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Author Archives: Government_Services_Team

Expiring RDAs Review Project

In recent years, PROV has introduced disposal remodelling processes to better assist agencies in meeting their recordkeeping requirements. Measures have included: the simplification of the Retention and Disposal Authority (RDA) development process ensuring RDAs have wider application and inbuilt longevity. PROV has also recently undertaken a macro appraisal approach to identify significant functions of government […]

Report on IM maturity: Measuring, understanding and improving information management maturity in Victorian Government

In December 2015, the Victorian Auditor-General’s report Access to Public Sector Information endorsed PROV’s Information Management Maturity Measurement tool (IM3). It recommended that agencies assess and address their Information Management (IM) maturity using the IM3. On the back of this endorsement, the Information Management Maturity Assessment Program (IMMAP) was launched by PROV in January 2016. The […]

Request for Feedback – Retention and Disposal Authority for Records of the Victorian Civil and Administrative Tribunal

PROV invites stakeholders to review a new draft Retention and Disposal Authority for records of the Victorian Civil and Administrative Tribunal (VCAT). The aim of the RDA, once issued as a Standard, is to specify records required as State Archives and to provide for the lawful disposal of records not required permanently after specified periods. […]

Victorian Electronic Records Strategy Case Studies

The Victorian Electronic Records Strategy (VERS) has produced a series of case studies to be used as a reference guide for innovative electronic recordkeeping practices. The case studies highlight the challenges, processes, technologies and achievements encountered when undertaking electronic recordkeeping projects and digital records transfers within Victorian Government. Small and large scale projects are featured […]

Structured Data

Background For some time, information management practitioners have been challenged by how to manage structured data over the long term.  You may find other blog entries relating to this topic interesting or even informative: http://prov.vic.gov.au/blog-only/structured-data-options-for-capturing-structured-data-in-a-long-term-format http://prov.vic.gov.au/blog-only/structured-data-what-portion-of-the-data-within-a-structured-data-source-should-be-preserved If you don’t find these either interesting or informative, go to your favourite search engine enter the terms “structured […]

A VERS project on Information Management

One of the projects that PROV is currently undertaking is a visioning exercise. In this we are considering information management within the VPS in 2017/18. Currently interviews and data are being collected and we expect that the report will be available early next year. In the meantime, you might be interested in the reasoning behind […]

Recordkeeping and the Public Records Act

Often there appears to be confusion about the drivers for keeping records and the role of the Public Records Act (PRAct). A good example of this confusion can be seen in the often repeated statement; “The Public Records Act makes public servants keep records.” Actually, the need for public servants to keep records is not […]

A million here a billion there – another view

Image and Data Magazine (May-June 2012)[1] reports Gartner research identifying that “the most difficult aspect of email management is establishing and enforcing email retention policies…”  The research discusses PST (what’s PST?  Our friends at Wikipedia[2] describe PST Personal Storage Table “an open, proprietary file format used to store messages, calendar events, and other items within […]

Records Management Network Meeting – Tuesday 29 May 2012

The upcoming Records Management Network (RMN) meeting will focus on Recordkeeping and Freedom of Information. Guest Speakers include Mr Des Pearson, Victorian  Auditor-General and Mr John Taylor, Deputy Ombudsman of Victoria. To preview the full line up, download the Flyer. If you would like to attend this RMN session, please RSVP by Wednesday 23 May […]

Accelerating positive change in electronic records management

  Archives and Manuscripts (the Journal of the Australian Society of Archivists) Vol 39 No2 Nov 2011, edited by PROV’s own Sebastian Gurciullo has an interesting article by Julie McLead, Sue Childs and Rachel Hardiman – Accelerating positive change in electronic records management: headline findings from a major research project (pp65-93).   Though it’s UK orientated, […]

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