer or disk, and can be viewed, transmitted, manipulated and/or printed via computer. A subset of digital records (Private lives, public records).

Public records may be divided into business records, ephemeral records and personal records. reading room

Area set aside at Public Record Office Victoria centre for public access to records

record

Something that documents a particular event or decision, or a document and its contents that have some evidentiary value.

A legal document that defines the retention periods and consequent disposal actions authorised for specific classes of records (AS 4390.1 - 1996).

A record can take many forms: A document in writing

Retention and Disposal Authorities (RDAs): Standards issued by the Keeper under section 12 of the Act that defines the minimum retention periods and consequent disposal action authorised for classes of records which are described in it. RDAs provide continuing authorisation for the disposal of these classes of records. RDAs may be specific to an agency or applicable to more than one agency.

A book, map, plan, graph or drawing A photograph A label marking or other writing which identifies or describes anything of which it forms part, or to which it is attached by any means whatsoever

Single Instance Disposal Authorities (SIDAs): A formal instrument issued by the Keeper in accordance with this standard that authorises the retention period and consequent disposal action for the records which are described in it. Unlike an RDA, a SIDA does not authorise continuing disposal of the classes of records that have been appraised within it. permanent records

place of deposit (POD)

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A disc, tape, soundtrack or other device in which sounds or other data (not being visual images) are embodied so as to be capable (with or without the aid of some other equipment) of being reproduced therefrom A film, negative, tape or other device in which one or more visual images is embodied so as to be capable (as aforesaid) of being reproduced therefrom

A public record which has been appraised by the Keeper of Public Records as required to be kept as part of Victoria’s State Archives. Permanent records are specified in Retention and Disposal Authorities issued by the Keeper.

A facility or area appointed under section 14 of the Public Records Act 1973, to store specified classes of records. A POD may be appointed to hold temporary records which would otherwise be destroyed; or certified by the Keeper of Public Records as a POD Repository to hold State Archives on behalf of Public Record Office Victoria.

Records held in a POD are deemed to be under the custody and control of the Keeper of Public Records.

(a) Any record made or received by a public officer in the course of his duties; and

Anything whatsoever on which is marked any words, figures, letters or symbols which are capable of carrying a definite meaning to persons conversant with them (AS ISO 15489.1). recordkeeping

‘Making and maintaining complete, accurate and reliable evidence of business transactions in the form of recorded information.’

records management

‘Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.’

repository

The building (or part of the building) in which the archival collection or holdings are housed.

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Station Masters Office, Flinders Street Station, original buildings, VPRS 12800/P1, H1801.

Exhibition: Streets of Melbourne.

GLOSSARY

retention and disposal authority

See Disposal Authority

series

A group of records which are recorded or maintained by the same agency (or agencies) and which: Are in the same numerical, alphabetical, chronological or another identifiable sequence; or Result from the same accumulation or filing process, perform the same function or may be of similar physical shape or information content.’

standard

A set of criteria that states a level of requirement for Victorian agencies. Standards are established by the Keeper of Public Records under the Public Records Act 1973.

Standards can be compliance-oriented or oriented towards best practice.

temporary records

A public record which has been appraised by the Keeper of Public Records as being required to be kept for a specific period of time for legislative or other requirements, before it can be destroyed. Destruction must be in accordance with standards issued under section 12 of the Public Records Act 1973. Temporary records are specified in Retention and Disposal Authorities issued by the Keeper.

transfer

The removal of public records from the offices which have created or inherited them to another location or body. Change of custody, ownership and/or responsibility for records. (e.g. from the agency to Public Record Office Victoria).

unsentenced records

Records which have not yet been appraised and whose status is therefore not yet determined (Public Records Act 1973).

VERS

Victorian Electronic Records Strategy: a framework of standards, guidance, training, consultancy and implementation projects, centred on the goal of reliably and authentically archiving electronic records

VERS Encapsulated Object A record which has been encapsulated using eXtensible Markup Language (XML) as (VEO) outlined in PROS 99/007 Specification 3, conforms to the VERS metadata scheme as outlined in PROS 99/007 Specification 2 and which contains documents expressed in a long term preservation format as outlined in PROS 99/007 Specification 4.

VPRS

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An abbreviation for Victorian Public Record Series. A VPRS number is allocated to each record series when it is transferred to Public Record Office Victoria.

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