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February 2018
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Sir Rupert Hamer Awards
Nominations now open
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A reminder that nominations for the 2018 Sir Rupert Hamer Awards are now being accepted.
These awards recognise excellence and innovation in records management within the Victorian Public Sector.
For more information including past winners, case studies and the nomination form, click here.
The Awards Ceremony will be held at Queens Hall, Parliament House on Thursday 3rd May 2018.
An invitation for this event will be sent out shortly.
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Recordkeeping Fundamentals Online Course
Compliance training for staff
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Looking for a simple easy to complete introduction to government recordkeeping?
PROV's website has an online module that introduces basic recordkeeping concepts and recordkeeping standards.
It is available for all public servants, contractors and volunteers.
The online module is based on multiple choice questions and learning review and covers the following topics:
- What is recordkeeping?
- Benefits of good recordkeeping
- Recordkeeping responsibilities
- Principles from recordkeeping standards
You can find the module here.
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Changes to the Strategic Management Standard & Specification
Have your say
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PROV is currently reviewing the Strategic Management Standard and Specification and has developed a proposal for a revised set of Principles and Requirements. We are seeking any feedback you may have on this.
If you would like to provide feedback, please download a copy of the Change Proposal located on our Blog Post here.
Feedback will be taken up until COB Friday 16 March 2018.
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PROS 07/01 - Update of Common Administrative Functions RDA
Extension of feedback timeframe
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A project is currently underway to update PROS 07/01 to modernise and streamline the RDA, which was originally issued in 2007 and has only been varied slightly since this time.
This RDA relates to functions such as finance, human resources and property management and is the most widely used RDA as it applies to all agencies.
Feedback on the RDA has been extended until Friday 16 March 2018.
If you would like to contribute to this project, please click here for further details.
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New Draft RDA - Records of Expert Panels
Request for feedback
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A new RDA for Records of Expert Panels has been drafted and is available for comment.
The RDA has been developed in consultation with Medical Panels Victoria and provides coverage for records created by Expert Panels, where a group of specialised practitioners are appointed to a panel to discuss, deliberate and make recommendations on a particular case or topic.
Agencies covered under scope of this RDA are:
- Medical Panels Victoria
- Other agencies by application to PROV
If you would like to provide feedback or read more about this RDA, please click here.
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New Draft RDA - Records of the Expungement of Historic Homosexual Offences
Request for feedback
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A new RDA for Records of the Expungement of Historic Homosexual Offences has been drafted and is available for comment.
This RDA is for records relating to the handling and assessment of applications for the expungement of convictions or findings of guilt relating to "historical homosexual offences" as defined in the Historical Homosexual Conviction Expungement Scheme.
Agencies covered under scope of this RDA are:
- Department of Justice and Regulation
- Victorian Civil and Administrative Tribunal
- Office of Public Prosecutions
- Supreme Court, County Court, Magistrate's Court & Children's Court
- Victoria Police
If you would like to provide feedback or read more about this RDA, please click here.
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Lotus Notes Proof of Concept Project
Government email analysis
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PROV has been undertaking a proof of concept to test the use of an eDiscovery tool to analyse a set of Department emails. The aim was to identify and eliminate redundant, obsolete and trivial emails, leaving only valuable emails for ongoing storage.
Benefits to the Victorian Government include greater access to relevant emails and reduced costs of email storage and retrieval. These benefits support more efficient service delivery and greater transparency and accountability.
The project found that an eDiscovery tool could be used to reduce the volume of email by both deduplication (i.e. identifying exact duplicate emails) and by excluding low value or non-business records (i.e. spam, notifications from social media sites etc.). The tool was also used to apply additional metadata to emails, making it easier to find and access in the short term as well as for planning access, security and retention over the medium to long term.
It is not a completely automated solution. Existing emails lack meaningful context. As a result, a knowledge of the business and its functions is required to construct meaningful search approaches. The project will now develop a business case to expand the analysis more widely across government.
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Records Management Network
Upcoming Event
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Our first Records Management Network Event for 2018 is currently being organised.
The event will be held at 121 Exhibition Street on Wednesday 30 May 2018.
An invitation for the event will be sent out closer to the date, once details have been finalised.
RMN Recaps can be found here.
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Archival Snapshot: Mid-Century Modern
Poster design in the Archives
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Take a look into PROV's Public Transport Photo Collection to uncover Melbourne's mid-century posters that range from retro kitsch right through to the swiss style.
View the blog post here.
View PROV's Flickr album here.
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Upcoming Events
What's on the horizon?
Saturday 24 February, 10am-4:30pm
Victorian Archives Centre
Saturday Opening
Sunday 4 March, 10am-12pm
Old Treasury Building, Spring Street
Colonial Melbourne No 7 - North West CBD
Tuesday 6 March, 6pm-7:30pm
Old Treasury Building, Spring Street
Podcasting History
Wednesday 7 March, 1pm-2pm
Old Treasury Building, Spring Street
Australia's First Stamps
Saturday 10 March, 10am-4:30pm
Victorian Archives Centre
Saturday Opening
Sunday 11 March, 11am-12pm
Old Treasury Building, Spring Street
Paintings of Early Melbourne
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