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03.19.12 >

Issue #March 2012

A Public Record

Victorian Electronic Record Strategy - Refresh

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

In print and online: have a look at the newly released VERS Workplan and find out what we and the VERS Steering Committee will be working on over the next 12 months. If you see any strategic links to your workplans, I would love to hear from you.
We want your input - as part of PROV's policy development process, a Social Media issues paper will be released for discussion this month. In this paper we explore the recordkeeping implications of social media and we'd like to hear from you. For further details please contact and if you're tweeting kindly follow @PRO_Vic for announcements.
Digital Transfers Workshop - we are focusing on the lessons learnt from the 2010 Cabinet records transfer. A workshop is planned for April, which will seek to share experiences and knowledge around what worked and what can be learnt.
Birds eye view - cast your eyes over the lay of the land in electronic records management events. Our new Events Calendar has links to events and activities occurring over the next few months.
Genie in a bottle - The project VERS Workbench is set to develop tools that evaluate your electronic records across multiple systems and create objects for transfer to PROV. Scoping work undertaken by the University of Melbourne's eScholarship Research Centre is set to be released as a Request for Tender this month.

Standards & Policy

For more information on Standards or Policy, please contact

As mentioned in the February Newsletter, 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.

It is envisaged that the Issues Paper will be out to exposure by mid April. The team is also progressing the development of a Training Strategy that will determine and define how PROV delivers training to our valued stakeholders.

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 recertification for vendors.
Further information

Retention and Disposal Authority Progress

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

New RDAs, PROS 12/02 for Corrections Victoria and PROS 12/03 for the Adult Parole Board were issued this month.
The draft RDA for the Statewide Health Services Function of the Department of Health was endorsed by the Public Records Advisory Council (PRAC) in early March. Once formally signed by Health's Departmental Secretary, the RDA will be ready for the Keeper's final approval and then be formally issued as a Standard under the Act.
In late 2010 PROV commenced a major project with the State's many water authorities to develop a new RDA to replace PROS 00/01.
The Authorities established a Steering Committee to oversee the work of their appointed service provider. The fruits of that labor are now coming to fruition, a first draft RDA and appraisal report are complete and we are on track to have a new RDA ready for the Keeper's approval by late 2012.
Other RDA projects currently underway include: new RDAs for the Department of Premier and Cabinet, Sustainability Victoria, Transport Safety Victoria, State Revenue Office and a major variation to the RDA for VCAT.
To access all current RDAs, please click 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
  • Department of Planning & Community Development - planning scheme records
  • Probate Office (Supreme Court) - probate files
  • Victorian Assisted Reproductive Treatment Authority - donor linking records
  • County Court - criminal presentments and final orders
  • 2009 Victorian Bushfires Royal Commissions - 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
  • Yarra Valley Water Limited - estray plans of the former Melbourne Metropolitan Board of Works
  • 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
Transfers underway for Local Government include:
  • Moonee Valley City Council
  • Gannawarra City Council
  • Horsham Rural City Council
  • Wellington Shire
  • Loddon Shire
  • Moorabool Shire
  • Melbourne City Council
  • Moreland City Council
  • City of Yarra
Transfers recently completed include:
  • Parliament Legislative Assembly - original papers and various committee records

Government Services Staff Member of the Month

Julie McCormack - Manager, Appraisal & Documentation

Julie McCormack - PROV
Since I graduated from Monash University I have worked in archives and records at a number of organisations, including three separate stints at PROV where I commenced my career way back in the 1980's (eek!). On this third stint I have worked at PROV for over a decade, initially managing the project to appraise and document the collection prior to the move from Laverton to North Melbourne.
In my present role I manage the team who appraise government records, selecting the records to be retained permanently as State Archives and establishing retention periods for the rest. The team also manages the transfer of archives from Government agencies and produce the archival documentation that allows researchers and agencies to retrieve and interpret the records. I feel privileged to work with the documentary history of Victoria and maintain a link to the work of current and future historians and other researchers.
Away from work I am kept busy by my two children and their forever expanding events and activities. Autumn in Melbourne is an exciting prospect. It means the footy is back and brings with it all my hopes and dreams of an 11th Premiership for Hawthorn. Over the cooler months I can be found at the MCG with family and friends in support of our rival teams, trying hard to remain on speaking terms at the end of each match. This photo with my younger daughter Sophie was taken several years back at a night final. From memory it ended badly but heralded the start of an era of great joy and success the following season. I hardly dare to hope that 2012 will be the year of Hawthorn once again.

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