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05.23.12 >

Issue #May 2012

A Public Record

Upcoming Events

Records Management Network: 29 May
On the 29th May, between 11am-2pm, PROV will hold its first RMN for the year. The Auditor General, Deputy Ombudsman, an FOI Expert and the Vic Branch President of RIMPA will be providing the audience with a unique insight into recordkeeping. This free event includes a light lunch. To reserve your place, RSVP directly to by Wednesday 23 May.
Records Managers Forum: 19 June
The next Forum will be held on 19 June, between 11am-12:30pm. It will be hosted by Department of Justice on Level 21, 121 Exhibition Street, Melbourne. Any Victorian public sector records management staff are welcome to attend these very informal meetings - please contact to RSVP and/or be placed on the mailing list for this Forum.

Hamer Awards Winners Announced...

The annual Sir Rupert Hamer Records Management Awards were held on Thursday 17 May at Queens Hall - Parliament House, with in excess of 140 guests attending. Master of Ceremonies for the evening was Dr Anthony Bendall, Acting Privacy Commissioner, and the key note speech was delivered by David Brennan, Associate Professor at the University of Melbourne. For all the details, including winners on the night, please see the media release opposite.

Further information

Victorian Electronic Records Strategy - Refresh

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

Cabinet Transfers Workshop
A forum 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, was held this month. The conversation focused around business as usual in departments, the transfer process and what lessons were learnt. One more workshop will be held in June to tackle strategic level issues of the transfer.
Structured Data Discussion Paper
Discussions have commenced on the development of an Issues Paper on Structured Data. Structured Data is data that is not managed or stored in a traditional way, such as Electronic Document and Records Management Systems (EDRMS), file/document hierarchy or shared drive. Increasingly, this structured data is being created and stored in a variety of new ways, such as in databases, geographic information systems and websites (html). This poses new challenges to the management, storage and retrieval of it. The Issues Paper hopes to address these challenges and identify new solutions.

Standards & Policy

For more information on Standards or Policy, please contact

The Standards and Policy Team currently has the Cloud Computing Issues Paper out for circulation. Feedback and comment from the Issues Paper will support the development of the Recordkeeping Implications for Cloud Computing Policy. The feedback and comments period expires on 31st May 2012.
The Team are also working on a Disposal Poster, Digitisation Podcast, Digitisation Factsheet and a VERS Presentation to coincide with Information Awareness Month (IAM). Currently the Team are investigating the Environmental Impacts of recordkeeping so watch this space.

Product Compliance

For more information on Compliance, please contact

ELO Digital have submitted VEOs to be tested against Specifications 3-5 for their new products ELO Digital 2011 Professional and ELO Digital 2011 Enterprise. These products will be tested over the next two weeks.
Further information

Retention and Disposal Authority Progress

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

Retention and Disposal Authority projects currently underway include new RDAs for Water Authorities, the Department of Premier and Cabinet, Sustainability Victoria, Transport Safety Victoria, Department of Transport, 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 Justice: general subject correspondence files
  • VicTrack: railway line drawings, plans and other records
  • Department of Education & Early Childhood Development: correspondence files
  • Grampians Wimmera Mallee Water Corporation: minutes, engineers reports, contract register
  • Consumer Affairs Victoria: business names registration database
  • Office of Public Prosecutions: prosecution and litigation files
  • Supreme Court: criminal case records, divorce case files, company and miscellaneous application files
  • Department of Business & Innovation: correspondence files
  • Department of Human Services: child protection files
  • 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 Sustainability & Environment: Black Saturday Bushfire Recovery Photographs
  • Office of the Administrator: photograph collection from the former State Electricity Commission Victoria
  • Rural Finance Corporation: board and committee records, Victorian development corporate cards
Transfers underway for Local Government include:
  • Melbourne City Council
  • Campaspe Shire
  • Moorabool Shire
  • Moonee Valley City Council
  • Loddon Shire
  • Wellington Shire
  • Horsham Rural City Council
  • Moreland City Council
  • Greater Shepparton City Council
Transfers recently completed include:
  • Monash City Council: registers of building permit applications
  • Probate Office (Supreme Court): probate records

Government Services Staff Member of the Month

Jeanette Pearcy - Senior Project Officer, Government Services

Jeanette Pearcy - PROV
Hi, I'm Jeanette Pearcy
Right now I'm working on scoping a project surveying representative agencies to understand the size, location and cost of physical records storage for Victorian Government. Using the results to evaluate whether physical records storage and management is a costly problem, based on measurements rather than anecdotally. A further objective of the project is to develop a new approach for planning transfers into the archive which may include targeting specific record holdings or sectors depending on the findings.
Previously I worked on the Recordkeeping Standards Project, researching, scoping and writing Standards, Specifications, Guidelines and Fact Sheets to create a full suite of best practice recordkeeping requirements. This project was awarded first prize in the Arts Portfolio Leadership Awards in the category of Leadership is Business Improvement and I'm very proud of my contribution and the work that our team produced.
Professionally, I've been really lucky to have worked in Federal, State and Local Government agencies as well as the corporate sector. My first job was at the Box Hill - Doncaster Regional Library, as a library officer.
After that my career really took an interesting turn in the world of science where I became a Technical Librarian, in charge of millions of dollars of exploration and production data for an Oil and Gas Exploration and Production Company in the mid 1980's, at the time when Australia's oil and gas industry was booming. I managed reports, records, data, samples, well logs and seismic tests for all exploration and production licenses for joint ventures across Australia, in the Timor Sea, Texas, Russia and China.
Since then I've continued to work in records and information roles, rather than remaining in traditional librarian roles and have been rewarded with great and sometimes extraordinary experiences.
As for the future, I'm looking forward to whatever comes next and think that it's an interesting and innovative time to be in the archives, records and information profession.

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