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04.19.13 >

Issue #Fourth Quarter 2012/13

A Public Record

Sir Rupert Hamer Awards

For more information on the awards please see our website or contact or on 9348 5659.

The Sir Rupert Hamer Records Management Awards are to be held at Queens Hall, Parliament House on Thursday 16 May 2013 from 4:30 to 7:30pm.
 The Sir Rupert Hamer Records Management Awards recognise achievements in good records management practice within Victorian government Agencies and local Community Archives.

Nominations for the Sir Rupert Hamer Records Management Awards closed on Friday 12th April 2013.

Victorian Electronic Records Strategy

For more information about these projects and all things VERS, please contact Cathy Meynell-James, on 0419 580 865 or

The VERS Team are in the process of building the Information Management Measurement Tool (or IM3), to assist government departments to assess their level of Information Management maturity. The electronic form will provide information and guidance on improving information management initiatives in agencies and will be used by Public Record Office Victoria (PROV) to monitor and benchmark IM activities across government. The tool is expected to be available in June 2013.

Product Compliance

For more information on compliance, contact

 Public Record Office Victoria are pleased to announce that IBM Global’s product IBM Enterprise Records v5.1.0 has passed testing against all 5 Specifications of PROS 99/007 Management of Electronic Records (with caveats). Certification is being finalised.
RecordPoint for SharePoint 2013 v3.4 has passed testing against Specifications 1 and 2 of PROS 99/007 Management of Electronic Records and is in the process of undergoing testing for Specifications 3 to 5.

Australian National Data Service Metadata Project

For more information on the Australian National Data Service Metadata Project, please contact Graham McCusker, on 9348 5615 or email

The Australian National Data Service Metadata Project (ANDS) will support the discoverability and reuse of Government Archive’s records by supplying collection metadata to Research Data Australia’s website. Public Record Office Victoria is partnering with State Records NSW to develop and test a suite of tools to permit the harvesting of metadata from both archives.

Mapping of collection metadata to the ANDS required format has been completed and the project is currently building the final software module for PROV.  During this quarter both PROV and State Records NSW are expected to complete the testing of the tools and processes developed by the project and release them for acceptance by the Australian National Data Service and reuse by other archives.

Retention and Disposal

Find out more about current Retention and Disposal Authorities.

Disposal authorisation projects that are currently being worked on include:
The Department of Premier & Cabinet, Victorian Institute of Forensic Medicine, Australian Multicultural Education Service, Emergency Services Telecommunications Authority, Skills (DEECD), Department of Transport and Transport Safety Victoria, Public Interest Monitor, Transport Accident Corporation. 

For more information about the Disposal program, email or contact Emma Murray, Acting Manager, Appraisal and Documentation on 9348 5646 or

For more information on our transfer activities please contact

Recently completed transfers include:
  • Department of Sustainability and Environment: Record Plans, Field Books, Indexes
  • County Court: Criminal Presentments and Final Orders
  • Queenscliffe Borough: Building Records
  • City of Yarra: Minutes
  • Wannon Water: Agenda and Minutes
  • Horsham Rural City  Council: Agenda and Minutes
  • Greater Dandenong: Minutes
  • Office of Public Prosecutions: Prosecution and Litigation Records
  • Office of Public Advocate: Case Management Files

Transfer projects currently in progress include:

  • 2009 Victorian Bushfires Royal Commission: Records of the Commission
  • Department of Treasury and Finance: Correspondence
  • Supreme Court: Jury Records, Divorce, Criminal Case Records
  • Gippsland Water Authority: Letter Books and Plans
  • Heritage Victoria: Slide Collections, Digital and Physical
  • DSE: Historic Records Plans and Pre-emptive Rights Plans
  • Victorian Law Reform Commission: References and Community Law Reform Projects
  • VicTrack: Railway Line Drawings and Plans, Correspondence and Photos
  • Office of the Administrator (SECV): Photographic Collection
  • Victorian Assisted Reproductive Treatment Authority: Donor Linking Records
  • Victorian Commission for Gambling & Liquor Regulation, Indexes
  • Office of Public Advocate: Case Management Files
  • Dept of State Development, Business and Innovation: Correspondence Files
  • Frankston City Council: Various Council Records
  • Moorabool Shire Council: Various Council Records
  • Wellington Shire: Council Minutes
  • Yarra Ranges Council: Various Council Records

Standards and Policy

For more information on Standards and Policy, please contact Alan Kong, on 9348 5720 or

The Standards and Policy team are pleased to report that the Recordkeeping Implications of Cloud Computing Policy Paper is due to be published soon. 
The Standards and Policy team have used the feedback that they have gathered around the recordkeeping implications of Cloud Computing to present this comprehensive policy paper. The Paper outlines key principles which will act as a ‘good recordkeeping guide’ to any agencies who adopt Cloud services. The key principles stipulate that any decisions taken that are associated with Cloud Computing use should be subject to data risk assessments.  In addition the key principles also explain that recordkeeping measures that operate using Cloud services  must ensure compliance with relevant legislation and standards.
Two guidelines will accompany the Cloud Computing Policy to further assist with its implementation. 

The Standards and Policy team are also pleased to announce that work has started on the Mobile Technologies Issues Paper.

Government Services Staff Member of the Quarter

Christie Gulbis

I’m a fairly recent addition to the Public Record Office Victoria Government Services team, having joined the Victorian Electronic Records Strategy (VERS) area in August 2012. Since then, I have been involved in developing the Measurement Framework Project (a tool soon to be issued for government agencies to assess their level of Information Management maturity), and participating in policy reviews, requirements development and the general administration of VERS initiatives.
I have a history of working in IT documentation and training projects for private and government clients. After an Arts degree at the University of Melbourne in the late 1980’s, I trained as a secondary school teacher, although I never taught (it was too soon after leaving school myself!). So in 1992, despite having barely ever touched a computer, I secured a job as a trainee Technical Writer and discovered a love of computers, information and data. Although I enjoy the technical challenges of an IT project, I always need the human element that comes with activities like interviewing subject matter experts, delivering training and producing documentation that is of real value to people in their job.

I confess that working at PROV is fulfilling a lifelong ambition to be involved in the archives and recordkeeping world. I was a frequent visitor to the PROV Reading Room before I started working here, researching genealogy and the local history of Flemington, where I have lived for the past 15 years. Several years ago, I also completed a Diploma of Information Management at RMIT which furthered my interest in the field.

The nicest thing about working at PROV has been meeting a great bunch of people across the organisation and getting involved in a variety of projects. The drawback is having the Reading Room and archives so close, but not being able to spend the whole day submerged in historical documents!

Outside of work, my husband and I are kept busy by our two sons and the newest addition to the family, Vladimir the Russian Blue cat (who is the cutest member of the family, so it is his photo that features in this newsletter!)

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