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02.17.12 >

Issue # February 2012

A Public Record

Sir Rupert Hamer Records Management Awards

For more information, including where to download Nomination Forms and Guidelines, please visit our website.

Nominations are now open for the Annual Sir Rupert Hamer Records Management Awards. An initiative of the Public Records Advisory Council (PRAC), the Awards recognise achievements in good records management practice within Victorian Government Agencies.
Further information

Digital Records Blog

PROV staff have been using the PROV Blog to post up discussion and views on issues around managing digital records. Topics include: estimates of the numbers of digital records created in the VPS, perceptions of value, a discussion around primary capability, structured data and more. The Blog is designed to allow comments from anyone. If something in one of the posts sparks a thought or opinion, let us know.
Further information

VERS Refresh

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

The VERS Refresh Project Plan is forging ahead with the completion of a detailed work plan that will be distributed to the VERS Steering Committee in March.
Some of the significant projects to be undertaken this calendar year include:
  • Capture to Disposal (tools and techniques to make this possible)
  • Structured Data (looking at functional requirements of business systems and tools to automate this)
  • Measurement Framework Phase 1 (maturity based self assessment tool for voluntary use incorporting the requirements of the new Standards)
These major projects will enable VERS to provide greater support to Victorian Government by refocusing on 'real time' issues, not just issues they face when records are finally sentenced. Issues being addressed include: how do we manage data in structured systems, such as databases, and how should we best manage the Cloud and websites.

Standards & Policy

For more information on Standards or Policy, please contact

The Standards and Policy Team is busy undertaking the development of a Cloud Computing Issues Paper as part of the major policy commitments made by PROV. The team is also progressing the development of a policy that will determine and define a public office in relation to the Public Records Act 1973. It is envisaged that PROV will be the lead agency on this collaborative project with other agencies.
Members of the team have also been finalising a presentation for the Records and Information Officers Forum 2012 to be held in the last week of February.

The presentation looks at the development of the recently revised Standards and its relationship to policy development at PROV.
February will also see the establishment of the much anticipated Standards and Policy Stakeholder Committee. It is anticipated that the first meeting will occur in late February after a positive response from members. The Standards and Policy Stakeholder Committee will allow major records management policy developed by PROV to be more responsive to the needs of our stakeholders and address critical issues that required policy development.

Product Compliance

For more information on Compliance, please contact

The process of certifying new minor versions of products has been streamlined recently with vendors now having the option of self-certifying new versions of their products (which is recorded on the PROV website). This process should ensure a speedier re-certification for vendors.
TRIM 7.2 has now self-certified as being fully compliant with the VERS Standard.

Retention and Disposal Authority Progress

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

Retention and Disposal Authority (RDA) projects currently underway include Statewide Health (for the Department of Health), the Department of Premier and Cabinet and Transport Safety Victoria. An RDA is also being developed for the Department of Transport and a new RDA for the Water Authorities was recently drafted.
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:

  • Royal Children's Hospital: Various records ranging from board minutes to pre-1950 admission registers
  • Rural Finance Corporation: Post WWII Soldier and Closer Settlement records (Stages 2 & 3)
  • Department of Business and Innovation: Correspondence
  • Legislative Council: Records of various parliamentary committees
  • Office of the Administrator: Photograph collection from the former State Electricity Commission Victoria
  • Department of Sustainability and Environment: Black Saturday Bushfire Recovery Photographs
  • Department of Human Services: Child Protection Files
  • Yarra Valley Water Limited: Estray plans of the former Melbourne Metropolitan Board of Works
  • Department of Treasury and Finance: Correspondence
  • Cabinet Secretariat: Cabinet records of the Bracks/Brumby Governments
  • Office of the Public Advocate: Case files (Guardianship)
  • 2009 Victorian Bushfires Royal Commission: records of the Commission
  • County Court: Criminal Presentments and Final Orders
  • Victorian Assisted Reproductive Treatment Authority: Donor Linking Records
  • Probate Office (Supreme Court): Probate records
  • Parliament: Legislative Assembly original papers and various committee records
  • Department of Planning and Community Development: planning scheme records
  • Grampians Wimmera Mallee Water Corporation: minutes, engineers reports, contract register
  • Office of Public Prosecutions: prosecution and litigation records
  • Supreme Court: criminal case records
Transfers underway for Local Government include:
  • Moorabool Shire
  • Loddon Shire
  • Wellington Shire
  • Horsham Rural City
  • Gannawarra Shire
Transfers recently completed include:
  • Borough of Queenscliffe: General Correspondence & Contract Files, Annual Statements
  • City of Yarra: Records of the Richmond City Council & Yarra-Melbourne Regional Library Corporation
  • Wannon Region Water Authority: Minutes/Agendas of various water & sewerage authorities
  • Melbourne City Council: Empire patriotic fund applications
  • PROV: General correspondence files

Government Services Staff Member of the Month

Cathy Meynell-James - Senior Manager, VERS Project

Cathy Meynell-James - PROV
I have been a professional Public Servant in both Victoria and South Australia for more than 15 years.
During this time I have held positions within many Government Department's including roles where I created public policy, investigated Taxation compliance, wrote speeches for Premiers, administered grants, and was a Minister's Adviser.
I once had the legislative power to lawfully 'Break and Enter' under the State Taxation Act, however, disappointingly never had cause to use them.

I have three children and recently enjoyed a beautiful break by the seaside in Lorne where my family enjoyed searching for sea creatures in the rock pools (pictured).

I now work at the Public Record Office as a Senior Manager, focusing on the strategic projects of the Victorian Electronic Records Strategy (VERS). This year promises to be a terrific year with many significant and helpful products being produced, which will greatly assist many people in Government to better capture, preserve and access Victoria's wonderful electronic public records.

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