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01.16.14 >

Issue #Quarter 3 2013/14
Government Services

A Public Record

Sir Rupert Hamer Awards

Please see:

The Sir Rupert Hamer Awards will be held in May 2014 at Queens Hall, Parliament House

Nominations for the 2014 Sir Rupert Hamer Records Management Awards are now open. The awards are held annually to recognise excellence and innovation in records management within the Victorian Public Sector and are proudly offered through the Public Records Advisory Council (PRAC) and the Public Record Office Victoria (PROV).

 The awards ceremony is a prestigious annual event recognising projects completed by Victorian Government agencies and community archives that truly reflect innovation and dedication to best practice recordkeeping and the preservation of records of permanent value.

Victoria’s 39th Premier, Sir Rupert Hamer headed up the government which passed the Public Record Act in 1973. Sir Rupert Hamer understood that good records management; supports efficiency, lowers costs, enables accountability and ensures future generations are able to access their history. With such foresight into the importance of good recordkeeping, it is fitting that these awards are named in his honour.

Recognition of public records and government accountability has also been shared by many Victorian Government leaders and the Public Records Advisory Council is pleased that the following Victorian Premiers have allowed us to use their names as proud supporters of the Hamer Awards:
  • John Cain, Premier of Victoria 1982 – 1990
  • Joan Kirner, Premier of Victoria 1990 – 1992
  • Jeff Kennett, Premier of Victoria 1992 – 1999
  • Steve Bracks, Premier of Victoria 1999 – 2007
  • John Brumby, Premier of Victoria 2007 – 2010
Each year Victorian Government agencies and community archives are invited to submit nominations for outstanding records management projects that have been successfully completed in the previous year.

The nominations are judged by an independent panel consisting of members from the Public Records Advisory Council, the Victorian Branch of the Records and Information Management Professionals Australasia and the Australian Society of Archivists. Winning entries are announced at the awards ceremony.

2013 Sir Rupert Hamer Award Winners

2013 Sir Rupert Hamer Awards at Queens Hall

2013 Sir Rupert Hamer Award audience

Contact Information
Should you require any further information regarding the awards please contact either Jennifer Rout (9348 5617 or Bridget Ruff (9348 5762 For 2014 nomination forms and guidelines please see:

Award Categories
There are two major categories in the Sir Rupert Hamer Records Management Awards.

Category One – Victorian Government Agency
The awards in the Victorian Government agency categories recognise excellence and innovation in records management. The awards for each category are judged on the following outcomes:
1.      The project significantly improves business efficiency and effectiveness within the agency; and/or
2.      The project ensures a high level of compliance by the agency with Victorian Government records management policies, regulations and standards.
Sir Rupert Hamer Records Management Awards for Victorian Government agencies will be offered according to the following classifications:
Classification Definition
1          Small Agency Up to 500 employees
2          Medium Agency 501 to 2000 employees
3          Large Agency 2001 or more employees
4          Regional / Rural Agency Any regionally based agency, a regional office of an agency, or any rurally based agency of any size

Director & Keeper of Public Records Justine Heazlewood presenting at the 2013 awards

Category Two – Places of Deposit (POD)

Places of Deposit are community facilities, such as historical societies, that have been appointed by the Minister for the Arts to care for public records of local significance that are not part of the state archives. The awards in these categories recognise the efforts of community archives and government agencies in preserving and/or making accessible records of significance to local communities and the state of Victoria.

Sir Rupert Hamer Records Management Awards for Places of Deposit will be offered according to the following classifications:
Classification Definition
1  Preservation of records of significance to the local community and the state Includes records donated from Local Government and Water Authorities
Open to both Places of Deposit and Victorian Government Agencies
2  Providing enhanced records access
to the local community
Includes education and access programs
Open to Places of Deposit only

Standards and Policy

For more information on Standards and Policy, please contact Alan Kong, telephone: (03) 9348 5720 or email:

The Standards and Policy team are pleased to report the Public Records Regulations have been remade by the Governor in Council on 19 November 2013. 

These regulations update the conditions of use of Public Record Office Victoria facilities to reflect our current access guidelines for the reading room. The new Regulations also update the fees for making copies of public records and other services provided by Public Record Office Victoria.   
An issues paper on mobile technologies was published in October 2013.  This issues paper focuses on the aspects of mobile technology (including, but not limited to, Bring Your Own Devices (BYOD)) that have a direct bearing on the management of public records. 

The consultation phase concluded late November and the comments we have received will inform an official policy regarding the records management component of mobile technology use. 

The issues paper is available at
An issues paper on recordkeeping and the environment will also be published in January. The purpose of this issues paper is to assist the Victorian Government with identifying a framework to assess and mitigate the environmental impacts associated with keeping records. 

Senior Officer of Policy and Standards Peter Francis and Coordinator, Transfer and Documentation David Fowler

Victorian Electronic Records Strategy

For more information about these projects and all things VERS, please contact Bridgett Ruff, telephone 03 348 5762 or email

Public Record Office Victoria’s VERS team is please to announce that they have created an Information Management Maturity Measurement tool titled the ‘IM3’.
The IM3 is designed for use by Victorian Government agency staff to assess the level of Information Management (IM) maturity by measuring strategies and practices across an organisation. It has been developed by Public Record Office Victoria to help government staff to negotiate the complex requirements of today’s IM environment.
The tool can be found on Public Record Office Victoria’s website at

The VERS Standard review is ongoing during this quarter with a consultation document soon to be released for comments from interested parties.  This review aims to ensure that PROS 99/007 is updated to best represent the technological platforms that exist today, and take into account reduced metadata requirements. It also ensures the Standard is more responsive to agency needs, as well as maintaining good practice for digital record capture.

VERS Project and Research Officer Bridget Ruff and Consultant Howard Quenault

Walking around Public Record Office Victoria...

Above: Coordinator of Digital Projects Daniel Wilksch examines VPRS 5714 Soldier Settlement Records

Above right: The Victorian Archives Centre Reading Room open to the public

Below right: Some of the many rolls of film in the Victorian Archive Centre collection


Retention and Disposal

For more information about the Disposal program, email or contact Emma Murray, Coordinator, Disposal telephone 9348 5646,

Projects that are currently underway include Retention and Disposal Authorities (RDA’s) for the Transport Accident Commission, VicTrack, Higher Education, Cemeteries and Crematoria, DEECD (Skills) and VIFM.  We have also recently issued a variation for PROS 01/03 Victorian Auditor-General’s Office Records.
All current Retention and Disposal Authorities can be found on the PROV website at:

Disposal Remodelling Project
After an extensive review, Public Record Office Victoria has commenced a Disposal Remodelling Project to deliver new streamlined processes for authorising the disposal of public records.  Thirty-two recommendations have been developed to transition the disposal program over the next 2-3 years.
To find out more about the planned changes, see or contact Julie McCormack, on (03) 9348 5630 or email

Project Officer Georgie Cole in the Context library
Record Transfers

Recently completed transfers have included:
Victorian Assisted Reproductive Treatment Authority – Records of Storage, Import, Export and Disposal
Royal Children’s Hospital – RCH Archive Collection
Department of Treasury and Finance – Correspondence Files
Department of Treasury and Finance – Victorian Plantation Corporation Records
Yarra Ranges Council – Rate Records and Various Committee Records
Land Victoria – Crown Grants and Land Titles (stage 2)
Office of Public Prosecutions – Prosecution and Litigation Records
Moorabool Shire Council – Minute Books
Parliament – Hansard (Legislative Council and Legislative Assembly)
Warrnambool City Council – Voter’s Rolls, Rate Books
Horsham Rural City Council – Committee of Management Minutes and Agenda
Registrar of Probates (Supreme Court) – Probates and Administration Files
Transfer projects currently in progress include:
Office of Public Prosecutions – Prosecution and Litigation Records
Land Victoria – Crown Grants and Land Titles (stage 3)
Thiess – Water gauging records of Victorian Water Supply Department & State Rivers & Water Supply
Horsham Rural City Council – Outward Letter Books
Bayside City Council – Rate Records
Public Record Office Victoria – Correspondence Records
Royal Women’s Hospital – various record series
Supreme Court – Inquiry Records
Department Human Services – Central Correspondence Files
East Gippsland Catchment Management Authority – various record series
Moonee Valley City Council – Correspondence Series
Cabinet Office – Cabinet Records
Mental Health Review Board – Register of Determinations
County Court – Investment Records, Criminal Presentments and Final Orders
MFESB – Fire and Emergency Incident Reports
Department of Business and Innovation – Correspondence Files
Brimbank City Council – Meeting Minutes
Heritage Victoria – slide collection (digital)
VicTrack – various railway plans, drawings and correspondence series
Supreme Court – Criminal Case Records
VBRC 2009 Victorian Bushfires Royal Commission – Records of Commission (digital)

 Team Leader of Volunteers Leigh Kinrade researching some of the maps in the collection
For more information about transfer activities please contact

Product Compliance

For more information on compliance email:

It has been a busy time for product compliance with four products undergoing VERS compliance testing in this time period.

Oracle’s Webcenter Content is close to being VERS compliant.  Their product achieved VERS compliance for Specifications 3 to 5 in June 2013, with Specifications 1 and 2 also soon to be compliant.

Furthermore, Info-Organiser underwent Specifications 1 to 2 testing for their product Info-Organiser systems and had commenced testing for Specifications 3 to 5.

InfoXpert is undergoing testing for Specifications 3 to 5 for their product. HP is currently undergoing Self Certification.  They have also changed the name of their product from HP TRIM to HP Records Manager. 

News from the Assistant Director

David Brown

My team are working on implementing ORDA (Online Retention and Disposal Application), a web based workflow tool that will be utilised by government agencies and Public Record Office Victoria when developing RDAs.  We have demoed ORDA and trialled its use, with the aim of rolling it out by the end of June 2014.  We are confident that the use of ORDA will improve RDA development significantly and support the re use of RDA data.
The Information Management Maturity Measurement tool (IM3) was also recently launched.  The IM3 is designed for staff in Victorian Government agencies to assess the level of development of Information Management (IM) strategies and practices with in their organisation. It has been developed by Public Record Office Victoria to assist government staff in negotiating the complex requirements of today’s IM environment.

Furthermore, over the last few months we have been working with DSDBI (Digital Government) to relaunch the Information Management Group (IMG).  This group will be a working group under the CIO Council. 

In particular, the IMG will assist agencies and the CIO Council to deliver the following ICT Strategy action items:
  • 16: Continue to provide information management standards and advice;
  • 19: Commence implementation of the DataVic Access Policy and supporting standards and guidelines;
  • 22: Agencies complete implementation of the DataVic Access Policy and supporting guidelines; and
  • 23: Agencies progressive release of datasets on

In relation to the Information Management Working Group, feedback from users has been very positive.  For more information go to
Last from me is that I hope you have a happy 2014!

Staff member of the quarter!

Standards and Policy Officer, Carly Godden

I have come to PROV after stints in different roles across the public and private sectors. My initial grounding was in Law (LLB, with Honours) and Arts at Melbourne University.
After completing my studies and working/interning in various community-based legal organisations, I spent a year overseas in Vanuatu. I worked as a volunteer project officer in a development NGO under a federal government program. It wasn’t all lounging on the beach with exotic drinks served in coconuts (although admittedly, there was defiantly some of that!).

Many of the villages I worked in were very isolated and faced significant resource challenges. I discovered this first-hand when participating in a workshop in a village that was a half day drive from the township centre where I lived. Heavy rains had meant the river levels had risen too high for four wheel drives to pass through, therefore my group was forced to wade through crossings on foot, and ‘hitch’ our way back to town!

Upon my return to Melbourne, I cut my teeth in government policy and project management working in Traditional Owner agreement-making (native title). This was an intensely interesting, but sometimes very demanding, role. When my contract finished up, I returned to Melbourne University, this time in academic research at the Law School.

During this period I also completed my legal training. Looking for a new direction, I then began work in private consultancy on records management regulation. Having maintained a background in privacy matters, Freedom of Information, personal and intellectual property law and evidence, I was able to find common ground in this field.

In moving to Public Record Office Victoria, I feel as though I have landed in a steady role where I can retain my interest in records policy and legal matters, while continuing to build other skills. For me at least, variety is the key and Public Record Office Victoria seems to offer plenty of it! I’m looking forward to continuing in this vein in 2014. Plus, having completed my undergraduate arts degree in history and spent many of hours pouring over the archives in Public Record Office Victoria’s reading room, there is a sense of coming full circle. I’d like to thank the Standards and Policy team in particular, as well as other Public Record Office Victoria staff across Government Services and elsewhere, for a smooth transition over the initial three induction months. I’ll be seeing more of you this year!

Food for thought ...

Did you know?...

Did you know that Melbourne was once known as Batmania!

It was originally named this after colonist John Batman, one of Melbourne’s founding fathers. You can now find a statue of John Batman on Collins Street
Quote of the Quarter

“I love deadlines. I love the whooshing noise they make as they go by.”

Douglas Adams - writer of The Hitchhikers Guide to the Galaxy

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