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February 2015

PROV Bytes

New Year, New Records

Victorian Government Recordkeeping News

Happy New Year! It has been a busy start to 2015 for PROV's Government Services.
The new change of government has required the transfer of Cabinet in Confidence records of permanent value to Public Record Office Victoria where they will remain as State Archives.Government Services staff have also been busy documenting machinery of government changes into its Archival Control System, organising records according to their origin.

As a result of the change in government, Public Record Office Victoria is no longer in the Arts portfolio for the Victorian Government, though remains an agency of the Department of Premier and Cabinet.

In other news, Public Record Office Victoria has also just completed its first transfer to the Bendigo Regional Archive Centre. This first transfer contained Council and Committee minutes from the Swan Hill Rural City Council. For more information on transfers, machinery of government changes or government record keeping, please email Government Services staff.

Government Services Digest

We're here to help you manage your digital and physical records

The Seven Year Myth
By Standards and Policy Officer, Carly Godden
As featured in PS News, 3 December 2014

Seven years is the 'magic figure' often bandied about when it comes to how long records must be kept by government. However, minimum periods for retention of public records actually vary and are determined by law and Public Record Office Victoria.

Read more here

VERS Case Studies
By Records and Archives Analyst, Eva Samaras

We are also pleased to announce that the Victorian Electronic Records Strategy (VERS) has produced a series of case studies to be used as a reference guide for innovative electronic recordkeeping practices. The case studies highlight the challenges, processes, technologies and achievements encountered when undertaking electronic recordkeeping projects and digital records transfers within Victorian Government.

Read more here

Other Bytes and Pieces!

Changes to record limits in the PROV Reading Room

Effective from the 23rd of December 2014, user order limits have been reduced to 4 records per delivery,  with a maximum of 12 records loaned out per person at any one time.

For many people this will have no impact, but we realise this may be an issue for some. To assist those affected, PROV will work with those current researchers who, because of the nature of their research, have been provided with higher user limits to determine a suitable interim arrangement.

Special requests can be made regarding order limits by writing to the Coordinator, Access Services via our Online Enquiry Form.

This change will allow PROV to use its resources to maximise collection usage through servicing both online and physical access. Thank you for your understanding.

Introducing our Records and Archives Analyst

Andrew Harris

My first six months at Public Record Office Victoria has been an enjoyable and steep learning curve. I came into the role of Records and Archives Analyst mid-way through 2014. Initial daily challenges included remembering the endless government related acronyms (and associated pronunciations), the difference between a PRO 21B and PROS 09/05, and ensuring not to take photographic negatives straight out of cold archival storage.
I have been working on transfers from across a broad range of Victorian government departments and agencies, as well as several retention and disposal authority projects. I also tend to the Agency Queries inbox. Having spent my whole life in Melbourne, I am relishing the opportunity of working within the Victorian public sector.

After studying my undergraduate at La Trobe University, I graduated with a Master of Information Management from RMIT University. During my time studying, I gained information management experience at the MCG and with an architecture firm. I continue to work casually at the MCG members’ library on event days.

Away from the Victorian Archives Centre, I spend my leisure time playing club cricket in summer, hockey in winter, and the usual mix of socialising, watching live sport and going to the movies.  I also enjoy long walks along the beaches of the Mornington Peninsula. In recent years, I have traveled around North and Central America and Asia, with my favourite destination being the USA. At one point I was also a tennis instructor at a summer camp in New Hampshire. This carried on my international tennis association after being a ballboy at the Kooyong Classic tennis tournament in my formative years (N.B. The bright lights of the Australian Open didn’t come calling).

Did you know?

Did you know that Victoria's official animal emblem is the endangered Leadbeater's Possum?

Victoria's bird emblem is also the endangered Helmeted Honeyeater and the State's marine emblem is the Weedy Seadragon (pictured opposite in a photo by Richard Ling, licensed under Creative Commons


What's on?

February and March

14 Feb
Victorian Archives Centre – Saturday opening

17 Feb
Tour of the Archives

Research Immigration Records

28 Feb
Victorian Archives Centre – Saturday opening
9 March
CLOSED for Labour Day

14 March
Victorian Archives Centre – Saturday opening

25 March
Tour of the Archives

Crime, Law and Punishment

28 March
Victorian Archives Centre – Saturday opening

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