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04.19.12 >

Issue #April 2012

A Public Record

Upcoming Events

Digitisation Community of Practice: 24 April
The next Digitisation CoP meeting will be held in the Conference Room at PROV - 99 Shiel Street, North Melbourne from 11am-12:30pm on Tuesday 24 April. This very informal meeting is open to all Victorian Public Sector Staff who would like to hear about digitisation projects, discuss issues and share their learnings. Contact Alison McNulty on 9348 5711 to learn more or be included on the mailing list.

Cabinet Transfers Workshop: 9 May
We've scheduled a form for people who have been responsible for managing and transferring electronic records to Cabinet from their Department in the caretaker period of the last State Government Election. If you're keen to share your experiences please contact Emily Swann for information.
Records Management Network: 29 May
The next RMN meeting has been tentatively booked for 29 May from 11am-2pm with a light lunch included. Pencil this date into your calendars and an invitation will be sent out shortly.

Victorian Electronic Record Strategy - Refresh

For more information on VERS, please contact Cathy Meynell-James

Update on VERS Workbench Software Development:
We're pleased to report that specifications for an online workbench that will create digital objects ready to transfer to PROV (as VEOS: VERS Encapsulated Objects) have been completed and sent to a selection of companies for quoting. We'll be awarding a contract this month and expect development to commence in May.

Further information

Standards & Policy

For more information on Standards or Policy, please contact

New Release: Recordkeeping Implications of Social Media Issues Paper
To help make our forthcoming social media and recordkeeping policy as comprehensive, reliable and useable as possible we want your comments and perspectives on our Issues Paper, especially if you are a records manager or use social media as part of your work. Please send feedback to Emily Swann

New Release: Cloud Computing - Implications for Records Management Issues Paper
To help make our forthcoming social media and recordkeeping policy as comprehensive, reliable and useable as possible we want your comments and perspectives on our Issues Paper, especially if your agency uses (or plans to use) cloud computing services. Please send feedback to Christopher Wallace
Training Modules
All of the online training modules for the new PROV Standards are now available. They can be accessed here. Just a reminder, the self-paced learning modules for the Standards are also available here.

Standards and Policy Stakeholder Committee
The first meeting of the new Committee was held during April. The Committee's role is to provide guidance to PROV on the development of Standards and Policy.

Review of Archives New Zealand Digital Archive Project
During March the Standards and Policy team was involved in a review of the Archives New Zealand Digital Archive Project. This was an international review, and taking part was a member from the US National Archives and Records Administration.

Environmental Impacts of Digital Records
The team is commencing work on a short Issues Paper on the environmental impacts of digital records. Look out for it towards the middle of the year.

Product Compliance

For more information on Compliance, please contact

Opentext Records Management Version 10 and Opentext for Sharepoint Version 10 were certified against PROS 99/007 (Version 2) Specifications 1 and 2. This makes both of these products fully compliant as they had already been certified against the other three Specifications.
Further information

Retention and Disposal Authority Progress

For more information about the Disposal Program, please contact Julie McCormack OR Emma Murray

Variation 5 to PROS 02/01 General Retention & Disposal Authority for the Records for Higher and Further Education Institutions was issued, extending the expiry date of this Authority to 31/7/2014. A project is underway to develop a new RDA to replace PROS 02/01.
RDA Projects currently underway include new RDAs for Water Authorities, the Department of Premier and Cabinet, Sustainability Victoria, Transport Safety Victoria, Department of Transport, State Revenue Office and a major Variation to the RDA for VCAT.
Further information
  • All Retention and Disposal Authorities can be found here

Transfers in Progress

For more information about Transfer Activities, please contact

Transfers in progress include:

  • Department of Education & Early Childhood Development: Correspondence Files
  • Grampians Wimmera Mallee Water Corporation: Minutes, engineers reports, contract register
  • Office of Public Prosecutions: Prosecution & litigation records
  • Supreme Court: Criminal case records, divorce case files, company & miscellaneous application files
  • Probate Office (Supreme Court): probate records
  • Victorian Assisted Reproductive Treatment Authority: Donor Linking records
  • County Court: Criminal Presentments and Final Orders
  • 2009 Victorian Bushfires Royal Commission: records of the Commission
  • Office of the Public Advocate: Case files (Guardianship)
  • Cabinet Secretariat: Cabinet records of the Bracks/Brumby governments
  • Department of Treasury & Finance: correspondence
  • Department of Human Services: Child protection files
  • Department of Sustainability & Environment: Black Saturday Bushfire Recovery Photographs
  • Office of the Administrator: Photograph collection from the former State Electricity Commission Victoria
  • Consumer Affairs Victoria: Business names registration database
  • Royal Children's Hospital: Engineering and architectural drawings
  • Department of Business and Innovation: correspondence files
  • Rural Finance Corporation: Board and committee records, Victorian Development Corp. records
Transfers underway for Local Government include:
  • Moonee Valley City
  • Moorabool Shire
  • Gannawarra City
  • Horsham Rural City
  • Wellington Shire
  • Loddon Shire
  • Melbourne City Council
  • Moreland City
  • City of Yarra
  • Monash City
  • Greater Shepparton
Transfers recently completed include:
  • Department of Planning and Community Development: planning scheme records

Government Services Staff Member of the Month

Abigail Belfrage - Project Officer, VERS Refresh Project

Abigail Belfrage - PROV
Hi there I'm Abi, an historian and geek, and I've been working at PROV since 2003. In that time I've packed boxes, worked in our Reading Room, co-run reference services, helped build PROVs Digital Archive and online catalogue, developed online research tools, and run a hack day and a social media information sharing program.
In my latest PROV incarnation I'm on secondment to the team that coordinates our Victorian Electronic Records Strategy Refresh project; where records management meets electronic, meets online. In my (part-time - hooray!) role I support the work of the VERS Steering Committee and am writing case studies of best practice electronic records management in the Victorian Public Sector.
Apart from my reading habit (currently Eric Hobsbawm's The Age of Capital) I'm fascinated by the emergence of online communities, knowledge and dialogues around crowdsourcing, crowdfunding, linked open data and the digital humanities.
In this photo I'm relaxing with a few buddies at the National Library Australia after THATcamp Canberra (the Humanities and Technology camp) 2011 (faces redacted to protect the innocent). Where else do nerds go after a conference!

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