Public Record Office Victoria Annual Report 2012-2013

PUBLIC RECORD OFFICE VICTORIA

Annual Report to the Minister 2012–2013 A report from the Keeper of Public Records as required under section 21(1) of the Public Records Act 1973

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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 2012–2013 September 2013 © Copyright State of Victoria 2013 Copyright State of Victoria through Public Record Office Victoria 2013

Except for any logos, emblems, and trade marks, this work (Public Record Office Victoria Annual Report to the Minister 2012–13) 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

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

Front cover image: Poster 194 Lorne Take a Kodak VPRS 12903- P0001 547/03

PUBLIC RECORD OFFICE VICTORIA

Annual Report to the Minister 2012–2013 A report from the Keeper of Public Records as required under section 21(1) of the Public Records Act 1973

CONTENTS

Hon Heidi Victoria MP Minister for the Arts

5 PUBLIC RECORD OFFICE VICTORIA 6

Purpose and Objectives

7

Message from the Director

8

Public Records Advisory Council

10

Overview

15 REPORT ON PERFORMANCE

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 2013.

Yours sincerely

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Highlights 2012–2013

25

Output measures 2012–2013

26

Public Record Office Victoria strategic initiatives 2012–13

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Remodel the transfer service

26

Refresh VERS

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Enhance Public Record Office Victoria’s Standards

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Expand Public Record Office Victoria’s Policy Framework

28

Build Collection Support

30

Promote Collection Usage

34

Foster an Information Management Culture

35

Embed Sustainability

35

Upgrade Public Record Office Victoria’s Infrastructure

36

Build Organisational Capacity

37 APPENDICES Justine Heazlewood Director and Keeper of Public Records

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Appendix 1: Assets, financial statement and staff profile

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Appendix 2: Publications

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Appendix 3: Advice Issued

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

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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: 2012 Victorian Community History Award Winners

45 GLOSSARY

“Very helpful – assistance was crucial in helping me find the records I wanted.”

PURPOSE Public Record Office Victoria’s Vision Statement is ‘Public Records Publicly Available’.‘Public Records Publicly Available’ seeks 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.

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PURPOSE AND OBJECTIVES

MESSAGE FROM THE DIRECTOR

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

Daily Operations

Values

Public Record OfďŹ ce 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 OfďŹ ce Victoria operates, and speciďŹ es the core functions of Public Record OfďŹ ce 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:

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 OfďŹ ce Victoria actively implements, promotes and supports these values. Public Record OfďŹ ce 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:

t & TUBCMJTI TUBOEBSET GPS UIF FGmDJFOU NBOBHFNFOU PG QVCMJD records including creation, maintenance, security, selection of those worthy of preservation, transfer for archiving, and segregation or disposal of those not worthy of preservation. t " TTJTU QVCMJD PGmDFST UP BQQMZ UIFTF TUBOEBSET UP SFDPSET under their control. t 5 BLF QVCMJD SFDPSET JOUP DVTUPEZ QSFTFSWF BSDIJWFT BOE provide security. t $ MBTTJGZ SFDPSET BOE QVCMJTI JOEFYFT BOE HVJEFT UP GBDJMJUBUF access. t 1 SPWJEF GBDJMJUJFT GPS WJFXJOH BOE NBLF SFDPSET JO DVTUPEZ accessible. t %VQMJDBUF PS SFQSPEVDF BOE BVUIFOUJDBUF QVCMJD SFDPSET

Mission Statement To support the efďŹ cient 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 OfďŹ ce Victoria has identiďŹ ed three outcomes that represent the ongoing goals for the organisation: t 1 SFTFSWBUJPO UIF SFDPSET PG (PWFSONFOU BSF QSFTFSWFE TP that they are available and accessible for as long as they are required. t .

BOBHFNFOU UIF SFDPSET PG (PWFSONFOU BSF NBOBHFE UP enable accountability, efďŹ ciency and innovation. t 6 UJMJTBUJPO UIF SFDPSET PG (PWFSONFOU BSF VTFE CZ communities to connect to their history and culture.

t 3 FTQPOTJWFOFTT 1VCMJD 3FDPSE 0GmDF 7JDUPSJB QSPWJEFT accurate and impartial advice to Government and delivers quality services to the Victorian community. Public Record OfďŹ ce Victoria is open to new ideas and different approaches that will achieve the most effective results. t * OUFHSJUZ 1VCMJD 3FDPSE 0GmDF 7JDUPSJB JT PQFO BOE IPOFTU JO dealing with colleagues, clients, stakeholders and the Victorian community. Public Record OfďŹ ce Victoria strives to provide equal access to all products and services, act responsibly and avoid any real or apparent conicts of interest. t * NQBSUJBMJUZ 1VCMJD 3FDPSE 0GmDF 7JDUPSJB NBLFT EFDJTJPOT BOE provides advice that is fair, objective and without self-interest.

Public Record OfďŹ ce Victoria works to serve the public good. t " DDPVOUBCJMJUZ 1VCMJD 3FDPSE 0GmDF 7JDUPSJB TUBGG NFNCFST operate transparently and take responsibility for their own actions. Public Record OfďŹ ce Victoria maintains a sustainable workplace environment and seeks to achieve the best use of resources.

The past year has been another exciting one for Public Record OfďŹ ce Victoria with many notable highlights. 2013 marks our 40th Anniversary and to celebrate this milestone we have chosen a selection of interesting, beautiful, quirky and humorous images which showcase how diverse our collection has become over the past 40 years.

Throughout 2012-2013 we have continued to focus on raising the proďŹ le of Public Record OfďŹ ce Victoria within the Victorian community. Our goal is to encourage more public awareness of and interaction with our collection and one of our most notable highlights for the year did exactly that. On 20 April 2013 we held an Open Day at the Victorian Archives Centre in North Melbourne. The Open Day was a great opportunity for us to promote what we do and why we do it. The public were offered a behind the scenes look at our fascinating collection with a range of talks, tours and information sessions offered all day. The day was a major success attracting almost 500 visitors many of whom were new to Public Record OfďŹ ce Victoria.

We continued to raise public awareness through exhibitions held at both the Victorian Archives Centre and the Old Treasury Building. This year as part of our Open Day celebrations we held a special exhibition at the Victorian Archives Centre titled Victoria: On Record. This exhibition was curated by Public Record OfďŹ ce staff using a selection of images, records and artefacts collected over the past 40 years, many of which we have used throughout this report. This exhibition will now form part of our travelling exhibitions programme.

This year also marks the fourth year of a partnership deal that allows Public Record OfďŹ ce Victoria to showcase exhibitions at the Old Treasury Building. Our exhibition, Trams: Moving Pictures has been a resounding success for both Public Record OfďŹ ce Victoria and the Old Treasury Building. The exhibition is being extended through 2013 to be part of the 2013 Melbourne Festival.

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As always the outstanding work that Public Record OfďŹ ce Victoria produces could not have been achieved without the incredible support of our volunteers.

While we have been building our public proďŹ le we have also been strengthening our relationships with the agencies that transfer records to Public Record OfďŹ ce Victoria and have made the collection the treasure trove it is today. This year Land Victoria commenced the transfer of 3.8 million paper land titles to Public Record OfďŹ ce Victoria. The transfer includes mining leases, crown leases and freehold titles, dating from 1863 to 2002, and is one the largest and most signiďŹ cant physical transfers to be undertaken to Public Record OfďŹ ce Victoria.

As always the outstanding work that Public Record OfďŹ ce Victoria produces could not have been achieved without the incredible support of our volunteers. This year 117 volunteers contributed a total of 20,427 hours of their time to Public Record OfďŹ ce Victoria projects. This is the most hours ever delivered by our volunteers in a single ďŹ nancial year.

I would also like to extend my thanks to the Public Records Advisory Council for their support throughout the year. This year we welcomed four new members to the Council, Andrew May, Anita Jack, Kathryn Dan and Debbie Prout. I would like to welcome our new members and also thank our long standing members, Jim Berg, Susie Zada and Sue McKemmish for their continued commitment to the Council; I look forward to working with them closely in the year to come.

t 3 FTQFDU 1VCMJD 3FDPSE 0GmDF 7JDUPSJB SFTQFDUT JUT DPMMFBHVFT public ofďŹ cials and members of the Victorian community and treats them fairly and objectively. Public Record OfďŹ ce Victoria is inclusive and does not tolerate harassment, bullying or discrimination. t - FBEFSTIJQ 1VCMJD 3FDPSE 0GmDF 7JDUPSJB QSPNPUFT CFTU practice in recordkeeping and innovation. Public Record OfďŹ ce Victoria leads by example by creating positive and productive working relationships. Public Record OfďŹ ce Victoria supports, motivates and strives to develop its staff to reach their full potential. t ) VNBO 3JHIUT 1VCMJD 3FDPSE 0GmDF 7JDUPSJB SFTQFDUT BOE supports the Charter of Human Rights and Responsibilities in all decisions and advice and abides by all appropriate legislation. t $ PMMBCPSBUJPO 1VCMJD 3FDPSE 0GmDF 7JDUPSJB DPOTVMUT and engages with the Victorian community, clients and stakeholders. Public Record OfďŹ ce Victoria provides customer service that most effectively meets the needs of clients and stakeholders.

Justine Heazlewood Director and Keeper of Public Records

“Fast records access, accessible staff who are familiar with the collections.�

PUBLIC RECORDS ADVISORY COUNCIL

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Associate Professor Andrew May, Historical research (academic) Associate Professor Andrew May is the Public Records Advisory Council representative specialising in the area of historical research (academic). Mr May joins the Council from the School of Historical and Philosophical Studies at the University of Melbourne. Mr May is a social historian with broad interests across urban, colonial and imperial history. As well as serving on the Council, he has served on advisory committees including the National Archives of Australia, Heritage Victoria, the National Trust and Melbourne Museum.

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Professor Sue McKemmish, Information and records management

Establishment and Functions 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: (a) In consultation with the Keeper of Public Records, shall promote cooperation between Public Record Office Victoria and public offices; and (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 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 2012–2013 comprised:

Ms Kathryn Dan, Records management Kathryn Dan is the Public Records Advisory Council representative specialising in the area of records management. Ms Dan leads the University of Melbourne’s records management program and has over 20 years experience in archives and records management. Ms Dan has also held senior roles within the government and university sectors and is a past president of the Australian Society of Archivists. Ms Dan is particularly interested in the retention and disposal of records and the development of standards to encourage good records management practice.

Mr Jim Berg, Indigenous heritage Jim Berg is the Public Records Advisory Council representative specialising in the area of Indigenous heritage. Mr Berg is a Koorie elder and was the founding Chief Executive Officer of the Koorie Heritage Trust Inc. Mr Berg has served on the Council for 17 years, including two years as Council President.

Mr Berg brings to the Council, a wealth of knowledge about the promotion, preservation and protection of Victorian Koorie records and culture.

Professor Sue McKemmish is the Public Records Advisory Council representative specialising in the area of information and records management. Professor McKemmish is the Director of the Centre for Organisational and Social Informatics at Monash University, where she directs the postgraduate teaching programs in records and archives. Professor McKemmish has published extensively on recordkeeping in society, records continuum theory, recordkeeping metadata, and archival systems.

Ms Debbie Prout, Information and records management Ms Penny Hutchinson (Departmental nominee), Department of Premier and Cabinet Penny Hutchinson is the Public Records Advisory Council departmental nominee representing the Department of Premier and Cabinet (DPC). Ms Hutchinson has been Director of Arts Victoria since November 2000 and, during this time she has also acted as Deputy Secretary for other DPC groups. Ms Hutchinson has served on various boards and is currently on the board of Melbourne Health and the Australian National Academy of Music. In 2009 she was regional Chair of the Institute of Chartered Accountants in Australia.

Ms Anita Jack, Historical research (public history) Anita Jack is the Public Records Advisory Council representative specialising in the area of historical research (public history).

Ms Jack is the Director of the Golden Dragon Museum in Bendigo. This role has provided her with the unique opportunity to develop a comprehensive understanding of the nature of archiving, conservation, collecting, and promoting history. Ms Jack comes from a creative background and has produced documentaries, directed festivals and created spaces for public performance.

Debbie Prout is the Public Records Advisory Council representative specialising in the area of records management. Ms Prout is the Director of Prout Consulting and has extensive records management experience in both the private and public sector. Ms Prout has amassed a wealth of experience in local government which has given her a thorough understanding of records management from an operational perspective.

Ms Susie Zada, Genealogy and local history Susie Zada is the Public Records Advisory Council representative specialising in the area of genealogy and local history. Ms Zada is the Marketing and Administration Manager at the Genealogical Society of Victoria and has a background in local and family history. Ms Zada has researched and published several books as well as historical interpretive displays, CD-ROMS, indexes and extensive web sites on local history.

Summary of Activities The Council met on five occasions in 2012–2013: 13 September 2012 12 December 2012 12 April 2013

Victorian Archives Centre Victorian Archives Centre Victorian Archives Centre

Due to the turnover of Council membership there were no opportunities to undertake regional visits this year.

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 Subcommittees. The Council would like to record its appreciation of the support provided to it throughout the year by the Keeper of Public Records, Ms Justine Heazlewood and her staff and to especially thank Ms Rebecca Young for her support in the role of Council Secretary.

Advice to Minister Promoting cooperation between Public Record Office Victoria and public agencies COUNCIL MEETINGS This year the Council has welcomed four new members and meetings this year focused on familiarising members with their responsibilities as Council members. A key function of the Council is to guide the Keeper in making decisions about the disposal of records. Members enthusiastically supported Public Record Office Victoria’s proposal to revamp the current manual process via the introduction of the Online Retention and Disposal Application. This year 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 16 May 2013 at Queen’s Hall, Parliament House and attracted approximately 140 guests from across Victorian Government, the records management sector and archival communities.

For a list of Award winners, please see Appendix 6.

Secretary: Ms Rebecca Young

“I am grateful for the helpfulness and friendliness of the staff.”

OVERVIEW

Administration EXECUTIVE 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 and are known as the Public Records Regulations 2003.

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 The Department of Premier and Cabinet, through Arts Victoria, has portfolio responsibility for Public Record Office Victoria.

Public Record Office Victoria is an administrative office under the Public Administration Act 2004.

FREEDOM OF INFORMATION 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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PROTECTED DISCLOSURE On 10 February 2013, the Whistleblowers Protection Act 2001 was repealed and replaced with the Protected Disclosure Act 2012 (the Act). The Act establishes a new scheme for protecting people who make disclosures about improper conduct in the public sector.

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 the taking of reprisals against those who come forward to disclose such conduct.

During the year while the Whistleblowers Protection Act 2001 was in force, Public Record Office Victoria did not receive any disclosures under that Act. Since 10 February 2013, Public Record Office Victoria has not received any disclosures to which clause 29 of Schedule 1 to the Protected Disclosure Act 2012 applies.

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

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. 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 2012 –2013, including financial and staffing data, is included in the annual report of the Department of Premier and Cabinet, available at www.dpc.vic.gov.au.

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Contacts As at 30 June 2013 Public Record Office Victoria operated two public reading rooms and had 63 staff members working in three 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.queris@prov.vic.gov.au

ACCESS SERVICES Acting Assistant Director: Alison McNulty Phone: (03) 9348 5711 Email: alison.mcnulty@prov.vic.gov.au Public enquiries: enquiries@prov.vic.gov.au

CORPORATE SERVICES Assistant Director: Graeme Hairsine Phone: (03) 9348 5727 Email: graeme.hairsine@prov.vic.gov.au

“Staff assisted me and were very kind in regards to my ignorance with the digital camera”

OVERVIEW

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Organisational Structure

Minister for the Arts

Secretary Department of Premier & Cabinet

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Director Arts Victoria

Director PROV

Government Services

Access Services

Public Records Advisory Council

Corporate Services

GOVERNMENT SERVICES

CORPORATE SERVICES

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

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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 Record Keeping

VERS

Collection Services

Community Archives

Facilities

Communication and Marketing

Technology Services

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People and Culture

“Very friendly, knowledgeable and helpful.

Showed interest in my project.�

OVERVIEW

14–15

Corporate Plan 2010–2013 Public Record Office Victoria’s three-year Corporate Plan provides the strategic direction for the period 2010–2013. It articulates the mission, operating environment and values of Public Record Office Victoria, as well as listing the organisation’s objectives and the initiatives it will pursue to achieve these objectives. It also details the guiding principles that we use when implementing our initiatives.

OUTCOMES t

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

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

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

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Embed Sustainability: Placing the Victorian Archives Centre at the forefront of the Government’s commitment to environmental sustainability, to showcase how the public service is leading by example and to reduce our carbon footprint.

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U pgrade Public Record Office Victoria’s Infrastructure: Establishing an integrated approach to the planning, management and renewal of Public Record Office Victoria’s physical and technical infrastructure, deliver improved organisational efficiencies and best-practice storage facilities for the State’s archival collection.

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Build Organisational Capacity: Establishing Public Record Office Victoria as an employer of choice to attract and retain people who are passionate about and committed to the effective utilisation, management and preservation of Victoria’s archives. Focusing on developing the right people and provide the right tools to deliver Public Record Office Victoria’s strategic objectives.

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Remodel the Transfer Service: Re-engineering the transfer service and associated business processes to provide improved client services and developing internal skills and capacity.

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efresh Victorian Electronic Records Strategy R (VERS): Leading the new VERS to reflect a range of enhancements across Government Services programs and provide increased public service efficiency and accountability.

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Enhance Public Record Office Victoria’s Standards: Developing a revised Standards program and implementation schedule that will build internal capacity and responsiveness and confirm Public Record Office Victoria’s strategic leadership in recordkeeping within the Public Service and across the broader community.

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xpand Public Record Office Victoria’s Policy E Framework: Developing Public Record Office Victoria’s policy strategy to provide a structure that supports and progresses key activities.

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uild Collection Support: Building awareness of B cultural collections in the community and developing the capacity for communities to care for them in the most appropriate way.

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Promote Collection Usage: Increasing access to and usage of Public Record Office Victoria’s unique collection. Nurturing a greater knowledge of the collection both internally and externally and promoting Public Record Office Victoria as an organisation actively pursuing innovative solutions to collection utilisation.

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Foster an Information Management Culture: Building a culture where information is valued as an asset and its use maximised to deliver financial efficiencies and position Public Record Office Victoria as an information management leader within the Victorian public sector and beyond.

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

PUBLIC RECORD OFFICE VICTORIA

REPORT ON PERFORMANCE

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HIGHLIGHTS 2012–2013

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ICA Congress The International Council of Archives (ICA) is the peak international archival organisation.

It is a neutral, non-governmental organisation dedicated to the effective management of records, and the preservation, care and use of the world’s archival heritage. Every four years, the ICA holds a Congress which showcases archival and recordkeeping best practice.

The 2012 Congress, A Climate of Change was held in Brisbane from August 20 to 24, 2012.

This was the first ICA Congress to be held in the southern hemisphere. The Congress provided an excellent opportunity for Public Record Office Victoria staff to learn about what is happening internationally and to showcase the great work we are doing here in Australia.

A number of Public Record Office Victoria staff members were invited to present to this international audience. Staff presenting at the conference were: t

Lauren Bourke: Engaging Local Communities: Public Record Office Victoria’s Programs

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David Brown: presented a poster session on Victorian Electronic Records Strategy: Managing Electronic Records for the Long Term: An assessment of 15 years implementation.

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Justine Heazlewood: Justine was a member of a panel presentation on Open Government, right to information and recordkeeping: Interdependencies and Interconnections.

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Alison McNulty and Julie McCormack: presented a session on Reviewing and redesigning the transfer program for digital and physical records at the Public Record Office Victoria.

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Cathy Meynell-James: presented a session on Doing business with government departments – how archives can establish trust and build relationships.

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ndrew Waugh: was a joint keynote speaker on the second day with Michael Carden A from the National Archives of Australia. The topic of their talk was Digital Archives, Digital Preservation – Now and the future and covered the lessons learnt with the Victorian Electronic Records Strategy.

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Melbourne Zoo and You: 150 Years In 2012 Public Record Office Victoria was provided with funding from Culture Victoria to research the history of Melbourne Zoo in celebration of its 150 year anniversary.

Melbourne Zoo and You: 150 Years is an online story that brings together images from the collections of Public Record Office Victoria, State Library of Victoria and Melbourne Zoo. The online story is featured on Culture Victoria’s website at: http://www.cv.vic.gov.au/stories/melbourne-zoo-and-you150-years

Andrew Waugh was also a presenter at a Workshop on Australasian approaches to Digital Preservation – Australasian Digital Recordkeeping Initiative.

2013 Sir Rupert Hamer Records Management Awards

Transfer of 3.8 million paper land titles to Public Record Office Victoria

The Sir Rupert Hamer Records Management Awards are held annually

by Public Record Office Victoria in collaboration with the Public Records Advisory Council. The Awards seek to highlight the importance of good recordkeeping in ensuring the accountability of government and the efficient operation of public administration in the state of Victoria. The Awards recognise excellence and innovation in records management.

In 2012 Land Victoria commenced the transfer of 3.8 million paper land titles to Public Record Office Victoria. The transfer includes mining leases, crown leases and freehold titles, dating from 1863 to 2002. This transfer is one of the largest in our history, with the records set to occupy 2.5km of Public Record Office Victoria’s storage space.

This year the Awards were held on 16 May 2013 at Queen’s Hall, Parliament House with approximately 140 guests in attendance from across Victorian Government, the records management sector and archival communities.

Sir Rupert HamerRecords Management Awards winners for 2013 with Justine Heazlewood, Director Public Record Office Victoria

L-R Arthur Dallas, Manager Laverton, Land Victoria, Justine Heazlewood, Director, Public Record Office Victoria, and Chris McRae, Registrar of Titles, Land Victoria

The Awards ceremony was hosted by Justine Heazlewood, Director of Public Record Office Victoria and Keeper of Public Records. The keynote speaker was Grantly Mailes, Victoria’s first Chief Technology Advocate and the Deputy Secretary for the Innovation and Technology Division of the Department of State Development, Business and Innovation.

The event showcased a number of projects that highlight the importance of good recordkeeping. Many projects this year focussed on the digitisation of records.

We are grateful to Records and Information Management Professionals Australasia who provided support to the awards.

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

Orphan orang-utans Bono and Suma (8850P1unit48)

Due to the scale of project, the transfer has been managed in stages over a three year period. In October 2012 a third of the records (which is equal to 647 linear metres) were transferred to Public Record Office Victoria to coincide with the 150th anniversary of the Torrens System. The remaining two thirds of the records will be transferred into our custody in 2013 and 2014.

A launch was held on 2 October 2012 to celebrate the transfer of the first title into Public Record Office Victoria custody, with the Registrar of Titles, Chris McRae, and the Director and Keeper of Public Records, Justine Heazlewood in attendance.

This transfer involved many hours of meticulous planning, effective use of resources and a collaborative working relationship between the staff of Land Victoria and Public Record Office Victoria. This transfer was also awarded the Most Valuable Transfer to Public Record Office Victoria at the 2012 Sir Rupert Hamer Records Management Awards.

HIGHLIGHTS 2012–2013

L-R Justine Heazlewood, Director, Public Record OfďŹ ce Victoria, Edward O’Donohue, MLC and Sebastian Gurciullo, Curator, Victoria: On Record.

18–19

The Victorian Archives Centre Assists the Lost Dogs Home

Public Record OfďŹ ce Victoria Open Day and Victoria: On Record Exhibition Launch 20 April 2013

Review of the Volunteers Program During 2012-2013, Public Record OfďŹ ce Victoria progressed all of the recommendations of its 2011 Strategic Review of the Volunteer Program. This has resulted in some wide-ranging changes to the program, which has been welcomed both by Public Record OfďŹ ce Victoria staff and the volunteer group. Highlights included:

To celebrate Public Record OfďŹ ce Victoria’s 40th anniversary, on Saturday 20 April 2013 we opened our doors to the public for a day-long program of seminars, tours and other activities.

The day started with the ofďŹ cial launch of Victoria: On Record,

by Parliamentary Secretary, Mr Edward O’Donohue MLC who was representing the Minister for the Arts, the Hon Heidi Victoria MP. The exhibition celebrates the Public Record OfďŹ ce Victoria collection and explores the collection’s role as a resource for social and historical research, as a safeguard of the rights and entitlements of all Victorians, and as part of the framework of accountable government in the State of Victoria.

The Open Day attracted nearly 500 people, making it a huge success that exceeded expectations. Most of the seminars and tours held on the day were fully booked out, making it likely that the event will be repeated on an annual basis. The day’s program included tours of the Victorian Archives Centre building in North Melbourne and the new exhibition Victoria: On Record seminars featuring treasures from the Public Record OfďŹ ce Victoria collection, practical presentations on digitising and caring for collections, and workshops on researching family history.

Stefanie Petrik, Volunteer, Public Record OfďŹ ce Victoria

t

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The gradual implementation of the recommendations of 2011’s strategic review of the program has seen our enthusiastic volunteers involved in a wide range of new projects. Some volunteers have also been representatives on the Volunteer Consultative Committee. This year 117 volunteers contributed a total of 20,427 hours. This ďŹ gure is the highest number of hours ever contributed by the Volunteer Program.

Some residents of the Lost Dogs Home in North Melbourne receive a donation of shredded paper from Public Record OfďŹ ce Victoria.

The STEPS Environment Committee was established under the Public Record OfďŹ ce Victoria Environmental Sustainability Program. STEPS is a voluntary committee made up of staff and Victorian Archives Centre tenants who meet regularly to develop and implement behaviour change campaigns focussing on reducing resource use in the ofďŹ ce and the home. STEPS campaigns focus on reducing waste and improving disposal practices and promoting sustainable transport to and from work. STEPS also organise and promote other events and activities aimed at raising awareness of environmental issues, such as Ride to Work Day.

In 2012-2013, volunteers continued projects such as the processing of land selection ďŹ les of the Department of Crown Lands and Survey and criminal trial briefs of the OfďŹ ce of the Public Prosecutor; indexing registers of male prisoners, working on the Koorie Index of Names project and digitising plans of pastoral runs from the Historic Plan Collection.

Completed projects included the processing and listing of over 6,000 Public Building Plans and 2,000 maps and plans in the State Coal Mine collection. SigniďŹ cant progress was also made on the processing of the 7,000 items in the Gas and Fuel Corporation collection.

One of the highlights for the Volunteer Program this year has been the completion of the Outward Passenger Lists project. This project ďŹ rst commenced in 1989 and has seen over 3.85 million passengers’ names being indexed.

Volunteers also manage Public Record OfďŹ ce Victoria’s in-house technical library and provide tours of Public Record OfďŹ ce Victoria’s North Melbourne repository to the public.

This year STEPS have found a novel way to reuse shredded paper. Every six weeks, STEPS volunteers take our shredded paper, along with old newspaper, to the Lost Dogs Home in North Melbourne for the dogs to use as bedding while waiting for new homes.

“Very helpful instructions on using MicroďŹ lm Machineâ€?

HIGHLIGHTS 2012–2013

20–21

The Hon Heidi Victoria, Minister for the Arts, presents Public Record Office Victoria’s Tracey Manallack with a High Commendation for the Victorian Community History Awards.

Rachel Freeman-Robinson, Volunteer, Public Record Office Victoria

Volunteers

Achievements of staff

Barb Addie

Graeme Dawson

Judy Johnston

Neil Morris

Jennifer Smith

AWARDS

Yelena Ashlapova

Genevieve Day

Lee Johnston

Chris Nichols

Robbie Stockfield

Graham Bence

Ahn Dinh

Anne Jones

Neil Paddle

Jody Taylor

The work of Public Record Office Victoria staff and volunteers was recognised with several awards in 2012–2013:

Judy Bennett

Greta Diskin

Irene Kearsey

Rosalie Palmer

Keith Thomas

The Arts Portfolio Leadership Awards 2012

Fay Beslee

Brian Dixon

Betty Keay

Kevin Parker

Andrew Thomson

John Bolt

Cathy Dodson

Emily Keppel

Geoffrey Paterson

Gail Thornthwaite

The Arts Portfolio Leadership Awards recognise excellence across the Victorian Government arts agencies and cover a wide range of categories from excellence in public programs through to business improvement, to leadership in disability access.

Ian Braybrook

John Drury

John Killian

Stefanie Petrik

Shirley Turner

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

Elizabeth Brown

Constance Eastwood

Margaret Pope

Judith Vardy

Stevie Brownsea

Angela Eaton

Andrew Knopfilmacher

Pat Porigneaux

Maxine Wagerman

Liz Buckle

Gavin Faichney

Eileen Porter

Dawn Walduck

Sonya Cameron

Rosalind Faichney

Yvonne Pratt

Ken Walduck

Graeme Cardillo

Anne Field

Jenny Quijano

Gemma Walsh

Cathy Rankin

John Waugh

Liz Raven

Pam Weller

Dianne Reilly

Sandra Williams

Jon Rennison

Margaret Wright

Sue Rickard

Denise Young

Dianne Carmody Alyssa Chan Julie Chippindall Keng Chong Ahnya Chuah Jill Cilia Kim Clayton-Greene Beth Codling Cheryl Cox Laurice Cross Edmèe Cudmore John Cudmore Geoff Currey Gordon Dadswell Sue Dawson

Rachel FreemanRobinson

Shirley Krumnow Maree Langley Val Latimer Gordon Lee Jill Mack

Claudia Gaitan

John MacKinnon

Shirley Goldsworthy

Sue Maclellan

Leanne Goss

Catherine Mahoney

Wendy Griffin

Beryl Mainon

Bernadette Griffiths

Anna-Maree Malmgren

Claudia Guli Andrea Gurciullo Sara Hardy Helen Hargraves Ian Hazewinkel Walter Heare Joy Herman Di Hughes Lee Johns

Tim Marriott Millicent Marsh Leonie Marshall Judy Mason Alice McCue Steven McMillan Maureen Molloy Vicki Montgomery

Dawn Riddel Norman Roberts Neil Robinson Maggie Robinson Marie Rogers Silvia Rondoni Helen Rowe Lynne Shann Rosemary Simpson Dot Skewes

Leadership in Community: High Commendation Project: Victorian Community History Awards The Victorian Community History Awards are delivered annually by Public Record Office Victoria, in partnership with the Royal Historical Society of Victoria. They recognise people and projects that preserve, share and contribute to the development and appreciation of the history of Victoria. They are targeted at a diverse range of organisations and individuals including historical societies, museums and associations, school aged students, multicultural and tourism organisations and Friends groups. These awards are of critical importance in recognising, supporting and encouraging the work of community history groups and the individuals who preserve, share and contribute to the development and appreciation of the history of Victoria.

The Public Record Office Victoria’s Volunteer Program was presented with a certificate acknowledging the completion of the Passenger List Indexing Project Since the late 1980s, volunteers have been compiling an index to lists of passengers arriving and departing Victoria by ship. The period covered is 1852 to 1924, representing all lists of overseas passengers held in the Public Record Office Victoria collection. Without the index, researchers tracking an individual would face a near-impossible task: finding a single name amongst thousands of pages of lists. After an estimated 300,000 hours of work, taking almost twenty years and involving 300 volunteers, this mammoth project is now complete. The process has been painstaking, involving careful transcription and checking of difficult to read nineteenth century handwriting and the capture of this electronically. This massive index containing 4.5 million names is now available to researchers and the public via Public Record Office Victoria’s website, where it is already being very heavily used.

“Nothing was a problem to the staff, help was given freely.”

HIGHLIGHTS 2012–2013

22–23

VPRS 12800/P1 H2232 Flemington Racecource c.1900

Professional Committees Aside from their roles at Public Record Office Victoria, a number of staff made a significant contribution to their professions through membership of committees during 2012–13: Tsari Anderson: Editorial board member, Circa: the journal of professional historians.

Lauren Bourke: member, City of Ballarat Heritage Advisory Committee; member, Ballarat Collections Network; member, Victorian Community Heritage Collections Network; member, Bendigo Regional Archives Centre Operations Committee.

Antony Collins: member, Facility Management Association of Australia.

Charlie Farrugia: member, Victorian Association of Family History Organisations; member, Geographic Place Names Advisory Panel; member, ANZAC Commemorative Naming Pilot Project; member, Arts Agency Collections Working Group.

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

Graeme Hairsine: Institute of Public Administration Australia (Victoria); member, ICT Community of Practice; member, Victorian Government Chief Information Officers Council; member.

Justine Heazlewood: member, Council of Australasian Archives and Records Authorities; chair, Australasian Digital Recordkeeping Initiative; member, Institute of Public Administration Australia Internal Communications Community of Collections Committee, State Library of Victoria; member, International Council of Archives Congress Committee 2012; member, Standards Australia, Records and Document Management Systems Committee (IT-21); member, Monash University, Centre for Organisational and Social Informatics Advisory Board.

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

Asa Letourneau: member, UNESCO Australian Memory of the World Committee as a State Liaison Officer for Victoria.

Tracey Manallack: member, Victorian Community Heritage Collections Network; member, Geelong Heritage Centre Advisory Committee; member, Bendigo Regional Archives Centre Operations Committee.

Julie McCormack: Australasian Digital Recordkeeping Initiative Disposal Project Working Group; member, Cabinet Records Working Group; member, Department of Human Services Records Management Working Group; member, Council of Australian Archives and Records Authorities National Bodies Working Group; chair.

Alison McNulty: chair, Council of Australasian Archives and Records Authorities National Bodies Working Group; member, Local Government Storage and Digitisation Project Executive Committee; member, Who Am I? Advisory Group.

Genine Riley: secretary of the History Council of Victoria.

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

Daniel Wilksch: President of the Branch Committee of Museums Australia (Victoria).

Rebecca Young: coordinator, Australasian Digital Recordkeeping Initiative.

Conference and Seminar Presentations

Museums Australia 2012 National Conference Adelaide, September 2012 Lisa Fletcher: On yer Bike: Taking Collections to the Streets

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 2012–2013 these included:

Records and Information Officer’s Forum, Liquid Learning Melbourne, February 2013 Allison Hunter: Standards and Policy Update: Helping records managers get a seat at the decision makers’ table

International Council of Archives Congress Canberra, August 2012 Lauren Bourke: Engaging Local Communities: Public Record Office Victoria’s Programs David Brown: presented a poster session on Victorian Electronic Records Strategy: Managing Electronic Records for the Long Term: An assessment of 15 years implementation.

Justine Heazlewood: Justine was a member of a panel presentation on Open Government, right to information and recordkeeping: Interdependencies and Interconnections.

Alison McNulty and Julie McCormack: presented a session on Reviewing and redesigning the transfer program for digital and physical records at the Public Record Office Victoria.

Cathy Meynell-James: presented a session on Doing business with government departments - how archives can establish trust and build relationships.

Andrew Waugh: was a joint keynote speaker on the second day with Michael Carden from the National Archives of Australia. The topic of their talk was Digital Archives, Digital Preservation – Now and the future and covered the lessons learnt with the Victorian Electronic Records Strategy.

Andrew Waugh was also a presenter at a Workshop on Australasian approaches to Digital Preservation - Australasian Digital Recordkeeping Initiative.

Legalwise Seminars Cloud Computing: Security, Privacy and Confidentiality Melbourne, August 2012 Christopher Wallace and Allison Hunter: Cloud Computing for the Record Chartered Professional Accountants Community of Practice Melbourne, August 2012 Graeme Hairsine: Cloud Computing, Privacy and Records: less fog, more silver lining

What’s in a Name?

Community Outreach Workshops Stratford, February 2013 Pam Enting and Genine Riley: Interpretation: revealing the stories of your collections Bacchus Marsh, March 2013 Pam Enting and Genine Riley: Interpretation: revealing the stories of your collections Museums Australia (Victoria) State Conference 2013: Reinventing Museums: Collaborate, Innovate & Transform Geelong, April 2013 Graeme Hairsine: Sustainability at Public Record Office Victoria National Archives of Australia, Future of Access Seminar Canberra, May 2013 Graham McCusker: The ANDS Government Archives Metadata Project Asa Letourneau: The PROV Wiki Victorian Association of Family History Organisations, Eighth Victorian State Family History Conference Under the Southern Cross: A Goldfields Experience Ballarat, May 2013 Charlie Farrugia: Inquest Records at Public Record Office Victoria

Published works A Body of Knowledge 2012 Stephanie Faulkner: The Melbourne Hospital People and Places – a pictorial glimpse of The Melbourne Hospital 2012 Stephanie Faulkner: Contributor

OUTPUT MEASURES 2012–2013

24–25

Output: Records Quantity 2011–12

2011–12 Actual

2012–13 Target

2012–13 Actual

9

10

14

2,154

1000

2103

197,793

150,000

178,278

na

5

5

na

na

439

% Collection stored to industry standard

99

100

97

% Client satisfaction (agency)

84

90

97

2011–12 Actual

2012–13 Target

2012–13 Actual

154,333

140,000

98,683

966,123

825,000

942,478

18,335

18,500

20,427

96

90%

97%

95

95%

95%

Retention and disposal projects undertaken1 Public Record Office Victoria records transferred2 Digital records preserved3 Significant VERS Strategy projects complete Numbers of participants undertaking records management training

4

Quality

Output: Access Quantity Visitors5 Online visitors

6

Volunteer hours7 Quality % Visitors satisfied with visit (public) Timeliness % Records issued within specific timeframes

1 The figure is greater than forecast as there were projects completed ahead of schedule and there were RDA projects undertaken for newly established agencies following Machinery of Government changes.

2 The 2012–13 Actual result is higher than the 2012–13 Target as a greater number of transfers than expected was completed by relevant agencies. In addition, procedural delays to some transfers have been resolved which has contributed to an increased completion rate. The 2013–14 Target has been increased to reflect this.

3 The 2012–13 Actual result is higher than the 2012–13 Target due to technical improvements and changes in system processes, which have increased digital record preservation capacity.

4 This measure was introduced in 2012–13.

5 The actual result for 2012–13 is lower than predicted. Four high profile travelling exhibitions have been retired during the year and therefore numbers attending exhibitions did not meet expectations.

6 The 2012–13 Actual Result is higher than the 2012–13 Target due to an increase in the availability of the Public Record Office Victoria’s online digitised records. The 2013–14 Target has been increased to reflect this.

7 During 2012-13 Public Record Office Victoria initiated a variety of new projects which have attracted a large number of new volunteers. This resulted in both new and existing volunteers contributing more hours.

VPRS 13544/P0021–000002–003

STRATEGIC INITIATIVES 2012–2013

26–27

Enhance Public Record OfďŹ ce Victoria’s Standards

Expand Public Record OfďŹ ce Victoria’s Policy Framework

Recordkeeping standards and associated speciďŹ cations and guidelines are documents that set the benchmark for the creation, management, and disposal of records in Victorian agencies.

How Government works and interacts with Victorians has changed over the years from centralised service in one location to a more decentralised, interactive, web-based service. These changes create signiďŹ cant policy issues concerning how agencies create, manage and dispose of records.

These documents enhance the level of legitimacy and transparency of decision making within the Victorian Government and ensure government agencies are able to operate effectively and strategically.

Remodel the Transfer Service

Refresh VERS

The second year of a two-year program to remodel Public Record OfďŹ ce Victoria’s Transfer Service was completed in 2012-2013. This program was introduced following the review of Public Record OfďŹ ce Victoria’s transfer approach and processes.

In 2011–2012, Public Record OfďŹ ce Victoria’s Government Services team conducted a major review of the Victorian Electronic Records Strategy (VERS). The review resulted in a number of signiďŹ cant changes to the strategy and its context.

One year on and the VERS Refresh has now been embedded into current practice at Public Record OfďŹ ce Victoria.

Some notable beneďŹ ts which have come about following the refresh of VERS include: t

Major achievements that have been made this year include: t

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“The staff were amazing. Most helpful Government Department I have dealt with.�

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In 2012–2013 Public Record OfďŹ ce Victoria commenced reviewing and updating the standards and associated documents to ensure they remain relevant to Victorian Government agencies.

VPRS 4371/P0 Unit 1 Long Tunnel Miners Walhalla

Our transfer service now delivers on tasks across ten different activity streams to meet the 59 recommendations for change which were made during the review process and supported

by Public Record OfďŹ ce Victoria’s Executive team.

In response to these changes, Public Record OfďŹ ce Victoria undertook a number of initiatives in 2012-13:

t

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- FBEFSTIJQ JO *OGPSNBUJPO .BOBHFNFOU XF IBWF refocussed our energies into placing Public Record OfďŹ ce Victoria into leadership roles within the record and information management sector, including membership on key government committees and more strategic alignment within wider government. This has seen more consistent advice being delivered to agencies more efďŹ ciently.

Throughout 2012–2013 the Government Services team have worked to develop a program of work to tackle the changes to VERS. Several signiďŹ cant projects have commenced, all of which promise to greatly enhance the electronic recordkeeping of the Victorian Government.

The Strategic Management suite of products was the ďŹ rst under review. Key stakeholders were consulted for comments on the practicality, useability, relevance and consistency of the products. The review also provided an opportunity to identify any emerging policy, technological or operational gaps.

Overall the feedback following this review was positive and identiďŹ ed two key areas of interest to the Public Record OfďŹ ce Victoria. These are on implementation and scalability of standards.

All of the standards, speciďŹ cations and guidelines are on Public Record OfďŹ ce Victoria’s website at www.prov.vic.gov.au/ government/standards-and-policy.

STRATEGIC INITIATIVES 2012–2013

28–29

VICTORIAN COMMUNITY HISTORY AWARDS Established in 1997 the Victorian Community History Awards recognise and celebrate the contribution of people and projects that preserve and share Victoria’s history. Awards are presented over eight categories with the highest award the Victorian Community History Award with a prize of $5000 being judged as the most outstanding history project submitted.

Justine Heazlewood, Director, Public Record OfďŹ ce Victoria and Muriel Bamblett, Chief Executive OfďŹ cer of The Victorian Aboriginal Child Care Agency sign a Partnership Agreement.

Build Collection Support

PUBLIC RECORD OFFICE VICTORIA SIGNS PARTNERSHIP AGREEMENT WITH LINK-UP VICTORIA

In 2012–2013 Public Record OfďŹ ce Victoria continued to build support for its collection through funded programs, grants training and recognising successful projects through the Victorian Community History Awards.

On 20 June 2013 Public Record OfďŹ ce Victoria and Link Up Victoria (under the auspices of The Victorian Aboriginal Child Care Agency) signed a Partnership Agreement. The agreement cements the commitment of both organisations to work together to ensure the needs of the Stolen Generations are met.

LOCAL HISTORY GRANTS The 2012 Local History Grants recipients were announced by The Hon Heidi Victoria MP, Minister for the Arts on 6 June 2013.

This year 63 community groups have been awarded funding totalling almost $350,000. This money supports a range of valuable projects including oral history recordings and books, digitising and multimedia projects, the creation of heritage trails and exhibitions and the creation of a mobile device application.

These projects aim to record, preserve and share local stories and collections and make them relevant and accessible to future generations. These projects are being undertaken by groups such as community museums, historical societies, primary schools, volunteer and community trust organisations that make valuable contributions in preserving Victoria’s history.

The Local History Grants are made available through Public Record OfďŹ ce Victoria. A full list of grant recipients is available on our website: www.prov.vic.gov.au.

The Victorian Community History Award 2012 was won by The Art of Being Melbourne a publication written by Maree Coote.

The book provides a compelling history of the visual imaginings of Melbourne, from artists ranging from early colonists to contemporary artistic responses.

Over 160 entries were received, and winners in other categories included a walking guide to Victoria’s goldďŹ elds, a DVD documentary on the construction of the Great Ocean Road, and a database and online resource kit detailing the history of the Coranderrk Aboriginal Station in the Yarra Valley. The inaugural Young Historians Award was won by a Year 10 student essay, New Horizons: Post-War Migration to Australia.

Victorian Community History Awards are managed by Public Record OfďŹ ce Victoria in partnership with the Royal Historical Society of Victoria. A full list of Award winners is available on www.prov.vic.gov.au or www.historyvictoria.org.au.

The partnership details how the two organisations will come together to provide services to any Aboriginal or Torres Straight Islander person or their family members, who were removed, fostered, adopted or placed in an institution and who wishes to trace and be reunited with their family and culture.

Records held within the State archives relating to the removal of children from their families are vital resources for Aboriginal people seeking to make these links. Public Record OfďŹ ce Victoria has an ongoing commitment to removing barriers and improving access to these records within our collection.

Under the new agreement, Aboriginal people undertaking this research will access to the following support through Link-Up Victoria and Public Record OfďŹ ce Victoria’s Koorie Records Unit: t

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Link-Up and Public Record OfďŹ ce Victoria have also committed to working together to address any issues in providing access to records, as well as promoting awareness of each other’s services.

Victorian Community History Award winners for 2012 and Justine Heazlewood, Director, Public Record OfďŹ ce Victoria

“Helpful staff (in many instances going beyond call of duty). Willingness to ďŹ x any problemâ€?

“PROV staff are pleasant and welcoming and have plenty of knowledge to resources.�

STRATEGIC INITIATIVES 2012–2013

30–31

Number of records

RECORDS ISSUED

We have also continued to make strides to encourage the public to use our collection online. This year a Digitisation Strategy and an Education Strategy were developed and implementation has now commenced. A number of digitisation projects were also completed and contractual and planning arrangements were made for the commencement of large scale projects in 2013-14. As part of a multi-year program to redevelop Public Record Office Victoria’s online presence, a usability study was completed and a new website design is also near completion.

40,000

10,000 2006/07

2007/08

2008/09

2009/10

2010/11

2011/12

2008/09

2009/10

2010/11

2011/12

2012/13

Year

Government users Public users

Record of the Month, March 2013 2009 Victorian Bushfire Royal Commission – VPRS 16295 - P4, Unit 1

VISITORS TO READING ROOMS

READING ROOMS 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.

During 2012-13, 13,630 visitors visited various Reading Rooms to view Public Record Office Victoria records, 43,062 records where issued to visitors and another 10,549 were issued to Government Agencies and for internal Public Record Office Victoria use.

Our Reading Room staff delivered a number of information sessions to the public on how to use the Public Record Office Victoria catalogue, the collection and sessions focusing on specific parts of the collection. Reading Room staff also highlighted parts of the collection through our Record of the Month and Showcased records. These records were available in the Reading Room and online.

Number of visitors

Our Exhibition Programme continues to be used as one of our primary tools to promote Public Record Office Victoria’s collection to the public. This year a number of exhibitions were held in the Victorian Archives Centre Foyer, an exhibition delivered to the Old Treasury Building and touring exhibitions travelled throughout Victoria and Canberra.

50,000

20,000

Throughout 2012–2013 Public Record Office Victoria continued to increase awareness of and promote public access to its collection. Public Record Office Victoria’s Collection Management Strategy is now a year old and many of the activities identified as part of this strategy have now been implemented. This strategy sets the direction and goals for the management of Public Record Office Victoria’s $258m collection.

Many outreach and promotional activities were also undertaken this year. The most notable example is the very successful Open Day, which attracted over 500 participants. This event introduced many new users to the Public Record Office Victoria collection and services. The collection was extensively promoted through various social media channels including the PROV wiki, blog, twitter and Facebook.

60,000

30,000

Promote Collection Usage

Significant tasks completed this year included completing a great deal of work to resolve legacy data issues, developing a range of policies and procedures and undertaking an assessment of Collection Management practices against the mandatory Storage Standard. Improved data was generated for 525 series in the collection, including 192 detailed item descriptions.

70,000

25,000 20,000 15,000 10,000 5,000

2006/07

2007/08

2012/13

Year

Geelong Heritage Centre Bendigo Regional Archives Centre Ballarat Archives Centre Victorian Archives Centre

This year a range of Koorie Community Projects were undertaken to reduce the barriers for indigenous people in accessing government records.

“Staff willing to help, answer questions – no matter how trivial.

Centre meets my needs as an amateur researcher”

STRATEGIC INITIATIVES 2012–2013

32–33

DIGITISATION PROGRAM

VICTORIAN ARCHIVES CENTRE EXHIBITION SPACE

VICTORIA: ON RECORD

In 2012-13 we undertook a considerable variety of internal and partnership digitising projects.

The Victorian Archives Centre gallery played host to a number of touring exhibitions throughout 2012–2013.

Exhibitions included:

To celebrate the 40th anniversary of Public Record Office Victoria, we presented the exhibition Victoria: On Record which showcases the breadth of our collection and invites audiences to learn more about who we are; what we collect; why we collect it; and who we collect it for. The exhibition was launched

by Parliamentary Secretary, Mr Edward O’Donohue MLC who was representing the Minister for the Arts, the Hon Heidi Victoria MP as part of Public Record Office Victoria’s Open Day celebrations.

Projects included: t

t

t

t

t

t

t

5IF POHPJOH QBSUOFSTIJQ XJUI UIF -B 5SPCF 4PDJFUZ funded through the R E Ross Trust, to digitise the inwards correspondence of Charles La Trobe during his time as Superintendent of the early settlements.

GRAND VISIONS – CENTENARY OF THE CAPITAL PLAN This exhibition was developed by the National Capital Authority, in partnership with the Parliament of Australia to celebrate the 100th anniversary of the announcement of the plan for Australia’s National Capital. Launched in November 2012 by The Hon. Simon Crean, MP, former the Minister for Regional Australia, Regional Development and Local Government, the exhibition also featured several records from Walter Burley Griffin which were loaned from Public Record Office Victoria’s collection.

" QSPKFDU XJUI UIF .FMCPVSOF -JCSBSZ 4FSWJDF UP EJHJUJTF the rate books of the municipalities of Melbourne, Hotham, North Melbourne, Flemington and Kensington.

5IF DPNQMFUJPO PG XPSL UP QVCMJTI 8JMMT BOE 1SPCBUFT digitised by volunteers from the Genealogical Society of Utah up to 1925.

8PSL CZ 1VCMJD 3FDPSE 0GmDF 7JDUPSJB TUBGG UP EJHJUJTF B number of records collections currently only available to the public on microform through our Reading Rooms.

Records that are now digitised and available through our online catalogue include very early Port Phillip correspondence from William Lonsdale, the Police Magistrate; notifications of the pardons of ‘exiles’ or convicts who were transported, then freed; and a set of maps that assist people trying to identify survey plans from the extensive Melbourne Metropolitan Board of Works Collection.

5IF DPNQMFUF QVCMJDBUJPO UP 1VCMJD 3FDPSE 0GmDF Victoria’s website of open volumes of the Central Register of Male Prisoners, which was digitised by Public Record Office Victoria staff and indexed by volunteers.

5IF DPNNFODFNFOU PG QVCMJDBUJPO PG FBSMZ 3FHJTUFST PG Wards of the State in Victoria. These volumes, digitised from microfilm and indexed by Public Record Office Victoria volunteers are an invaluable early record of the names and circumstances of children under State care.

0OHPJOH XPSL UP EJHJUJTF QMBOT JO UIF )JTUPSJD 1MBOT collection, concentrating on our collection of early Pastoral Run plans.

To support these projects we invested in the standardisation and upgrade of our internal digitisation workstations to better support staff and volunteers who have been undertaking this work.

These projects have only been possible through the generosity of individuals and groups who have volunteered to help maintain and disseminates the heritage of all Victorians.

Public Record Office Victoria’s Daniel Wilksch, Manager, Online Services

Unveiling the Leunig tram 1986 VPRS 1260 P0005-000001

PUBLIC RECORD OFFICE VICTORIA EXHIBITIONS AT THE OLD TREASURY BUILDING Now in the forth year of our partnership with the Old Treasury Building, Public Record Office Victoria has been presenting a number of exciting exhibitions that highlight the State collection of interest to a range of visitors with a focus on Melbourne. This year’s Trams: Moving Pictures has been a resounding success with the exhibition being extended until 27 October 2013 to participate in the 2013 Melbourne Festival.

The exhibition showcases one of Melbourne’s most famous icons, the tram, exploring the history, style and featuring painted trams by artists participating in the Transporting Art Project. Artists including Howard Arkley, Mirka Mora, Clifton Pugh, Lin Onus, Michael Leunig and Reg Mombassa, along with members from his band ‘Mental as Anything’, to each present a design concept for an art tram. The artists were given three weeks to hand-paint a tram and a total of 36 trams were painted at the Preston tram workshop.

Visitors to the exhibition enter through the doors of a replica tram, and experience the sights, sounds and history of Melbourne’s trams.

Exhibitions at the Old Treasury Building contribute to Public Record Office Victoria’s vision of promoting collection usage through displaying some the breadth and depth of the collections fascinating documents which are not normally made available for public display.

Justine Heazlewood, Director Public Record Office Victoria, Justice Marilyn Warren, Chief Justice of Victoria and Lieutenant Governor of Victoria and Joanne Boyde, curator.

PUBLIC RECORD OFFICE VICTORIA TOURING EXHIBITIONS Public Record Office Victoria currently has three touring exhibitions representing stories from across Victoria which are free to loan to community organisations around the state.

Exhibitions include We Saw the Queen, Victorians at Work: Photographs from the State Archives and Footprints: the journey of Lucy and Percy Pepper.

This year, one of Public Record Office Victoria’s touring exhibitions left Victoria and was displayed in Canberra.

More than 150 people attended various events for Footprints: The Journey of Lucy and Percy Pepper which was on display at the National Archives of Australia, Canberra, as part of Reconciliation Week. Three events were held during the day including a public talk, staff talk and exhibition launch with special guests, Pastor Ossie Cruise, the grandson of Lucy and Percy Pepper, and Aunty Agnes Shea, who conducted the Welcome to Country. One member of the family (a greatgrandson) brought the scarf Percy Pepper purchased in France in 1918 to the opening and lent it to the Archives for the exhibition. National Archive Australia displayed this along with six original pages from the defence service records of Percy Pepper and his brother-in-law, Harry Thorpe, in display cases to supplement the Public Record Office exhibition.

REDMOND BARRY BICENTENNIAL In February 2013 the Supreme Court of Victoria, in partnership with Public Record Office Victoria, developed an exhibition on the life of Sir Redmond Barry, the founding judge of the Supreme Court. Titled Redmond Barry Bicentennial, the exhibition explores Sir Redmond Barry’s personal life, his work with Aboriginal people and his life-long passion for arts and culture. Drawing on archival documents and objects from the Supreme Court of Victoria, Public Record Office Victoria and with items loaned from University of Melbourne Archives, the exhibition paid tribute to Sir Redmond’s Barry’s legacy and the contributions he made to the legal, social and cultural history of the State of Victoria. The exhibition was launched by Marilyn Warren, Chief Justice of Victoria and Lieutenant Governor of Victoria.

“Easy access, pleasant rooms and facilities, cafe on site, very helpful staff”

STRATEGIC INITIATIVES 2012–2013

34–35

Public Record Office Victoria’s bike shed encourages staff to leave their cars at home.

It has been a very popular initiative.

VPRS 14514/P1–6–1

Foster an Information Management Culture

2010–11 2011–12 2012–13

Throughout 2012-2013 Public Record Office Victoria has continued to develop and invest in our information management capability.

2012-2013 saw Public Record Office Victoria embark on a project part-funded by the Australian National Data Service (ANDS). The ANDS project is designed to expose the key archival metadata used to describe our collection and allow it to be harvested by ANDS and other information aggregators.

Public Record Office Victoria is also implementing a tool developed by the State Records Office of Western Australia which will introduce the capacity to collaboratively develop retention and disposal authorisation online. This tool will capture a great deal of existing intellectual property in our organisation and facilitate a more efficient and effective Retention and Disposal Authority creation and approval mechanism for the Victorian public sector.

We have undertaken workshops through the year to better understand how our existing information assets can be used to provide information online to researchers and government users. This will inform the design of our new online presence, to be progressively implemented over the next few years.

Energy (megajoules per m )

752

761

835

Water (kilolitres per FTE 8 )

21.6

15.6

34.6

Paper (reams per FTE)

10.2

9.2

6.8

0.96

0.82

0.83

3510

3834

4067

7

Waste (tonnes per FTE) Greenhouse gas emissions (tonnes CO2 ) 9

The Government Archives Metadata Project (the ANDS Project) has developed tools to increase the discovery of public records by exposing archival metadata on the Australian Research Data Commons. Public Record Office Victoria is leading the project and will be publishing the solution and its supporting documentation early in 2013-2014. To encourage implementation and enhancement by the wider archival community the solution will be published on an open source platform. Public Record Office Victoria and State Records New South Wales have now provided metadata to the Australian National Data Service (ANDS). Public Record Office Victoria using the tools to provide metadata on over 14,000 record series. In addition to increasing the exposure of Victorian records, the work we are doing in this area will create links and relationships between records from diverse sources, providing researchers access to a richer and more comprehensive resource.

The solution installed and developed at Public Record Office Victoria is designed to provide a platform that can be further enhanced to enable harvesting by other Web based data or aggregation services. Leveraging the wider archival community to build on the solution will assist in increasing its future capabilities faster and more economically than attempting to do this in isolation, and more capable tools will promote greater access, use, and reuse of record holdings.

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

Upgrade Public Record Office Victoria’s Infrastructure This year Public Record Office Victoria commenced a program to replace its air-conditioning chillers. The project is worth approximately $1.2m and will see all four chillers replaced over a two year period. The new chillers use the latest technology and will result in savings of up to 40 percent of the electricity used to run them. The first chiller was replaced in March 2013 and resulted in immediate electricity savings.

Public Record Office Victoria has also installed variable speed drives on air handling units throughout the Victorian Archives Centre building. We don’t expect electricity savings as a result of this until the end of August 2013. We expect that the payback period for this project will be 1.2 years and it will provide savings in electricity usage and reduce carbon emissions for many years to come.

To encourage the use of bicycles at Public Record Office Victoria a secure bike shed has been provided on site. The shed holds over 40 bikes and has electronic security.

Public Record Office Victoria is now in the second year of its two year Environmental Strategy which spans 2011-2012 and 2012-2013. 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..

The objectives of the Environmental Strategy are: t

3 FEVDF UIF DBSCPO GPPUQSJOU PG UIF 7JDUPSJBO "SDIJWFT Centre building.

t

3 FEVDF UIF FDPMPHJDBM GPPUQSJOU PG 1VCMJD 3FDPSE 0GmDF Victoria’s office-based activities.

t

4 VQQPSU UIF TVTUBJOBCMF NBOBHFNFOU BOE VTF PG government records.

To complement the Environmental Strategy and ensure targets are met throughout the year, an annual Environmental Action Plan was implemented last year. Public Record Office Victoria has further streamlined its reporting processes by incorporating this into the annual corporate and strategic planning and reporting framework.

7 The increase in energy consumption was a result of improvements in the accuracy of temperature and humidity measurements in the Repository, which required Public Record Office Victoria to increase mechanical plant operations resulting in a rise in energy usage.

8 The increase in water use was due to a leak which has now been fixed.

9 CO2 is up due to the increase in energy use

VPRS 3457/P1–101

STRATEGIC INITIATIVES 2012–2013

Build Organisational Capacity Throughout 2012-13, Public Record Office Victoria has continued to focus on attracting, engaging, developing and retaining high quality staff. Public Record Office Victoria has reviewed its participation in the Department of Premier and Cabinet summer internship program and continues to offer this program to motivated individuals wishing to gain experience in the public service.

Public Record Office Victoria is committed to offering best practice health and safety programs. The active health and safety committee utilised the Whole of Government ‘Leading the Way’ resource to guide a self assessment of our health and safety maturity. Public Record Office Victoria was assessed as a Health and Safety Leader. There have also been a number of important health and safety reviews completed this year, including a general ergonomic and manual handling review in addition to a review of Public Record Office Victoria’s manual handling induction process. These initiatives have been undertaken in the spirit of continuous improvement.

Public Record Office Victoria has also been proactive in its attempts to increase the physical activity of what is predominantly a sedentary workforce. The 10,000 steps program was launched with around two thirds of the organisation participating. There has also been an increased focus on mental health in the workplace via the Victoria Public Service Open Minds Network, the sourcing of mental health first aid officers and provision of a session on managing mental health in the workplace.

Public Record Office Victoria is dedicated to maintaining a high level of communication with and engagement of its staff.

This year all staff members were invited to be involved in the 2013-2014 – 2016-2017 corporate planning process, enhancing capability in strategic planning across the organisation. As part of this corporate planning process, we reviewed our values.

We decided to continue to align Public Record Office Victoria’s values with the Victorian Public Service Code of Conduct.

36–37 37

Internal human resources related policies and procedures were reviewed this year to ensure compliance with the Victorian Public Service Workplace Determination 2012.

The Disability Action Plan Committee has been reinvigorated in 2013 and a new plan was drafted, demonstrating Public Record Office Victoria’s commitment to providing those with disabilities greater access to our collection.

Public Record Office Victoria has renewed its commitment to providing greater access to its unique collection to Culturally and Linguistically Diverse Communities (CALD) via its new CALD plan.

There is a continued commitment to growing Aboriginal Employment at Public Record Office Victoria demonstrated by the development of a three year Aboriginal Employment Plan to be implemented as part of the Public Record Office Victoria’s new Corporate Plan 2013-2014 – 2016-2017. This employment plan aligns with the Karreeta Yirramboi: Victorian Aboriginal Public Sector Employment and Career Development Action Plan 2010-2015. Public Record Office Victoria’s Koori Records Unit has a unique opportunity to establish itself as an employer of choice and entry point for indigenous people into the public sector which will in turn assist the organisation in meeting its obligations under the Karreeta Yirramboi program.

PUBLIC RECORD OFFICE VICTORIA

APPENDICES

VPRS 14571/P1

APPENDICES

38–39

APPENDIX 1: ASSETS, FINANCIAL STATEMENT AND STAFF PROFILE ASSETS The assets include both community and operating assets in the following four categories:

The following information relates to substantive roles at Public Record Office Victoria only. The information does not include fixed-term roles that are fully funded from temporary external funding sources such as grants.

Community assets

Full Time Employees

These assets are the state’s archival collection. The collection was re-valued in 2012-13 at $258.269m. Since that time there have been asset additions at cost, bring the asset value to $258.278m.

Number of employees

Building assets 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 re-valued in 2012-13 and is now valued at $59.9m.

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

APPENDIX 2: PUBLICATIONS

Staff profile

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

Total

Female

Male

At 30 June 2012

74

48

26

At 30 June 2013

63

40

23

1

1

0

59

36

23

3

3

0

Number of staff members, by position type Executive Professional Administration Number of staff members, by employment type 41

23

18

Plant and operating equipment

Permanent part-time

13

10

3

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.

Fixed term

9

7

2

Director

1

1

0

Managers

3

1

2

Total

Female

Male

At 30 June 2012

66.10

41.0

25.10

At 30 June 2013

57.2

34.9

22.3

1

1

0

53.8

31.5

22.3

2.4

2.4

0

2011–2012

2012–2013

Operating

$4,525,000

$4,216,752

Salary and on-costs

$5,412,000

$5,512,839

Sub-total

$9,937,000

$9,729,591

Capital

$1,070,000

$580,079

Depreciation

$5,083,000

$3,989,233

Capital Assets Charge

$4,361,000

$4,452,000

$20,451,000

$18,750,903

10

Total Expenditure

Number of male & female directors & managers

Full Time Employees Number of employees

Number of staff members, by position type Executive Professional Administration

Number of staff members, by employment type 10 Capital investment includes investment against the Public Record Office Victoria asset management plan.

PUBLICATION SALES Public Record Office Victoria PO Box 2100 North Melbourne VIC, 3051 PUBLICATIONS 2012–13 Public Record Office Victoria produced the following publications during 2012–2013: Newsletters and journals

Permanent full-time

Financial Expenditure

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 or contact:

Permanent full-time

41

23

18

Permanent part-time

9.4

6.9

2.5

Fixed term

6.8

5

1.8

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

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

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

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

Provenance: The Journal of Public Record Office Victoria: Public Record Office Victoria’s refereed scholarly journal, published annually in October, latest issue published 2012, issue 11, ISSN: 1832-2522.

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

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

Number of male and female directors and managers Director Managers

1

1

0

2.9

0.9

2

“Excellent facilities, helpful staff, simple to use system”

APPENDICES

40–41

APPENDIX 4: APPROVED PUBLIC RECORD OFFICE VICTORIA STORAGE SUPPLIERS (APROSS)

APPENDIX 3: ADVICE ISSUED Section 12 of the Public Records Act 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.

For a complete list of advice see http://prov.vic.gov.au/government/standards-and-policy/all-documents

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.

For a complete list of APROSS sites see http://www.prov.vic.gov.au/government/archival-supplies-and-storage

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

Advice Issued In 2012–2013 NUMBER

TITLE OF ADVICE

ISSUE DATE

EXPIRY DATE

NA

Social Media Policy

01/11/2012

01/11/2017

NA

Use of Back Up Technology to Archive Issues Paper

22/11/2012

NA

NA

Recordkeeping Implications of Cloud Computing policy paper

26/06/2013

26/06/2018

1

Cloud Computing Decision Making Guideline

26/06/2013

26/06/2018

2

Cloud Computing Tools Guideline

26/06/2013

26/06/2018

1

What is a Public Record Fact Sheet

28/06/2013

NA

RETENTION AND DISPOSAL AUTHORITIES Authorities issued in 2012–2013 PROS

TITLE OF AUTHORITY

ISSUE DATE

EXPIRY DATE

12/06

Retention and Disposal Authority for Records of the Water Industry Functions

03/12/2012

03/12/2022

13/01

Retention and Disposal Authority for Records of the Juries Commissioner’s Office

30/04/2013

30/04/2023

13/02

Retention and Disposal Authority for Records of the Emergency Services Telecommunications Authority

04/06/2013

04/06/2023

13/03

Retention and Disposal Authority for Records of the Adult Multicultural Education Services (AMES)

12/06/2013

12/06/2023

13/04

Retention and Disposal Authority for Records of the Office of the Public Interest Monitor (PIM)

25/6/2013

25/6/2023

APROSS FACILITIES APPROVED IN 2012–2013 Grace Records Management 13 Caravan Street Wendouree Vic, 3355 Phone: (03) 5339 2246 Grace Records Management 9 Ashley Street West Footscray Vic, 3012 Phone: (03) 9680 0300 Grace Records Management 24 Industrial Place Breakwater Vic 3129 Phone: (03) 5221 4505 www.gracerecords.com.au Carval Ltd – CARM 2 4 Park Drive Bundoora Vic, 3083 Phone: (03) 9450 5528 www.caval.edu.au

REAPPOINTMENTS Carval Ltd – CARM 1 4 Park Drive Bundoora Vic, 3083 Phone: (03) 9450 5528 www.caval.edu.au Recall Information Management Pty Ltd 451 Plummer Street Port Melbourne Vic, 3207 465 Plummer Street Port Melbourne Vic, 3207 477 Plummer Street Port Melbourne Vic, 3207 Corner Kiewa Valley Highway & Baranduda Drive Baranduda Vic, 3691

(Total Number of Authorities issued: 5)

8–10 Healey Road Dandenong Vic, 3175 582–600 Somerville Road Sunshine Vic, 3020

Variations to existing authorities issued in 2012-2013 PROS

TITLE OF AUTHORITY

ISSUE DATE

EXPIRY DATE

00/02

Retention and Disposal Authority for Records of the Department of Infrastructure - Variation 4

01/12/12

31/12/13

10/15

Retention and Disposal Authority for Records of Office 19/11/12 of Police Integrity - Variation 1

17/12/20

08/12

Retention and Disposal Authority for Records of 15/08/12 Child Protection and Family Services Functions - Variation 1

12/02/19

07/01

General Retention and Disposal Authority for Records 28/06/2013 of Common Administrative Functions - Variation 2

23/04/2017

(Total Number of Variations issued: 3)

“Vey helpful— we found what we came to find!”

APPENDICES

42–43

APPENDIX 5: VERS-COMPLIANT PRODUCTS

APPENDIX 6: 2011 SIR RUPERT HAMER RECORDS MANAGEMENT AWARD WINNERS

Certificate of Commendation: Wannon Region Water Corporation Project: Taking the Risk out of Records at Wannon Water

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.

Victorian Government Agency Awards

A records risk assessment was conducted in July 2012 in the context of Public Record Office Victoria Standards in order to better manage and improve records management maturity. The assessment was conducted by using the Wannon Water Corporate Risk Evaluation Framework. This enabled Wannon Water to align the records management and corporate risk management functions.

SMALL AGENCY CATEGORY Winner: Agriculture Victoria Services Project: AVS Technology Transfer Management System Implementation

Please note the products listed below were certified as VERS-compliant in 2012–2013. For a complete list please refer to the VERS compliance page on the Public Record Office Victoria website: http://prov.vic.gov.au/government/vers/implementing-vers/vendor-assessment

Product

Vendor

Open Text Everywhere

Spec 3

Spec 4

Spec 5

OpenText Corporation

Aug 2011

Jul 2011

Aug 2012

OpenText extended ECM for SAP solutions

OpenText Corporation

Sep 2012

Jul 2012

Sep 2012

RecordPoint for Microsoft Sharepoint v2

RecordPoint

Nov 2012

Nov 2012

Nov 2012

IBM Enterprise Records*

IBM Global Business Services

Feb 2013

Feb 2013

Nov 2012

Nov 2012

Nov 2012

As the single largest rail investment in Victoria’s history, the Regional Rail Link project will deliver a new rail line from the west of Werribee to Deer Park via the existing rail corridor through to Southern Cross Station. The constant exchange of information between six distinctive work packages required the implementation of a collaboration tool to be utilised by all project partners.

RecordPoint for Sharepoint 2010 v3.3

RecordPoint

Mar 2013

Mar 2013

May 2013

April 2013

May 2013

MEDIUM AGENCY CATEGORY

RecordPoint for Sharepoint 2010 v3.4

RecordPoint

Mar 2013

Mar 2013

May 2013

April 2013

May 2013

Winner: Melbourne Water Project: Info Program

TRIM v 7.3*

Hewlett Packard

April 2013

April 2013

April 2013

April 2013

April 2013

*Denotes conditions associated with certificate.

Spec 1

Spec 2

Agriculture Victoria Services identified that the lack of a modern technology transfer management system was a significant risk to the continued growth and effective performance of its commercialisation activities. This project addresses weakness in the current system.

Certificate of Commendation: Regional Rail Link Authority Project: Implementation of a project wide web-based collaboration tool for the Regional Rail Link project

The Information Program was a collection of interrelated projects that delivered the Melbourne Water Information Management Strategy. The outcomes achieved resulted in significant improvements in Melbourne Water’s Information Management capacity. One outcome was the establishment of an innovative information governance model.

LARGE AGENCY CATEGORY Certificate of Commendation: Victoria University Project: Keeping Track of Social Media at Victoria University This project focussed on activities undertaken to get control of Social Media use at Victoria University. These activities involved strategic, governance and records management components which contributed to the overall management of social media at Victoria University.

MOST VALUABLE TRANSFER TO PUBLIC RECORD OFFICE VICTORIA Winner: Land Victoria Project: Transfer of Crown Grants, Titles and Leases Land Victoria has carefully planned for the transfer of 3.8 million paper land titles to Public Record Office Victoria. The transfer includes mining leases, crown leases and freehold titles, dating from 1863 to 2002, and is the largest physical transfer to be undertaken to Public Record Office Victoria.

Community Archives Awards CATEGORY ONE Winner: Loddon Shire Council Project: Digitisation of the East Loddon “Soldiers Medals and Memorial Register 1915-1920” to enable accessible research by the East Loddon Historical Society for the Great War Centenary.

A survey of records was conducted as part of Loddon Shire Council’s transfer and disposal program. The survey identified a very early and unique volume of the Soldiers Medals and Memorial Register. The digitisation of this record provides extra information that is of value to the East Loddon and District Historical Society in its research into the lives and histories of the local young men who fought during the war.

Certificate of Commendation: Wannon Region Water Corporation Project: Wannon Water Records Transfer to Places of Deposit at Hamilton, Casterton and Warrnambool This project addresses the issue of the management of large volumes of historical records created by some of Wannon Region Water Corporation’s predecessor agencies. The records identified were transferred to the local Places of Deposit at Hamilton, Casterton and Warrnambool.

REGIONAL/RURAL AGENCY CATEGORY Winner: Latrobe Regional Hospital Project: Records Management Archiving Project The records management archiving project was instigated to efficiently manage archival documents from the various amalgamated hospitals while ensuring archival records were retained and disposed of in accordance with legal requirements.

“If it was not for the online service I would not have found what I wanted”

CATEGORY TWO Winner: Box Hill Historical Society Project: Digitising the City of Box Hill Rate Books The purpose of this project was to make available to the community and to the Box Hill Historical Society for their own research, a complete sequence of the City of Box Hill rate books. The digitisation of these rate books addressed a gap in the collection. It is understood that this was the first volunteer-based history group to undertake a digitising project in partnership with Public Record Office.

APPENDICES

APPENDIX 7: 2012 VICTORIAN COMMUNITY HISTORY AWARD WINNERS

44–45 45

Collaborative Community History Award

Victorian Community History Award

Recognising the best community collaborative work which involves significant contribution from several individuals, groups or historical societies:

RECOGNISING THE MOST OUTSTANDING COMMUNITY HISTORY PROJECT SUBMITTED IN ANY CATEGORY.

From Inkwell to Internet: a Century of State Secondary Education in Leongatha by Lyn Skillern and others.

The Art of Being Melbourne by Maree Coote

This book was prompted by the Leongatha Secondary Colleges approaching centenary. Starting in 1912 as an Agricultural High School it was one of the earliest state secondary schools in regional Victoria. Its several authors and student memoirs make it a community collaborative project that is a welcome addition to Victorian educational history.

This book provides a compelling history of the visual imaginings of Melbourne through artistic impression. The author provides a rich overview of Melbourne’s development from a village to a thriving metropolis in this well researched and beautifully illustrated history.

History Publication Award AWARD FOR A NON-FICTION PUBLICATION OR E-PUBLICATION ON VICTORIAN HISTORY. Neither Power Nor Glory: 100 Years of Political Labor in Victoria, 1856–1956 by Paul Strangio Paul Strangio’s in-depth look at the Labor party provides an excellent and readable analysis of the years when the Labor party largely failed to achieve office.

Local History – Small Publication Award Award for the best small publication.

Chewton–Then and Now: a series of studies investigating change over time in the former Mount Alexander Goldfield Town of Forest Creek later known as Chewton by Ken McKimmie.

This book provides a fresh approach to the presentation of local history, containing 50 studies of historic buildings and heritage sites in the Chewton goldfields area near Castlemaine. Photographs from the past and present are complemented by informative maps and sketches.

Local History Project Award Award recognising activities that enhance access to records of significance to local communities: Coranderrk Database by Mick Woiwod.

This resource kit provides detailed material presented chronologically about Indigenous people at the Coranderrk Aboriginal station near Healesville. This compilation is available as a print on demand or on disc.

Young Historians Award This new Award encourages secondary school aged students to engage with local history, increase historical understanding and discover more about Victoria’s history.

New Horizons: Post-War Migration to Australia

by Chelsea Way

Multimedia History Award Wyperfeld 100: a Traverse in Time by Friends of Wyperfield Marking the centenary of the reservation of the first section of Wyperfeld National Park this DVD features high quality production, filming with historical footage, images and interviews.

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

Goldfields Track Walking Guide by Gib Wettenhall and Great Dividing Trail Association This impressive and superbly presented walking guide to the 210km Goldfields walking track from Mt Buninyong to Bendigo, will be a valuable resource to heritage tourists. It is a model for future guides.

Judge’s Special Prize for Excellence Construction of the Great Ocean Road DVD by Lorne Historical Society and Lorne Aireys Inlet P-12 College VCAL Students.

The Lorne Historical Society worked closely with the local college and other community groups to produce a DVD that portrays construction of the Eastern View to Lorne section of the Great Ocean Road. It is a clearly narrated and engaging production.

PUBLIC RECORD OFFICE VICTORIA

GLOSSARY

This essay by a year 10 student focuses on post-war immigration with particular reference to the West Sale Migrant Holding Centre and the story of the Rudowiczs, a Polish family.

VPRS 12800/P1–UNIT– 609–12

APPENDICES

accession

A group of records from the same transferring agency taken into Public Record Office Victoria at the same time.

The records may be formally arranged and described into records series and consignments or they may be unarranged and undescribed. Accessioning refers to the process of formally accepting and recording the receipt of records into custody (Keeping Archives 1 ).

advice

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

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.

archive

The whole body of records of continuing value of an organisation or individual. Sometimes called ‘corporate memory’ (AS 4390.1 –1996).

archives

Records 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 records2 ).

consignment

‘A series consignment comprises of record items belonging to the one series which are deposited into the custody of Public Record Office Victoria as part of the one physical transfer. A series consignment may consist of the whole or only part of a series.’ 3

conversion

Conversion means converting a record from one format to another. Conversion can be from one physical format to another physical format, from a physical format to a digital format, or from one digital format to another digital format. Examples of conversions are:

t

EJHJUJTBUJPO PG B QBQFS PSJHJOBM

t

NJDSPmMNJOH PG B QBQFS PSJHJOBM

t

EJHJUJTBUJPO PG B NJDSPmMN

t

DPOWFSTJPO PG B EJHJUBM SFDPSE GSPN POF TPGUXBSF GPSNBU UP BOPUIFS

t

DPOWFSTJPO PG B EBUBCBTF UP B TFU PG 1%' mMFT BOE B TQSFBETIFFU

46–47

public record

any record made or received by a public officer in the course of his duties; and 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. 6 Public records may be divided into business records, ephemeral records and personal records.

reading room

Area set aside at Public Record Office Victoria’s centre for public access to records (Private lives, public records).

record

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

A record can take many forms: t B EPDVNFOU JO XSJUJOH t B CPPL NBQ QMBO HSBQI PS ESBXJOH t B QIPUPHSBQI t B MBCFM NBSLJOH PS PUIFS XSJUJOH XIJDI JEFOUJmFT PS EFTDSJCFT BOZUIJOH PG XIJDI JU GPSNT QBSU PS UP XIJDI JU is attached by any means whatsoever t B EJTD UBQF TPVOEUSBDL PS PUIFS EFWJDF JO XIJDI TPVOET PS PUIFS EBUB OPU CFJOH WJTVBM JNBHFT BSF

embodied so as to be capable (with or without the aid of some other equipment) of being reproduced therefrom t B mMN OFHBUJWF UBQF PS PUIFS EFWJDF JO XIJDI POF PS NPSF WJTVBM JNBHFT JT FNCPEJFE TP BT UP CF DBQBCMF (as aforesaid) of being reproduced therefrom t BOZUIJOH XIBUTPFWFS PO XIJDI JT NBSLFE BOZ XPSET mHVSFT MFUUFST PS TZNCPMT XIJDI BSF DBQBCMF PG carrying a definite meaning to persons conversant with them (AS ISO 15489.1).

(a) (b)

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

recordkeeping

Making and maintaining complete, accurate and reliable evidence of business transactions in the form of recorded information.7

digitised record / digital image

An electronic reproduction of a picture, photograph or physical item (e.g. letter or document) that can be stored on records (Private lives, public records).

records management

disposal

A range of processes associated with implementing appraisal decisions which are documented in disposal authorities or other instruments. These include the retention, destruction or deletion of records in or from recordkeeping systems. They may also include the migration or transmission of records between recordkeeping systems, the transfer of ownership or the transfer of custody of records, e.g. to Public Record Office Victoria.4

Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposal of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.8

repository

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

series

A group of records which are recorded or maintained by the same agency or agencies and which:

t

BSF JO UIF TBNF OVNFSJDBM BMQIBCFUJDBM DISPOPMPHJDBM PS PUIFS JEFOUJmBCMF TFRVFODF PS

t

S FTVMU GSPN UIF TBNF BDDVNVMBUJPO PS mMJOH QSPDFTT QFSGPSN UIF TBNF GVODUJPO PS NBZ CF PG TJNJMBS physical shape or information content.9

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.

Within the Victorian public sector, records are appraised to determine their significance (business, legal or historical) and then judged to be either of temporary or permanent value to the state. Government bodies are guided by standards or schedules issued by PROV to regulate the disposal of records. disposal authority A legal document that defines the retention periods and consequent disposal actions authorised for specific classes of records (AS 4390.1-1996).

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.

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 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. place of deposit (POD)

A location approved by the Victorian government minister responsible for PROV for the storage by community groups of temporary records of local value.

provenance

‘The relationships between records and the agencies or individuals that created, accumulated and/or maintained those records in the conduct of personal or corporate activities.’5

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. 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. Change of custody, ownership and/or responsibility for records.10 (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).

VEO

A VERS Encapsulated Object is a record which has been encapsulated using eXtensible Markup Language (XML) as 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.

VERS

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

VPRS

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.

Glossary footnotes on page 48

APPENDICES

1

49

J. Ellis (ed.), Keeping Archives, 1993, The Australian Society of Archivists Inc., Australia.

2 B. Fensham et al., Private lives, public records, 2004, Public Record Office Victoria, Australia.

3

Public Record Office Victoria, Series identification and registration manual, 4th edn, Public Record Office Victoria, 1992, Melbourne, p3.

4

Standards Australia, AS ISO 15489.1: Australian standard on records management: part 1, Standards Australia, Sydney, 2002, s. 3.9, p. 3.

5

J Bettington et al (Eds), Keeping Archives 3rd Edition, Australian Society of Archivists Inc., 2008, p.636.

6

Public Records Act 1973, s. 2.

7

J Bettington et al, 2008, p. 636.

8

AS ISO 15489:1, ss. 3.16, p. 3.

9

Public Record Office Victoria, Series identification and registration manual, 4th edn, Public Record Office Victoria, 1992, Melbourne, p. 3

10 AS ISO 15489:1, s. 3.20, p. 3.

VPRS 16086-P001-000003-003