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06.20.12 >

Issue #June 2012

A Public Record

Victorian Electronic Records Strategy - Refresh

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

Cabinet Transfers Workshop
A terrific series of workshops were held in May and June which captured the lessons learnt from the Cabinet Records Transfers during the 2010 election. The conversation focused around business as usual in Departments, the transfer process and what learning's could be captured to improve process in future. Many actions were recorded, all focusing on working with our colleagues across Government more efficiently, in alignment with the Better Services agenda. The actions that PROV have committed to include:
  • Develop an issues paper to examine the reappraise of Category B records
  • Look to simplify and or clarify serialisation
  • Work with Department of Premier and Cabinet's Cabinet Secretariat team to establish a working group, run information sessions for agencies, produce robust guidelines and ensure the agencies have greater clarity when election 2014 comes
Structured Data Discussion Paper
Barbara Reed from Recordkeeping Innovations has successfully responded to the Request for Quote on Structured Data. Barbara will look at the issues around how structured data is being created and stored in a variety of new ways, such as in databases, geographic information systems and websites (html) and the challenges to the management, storage and retrieval of it. The Issues Paper hopes to address these challenges and identify new solutions.

Standards & Policy

For more information on Standards or Policy, please contact

The Standards and Policy Team are currently incorporating feedback from the Cloud Computing Issues Paper into the development of the Recordkeeping Implications for Cloud Computing Policy. The Social Media Policy is also under development and should be finalised in the coming weeks.
The Environmental Impacts Issues Paper will be circulated in the near future seeking comments and feedback. PROV is currently updating some specific Frequently Asked Questions on the website relating to the advice Government Services issues, these are actual case studies so keep an eye out on our website.

Product Compliance

For more information on Compliance, please contact

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, please contact Julie McCormack OR Emma Murray

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.
Further information
  • All Retention and Disposal Authorities can be found here

Review of PROV's Disposal Authorisation Approach and Processes

For more information please contact Alison McNulty

PROV has commenced a review of its approach and processes for authorising the disposal of records, a process which is currently undertaken through assisting agencies to develop Retention and Disposal Authorities, have them endorsed by the Public Records Advisory Council (PRAC) and then approved and established as a Standard by the Keeper of Public Records.

The aim of the review is to achieve a disposal authorisation regime which meets the needs of agencies, PROV and the community, is sustainable and efficient and which can be effectively applied across all record formats. A Disposal Review Advisory Group consisting of agency representatives has been established and an initial workshop is being held on the 28 June. Please contact Alison McNulty for more information.

Transfers in Progress

For more information about Transfer Activities, please contact

Transfers in progress include:

  • VicTrack: railway line drawings, plans and other records
  • Department of Education & Early Chilldhood Development: correspondence files
  • Grampians Wimmera Mallee Water Corporation: minutes, engineers reports, contract register
  • Consumer Affairs Victoria: business names registration database
  • Office of Public Prosecutions: prosecution and litigation records
  • Department of Justice: general subject correspondence files
  • Supreme Court: criminal case records, divorce case files, company and miscellaneous application files
  • Department of Business and Innovation: correspondence 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 and committee records, Victorian development corp records
  • Probate Office, Supreme Court: wills
  • Victorian Law Reform Commission: references and community law reform projects, annual reports
Transfers underway for Local Government include:
  • Gannawarra Shire
  • Melbourne City Council
  • Campaspe Shire
  • Moonee Valley City Council
  • Loddon Shire
  • Wellington Shire
  • Horsham Rural City Council
  • Moreland City Council
  • Latrobe City Council
Transfers recently completed include:
  • Greater Shepparton City Council: minute books and rate books
  • Department of Sustainability and Environment: staff history cards
  • Moorabool Shire: registers of rateable properties

Government Services Staff Member of the Month

Sharon Giacobbe - Records & Archives Analyst

Sharon Giacobbe - PROV
My career path was set to undertake my Honors degree in psychology as becoming a psychologist was my dream job. However, fate stepped in and my life took a very different direction into the world of records. My first job was at the Victorian Workcover Authority and after that stint I was employed in various archival and records contract roles.
When my son Brandon was born in 2003, I went back to work after just three months and worked for the Department of Infrastructure as a contract Archivist. Whilst employed at DOI I had the pleasure of working at PROV for nine months in 2006. I was determining public access arrangements for Public Transport Corporation records. I continued on after the project to do a variety of roles in the records and archival space.
In 2010 I completed my Graduate Diploma of Information Management and Systems specialising in Electronic Recordkeeping and archiving. The Diploma took four years to complete but was something I look back on with great pride. At the time I was working full time, had a 3 year old to take care of and had to study - now that's multi-tasking.
I feel like my career has come full circle, as six years later to the very day, 23rd January, I was employed at PROV and couldn't be happier. My work is diverse and always interesting and I am constantly learning in my role which is fantastic. Also I am so luck to be welcomed back by all the familiar faces, which made starting here that much easier.

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