The purpose of this category is to encourage and support records management excellence in agencies based in a regional or rural area, or a regional office of an agency.
We would like to congratulate Latrobe Regional Hospital on winning the award for their ‘Records Management Archiving Project’.
Latrobe Regional Hospital (LRH) came into existence in July 1991, bringing together the Latrobe Valley Hospital at Moe, the Central Gippsland Hospital at Traralgon, and St Hilary’s Nursing Home at Morwell. The organisation was expanded in July 1995 when LRH took over responsibility for the provision of regional mental health services from Hobson Park Hospital at Traralgon.
The purpose of the records management archiving project was to efficiently manage archival documents from the various amalgamated hospitals while ensuring archival records were retained and disposed of in accordance with legal requirements. The project’s objectives included:
- Development of a new medical precinct strategically located at the hospital site to provide a state of the art records archive facility and additional office accommodation with future capacity to further expand services
- Storage of archived documents in accordance with Public Record Office of Victoria (PROV) guidelines, in a secure environment to minimise privacy and security breaches and in logical filing order to ensure timely access and provide optimal continuum of patient and consumer care
- Preservation and documentation of historical hospital records and registers
- Storage of archived medical records using terminal digit filing to improve quality, accuracy and efficiency of record retrievals
- Improved timeliness and efficiency of retrieving patient records to provide optimal patient care
- Development of a hospital archive policy in accordance with the new record keeping standards
The project was very successful, resulting in the development of a new archive building with archival records being transferred to the new location where they are strategically organised, stored in compliance with legal requirements, and secure. The archived records stored at the new medical precinct were reviewed against relevant PROV retention and disposal authorities. Over 250,000 archived medical records were stored using terminal digit filing, which improved efficiency of record retrieval. In addition, a Hospital archive policy was developed.
We would like to congratulate Wannon Region Water Corporation on being awarded a certificate of commendation in the regional or rural agency category for their ‘Taking the Risk out of Records at Wannon Water’ project.
A review of Wannon Water’s (WW) records management capability and maturity in late 2011 identified several key findings, including that a risk assessment of the records management program had not been conducted. This was undertaken in 2012 and used the WW corporate risk evaluation framework to align records management and corporate risk management functions.
The skills and knowledge of the Risk Services Team were utilised to ensure that any recordkeeping risks given a ‘high risk’ rating were reported through established corporate risk management processes. This reinforced WW mitigation actions, raised awareness of the risks and emphasised the benefits of effective records management as a means of managing other risks throughout the corporation.
Action items from the risk assessment that were completed during 2012 were:
- The development of a Long Term Records Preservation Strategy
- The identification of vital records and the establishment of a Vital Records Register
- The implementation of a TRIM and Records Advisory Group
- The development and implementation of a digitisation plan for current records
- Continued professional development for Records Team members to achieve formal qualifications ensuring relevant knowledge and skills are developed.
- The development and testing of a Records Disaster Prevention, Response and Recovery plan with alignment to the Corporate Emergency Management Plan
- The development of an Employee Departure Procedure
- Board endorsement of the Records Management Strategy and the Records Management Policy
Ongoing and continuing actions include:
- A program of regular transfers to PROV and Places of Deposit
- Redevelopment of the TRIM Business Classification Scheme to be an intuitive, up to date scheme to address the current business of the organisation and work to eliminate the use of shared drives
- Development of corporate TRIM and records management business rules
- Redevelopment and delivery of employee TRIM and Records Training Program with focus on increasing technical skills, understanding and awareness raising
- Development of a Records Storage Program