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Issue: July 2012

A Public Record

Victorian Electronic Records Strategy - Refresh

For more information about these projects and all things VERS, please contact:
Cathy Meynell-James, ph: 0419 580 865 or email: cathy.meynell-james@prov.vic.gov.au 

Measurement Framework for Electronic Information and Records underway

A key project for VERS Refresh is to develop a Measurement Framework for Electronic Information and Records. As well as aligning with the requirements of relevant standards and regulations, this framework will improve on the previous Government Assessment managed by Public Record Office Victoria. In 2012/2013, there are two major activities planned for the Measurement Framework:
  • VERS Stage 2 Maturity Benchmarking Survey, to be developed in conjunction with Government Services Division, DTF, and their Information Management Group’s Analytical survey
  • a self assessment checklist, based on the existing VAGO model for agencies to assess their compliance against existing standards
After successfully responding to the Request for Quote to produce the VERS Stage 2 Maturity Benchmarking Survey, Howard Quenault Consulting has commenced work on the project. The survey is due for release in 2012.  
VERS web pages renovation
Over the next few weeks we’ll be updating our VERS web pages. As part of this work some urls may change.
 
VERS workplan
For an overview of the many projects and products VERS is working on you’re welcome to have a look at our workplan.


Standards & Policy

For more information on Policy, please contact Christopher Wallace                                      email: christopher.wallace@prov.vic.gov.au 

Records Keeping Policy is fundamental to long term preservation of information
The Standards and Policy Team is busy undertaking the final drafting of both, the Recordkeeping Implications of Cloud Computing and the Social Media policy. There response to the Issues Papers has extremely positive and the feedback and comments received have been incorporated into the working draft. Organisation of the next Records Management Network has already begun. The event will be held in late October and will feature key senior government speakers.  

Members of the team have also been finalising a presentation for Legalwise on cloud computing, dealing mainly with vendor risks. The event is to be held in the last week of August. Government Services will continue to provide the Recordkeeping eLearning Fundamentals training online for a further 12 months. 

Product Compliance

For more information on compliance, contact Marcus Dowd, ph: 03 9348 5734, email: assessment@prov.vic.gov.au 

OpenText have successfully completed Specification 1, 2 and 4 testing for two new products: OpenText extended ECM for SAP Solutions and OpenText Everywhere. Testing is continuing for the remaining specifications.

We are currently in the process of testing VEOs for ELO Digital against Specifications 3-5 for their new products ELO Digital 2011 Professional and ELO 2011 Enterprise. 

Retention and Disposal Authority Progress

For more information about the Disposal program, email: agency.queries@prov.vic.gov.au or contact Julie McCormack, Manager, ph: (03) 9348 5630, email: julie.mccormack@prov.vic.gov.au 

Retention and Disposal Authority projects currently underway include new RDAs for Water Authorities, the Department of Premier and Cabinet, Transport Safety Victoria, Department of Transport, and Emergency Services Telecommunications Authority.  On the 29th June 2012 ‘PROS 12/05 Retention & Disposal Authority for Records of Statewide Health Services’ was issued by the Keeper of Public Records. 

The url for all current Retention and Disposal Authorities is:

http://prov.vic.gov.au/government/disposal-and-transfer/retention-and-disposal-authorities

Transfers in Progress

For more information about Transfer Activities, please email: agency.queries@prov.vic.gov.au

Transfers in progress include:

  • VicTrack: railway line drawings, plans and other records;
  • Grampians Wimmera Mallee Water Corporation: Minutes, engineers reports, contract register;
  • Consumer Affairs Victoria: Business names registration database;
  • Department of Justice: general subject correspondence files;
  • Supreme Court: Criminal case records, divorce case files, company & miscellaneous application 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 and Finance: Correspondence;
  • Department of Sustainability and Environment: Black Saturday Bushfire Recovery Photographs;
  • Office of the Administrator: Photograph collection from the former State Electricity Commission Victoria;
  • Rural Finance Corporation: Board & committee records, Victorian Development Corp records;
  • Probate Office, Supreme Court: wills;
  • Victorian Law Reform Commission: references & community law reform projects, annual reports; and
  • Corinella Cemetery Trust: minute books & other records of trust.


Transfers underway from Local Government include:

  • Gunnawarra Shire Council;
  • Melbourne City Council;
  • Campaspe Shire;
  • Moonee Valley City Council;
  • Loddon Shire Council;
  • Wellington Shire;
  • Horsham Rural City Council;
  • Moreland City;
  • LaTrobe City Council;
  • Corangamite Shire;
  • Queenscliff Borough; and
  • Bayside City Council.

 Transfers recently completed include:

  • Department of Education & Early Childhood Development Correspondence Files;
  • Office of Public Prosecutions: Prosecution & litigation records; and
  • Department of Business and Innovation: Correspondence files.

Government Services Staff Member of the Month

David Brown - Assistant Director

I have been with Public Record Office Victoria since 2001 working with a great team on many dynamic and ground breaking activities, including the development of the Digital Archive, delivery of VERS primary capability (stage 1), development of activities to deliver VERS into line of business activities (stage 2), redevelopment of PROV's records management standards, changes to the program and processes for digital and hardcopy records.

I've been lucky to work at Public Record Office Victoria during a time where the changes to government activities and ICT have seen us move into the information management space, making for many interesting challenges and opportunities.

Previous to my employment here, I spent 15 years in records management and archives (Enterprise Knowledge, Camberwell City Council, State Bank Archives, National Archives).  I'm (now) old enough to be involved in supporting the delivery of three National Conferences (one RIMPAA, two ASA), implementing Stowe TCS, thinking that email was a great innovation and hearing an old accountant (he might have been called Abe Simpson) say that there is no reason for money to be spent buying a PC to run excel, when the office already has a perfectly good manual ledger system. 
 
In a quixotic approach to the world, I support Richmond (oh, for the glory days!), ride to work winter and summer (I like it now), think that there is no over population of possums in Melbourne (its not hard people - just put a net on your fruit trees) and think that good information management enables efficiency and innovation (only an idiot would thinks it’s a burden). 
 


Please Note: The Government Services Newsletter will now be moving to a quarterly version.   The next newsletter will be delivered early in the second quarter of 2012/13. 

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