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June 2017

High Value, High Risk

Using value and risk to manage records

 

 
By identifying records that are of high value or which are at high risk, Victorian Government agencies can ensure that these records are well managed and are allocated appropriate resources and strategies.

We have compiled new information which covers:
  • What are high value records?
  • Identifying high value records
  • When are records at risk?
  • Identifying high risk records
Introductory information can be found here.

Records Management Network

Presentations now available online


 

 
Around 170 people attended the last network event on 19 May. Excellent presentations were given by:
  • Victorian Auditor-General Andrew Greaves
  • Kara Krusche and Patti Thyssen from the Department of Justice & Regulation
  • Sjoukje Vaartjes from Zoos Victoria
  • Kate Steinfort from the Department of Premier & Cabinet
  • Frank Golding, former Ward of the State of Victoria, author, researcher, historian, Life Member of the Care Leavers Australasia Network and Honorary Research Fellow Federation University.
Presentations can be accessed here.

VAGO Report

Managing Public Sector Records



 
The Victorian Auditor-General's Office report on Managing Public Sector Records was tabled on 8 March. It examined whether:
  • selected agencies manage public records according to legislative requirements
  • PROV is effectively assisting agencies to do this
  • the Department of Premier & Cabinet is supporting PROV to effectively oversee agency records management.
The report also looked at whether the records management practices of the Department of Education & Training and the Department of Health & Human Services comply with the records management standards issued under the Public Records Act 1973.

A number of recommendations for PROV were made in the report, which are in the process of being researched, planned and/or implemented.

The VAGO Report into Managing Public Sector Records can be viewed here.

Disposal Standard and Specifications

Review and update of PROS 10/13

We are seeking feedback on proposed changes to the Disposal Standard and associated Specifications, which are being reviewed as part of the continuous improvement cycle.
These documents set out the mandatory requirements for the lawful disposal of public records and must be followed by all Victorian public sector agencies.
We would appreciate your feedback on the proposed changes by COB 16 June, email to: al.hunter@prov.vic.gov.au

Standards & Specifications can be found here.

Digital Records Surveys

Phase One & Phase Two completed
PROV has undertaken two phases of digital records surveys. Both surveys explored digital storage figures, systems used, and the agencies' capacity and intention to transfer digital records to the archive at PROV. Phase One was conducted as interviews at ten Victorian Government agencies, while Phase Two consisted of an online survey of a further 25 agencies. In both phases, care was taken to cover a range of organisational sizes and sectors. The reports from both surveys will be available on the PROV website in the coming weeks.

Recordkeeping Maturity Assessment Tool

New tool coming soon!
Work continues on the development of the Recordkeeping Maturity Assessment tool with Judith Ellis from Enterprise Knowledge doing a great job on drafting the content for it. This brand new tool, once complete, will complement the existing IM3 tool already available on our website. 

We really appreciate the input being given by our stakeholder advisory group and we're pleased to share a draft version of the tool will be ready for wider comment over the next few weeks, keep an eye on the blog for updates.

New Emergency Services RDA

PROS 17/02

A new RDA to authorise disposal of records created and held by Victorian emergency services agencies has been released.

The new RDA covers records documenting the functions of:

  • Prevention, mitigation and risk reduction
  • Response
  • Relief and recovery
  • Ambulance membership subscription scheme management.
The RDA can be accessed here.

Upcoming Events

What's on the horizon?

Saturday 10 June, 10am-4:30pm
Victorian Archives Centre
Saturday Opening

Saturday 24 June, 10am-4:30pm
Victorian Archives Centre
Saturday Opening

Saturday 24 June, 10am-3:00pm
Royal Historical Society of Victoria
Annual Book Sale

Wednesday 5 July, 10:30am
Victorian Archives Centre
Behind the Scenes Tour

Saturday 8 July, 10am-4:30pm
Victorian Archives Centre
Saturday Opening

 
Monday 10 July, 11am
Old Treasury Building, Spring Street
Paintings of Early Melbourne

Monday 24 July, 6pm-7:30pm
Old Treasury Building, Spring Street
Slavery and its Legacies

Saturday 29 July, 10am-4:30pm
Victorian Archives Centre
Saturday Opening

Friday 4 August, 10:30am
Victorian Archives Centre
Behind the Scenes Tour

Friday 18 August, 11am
Old Treasury Building, Spring Street
Paintings of Early Melbourne

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