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Hamer Awards Part Three: Most Valuable Transfer to PROV

Justine Heazlewood, Director and Keeper of Public Records, presenting the award for Most Valuable Transfer to PROV to Arthur Dallas, Manager Laverton, Land Victoria, at the Sir Rupert Hamer Awards 16 May

Justine Heazlewood, Director and Keeper of Public Records, presenting the award for Most Valuable Transfer to PROV to Arthur Dallas, Manager Laverton, Land Victoria, at the Sir Rupert Hamer Awards 16 May

 

The purpose of this category is to highlight efforts to preserve and make accessible records of a high and ongoing value to the people and State of Victoria.

We would like to congratulate Land Victoria on winning the category ‘Most Valuable Transfer to PROV’ for their transfer of Crown Grants, Titles and Leases.

The Land Victoria transfer of Crown Grants, Titles and Leases filled a significant gap in the PROV State Archival Collection, ensuring the capture of a much fuller story of events, decisions and activities for future users.

The transfer includes mining leases, crown leases and freehold titles, dating from 1863 to 2002, and is the largest physical transfer to be undertaken to Public Record Office Victoria (PROV). The records will occupy approximately 2.5km of PROV’s storage space.

Land Victoria carefully planned for the transfer of 3.8 million paper land titles to PROV. Due to the scale of project, the transfer has been managed in stages over a 3 year period. In October 2012, a third of the records were transferred into PROV to coincide with the 150th anniversary of the Torrens System. The remaining two thirds will be transferred into PROV custody in 2013 & 2014. The methodology used to manage this transfer project could be re-used for future large scale transfers.

Planning commenced once Land Victoria determined the administrative use of the paper based records had concluded. The paper titles were converted into a digital form as part of a Titles Automation Project carried out between 1999 and 2002. With the introduction of Victorian Online Title System (VOTS) in 2002, the updating of the hardcopy land titles ceased. The digital converted title images became the official record of the business and are used to update information on a land title.