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Sir Rupert Hamer Awards

Recognising excellence in records management

hamers winners

Sir Rupert Hamer Awards ceremony 2014

On 22nd May 2014, the Keeper of Public Records Justine Heazlewood presented the Sir Rupert Hamer Records Management Awards at Queens Hall, Parliament House.

The Sir Rupert Hamer Awards, now in their 16th year, recognise excellence and innovation in records management within the Victorian Public Sector. The Awards seek to highlight the importance of good recordkeeping in ensuring the accountability of governments and the efficient operation of public administration in the state of Victoria.

Each year the Awards are presented at a special ceremony designed to celebrate the excellent contributions to recordkeeping made by agencies and community archives across Victoria in the previous year.

This year the awards ceremony held at Queens Hall on 22 May, was a great success attracting over 160 guests. The achievements of nominees were recognised and celebrated by Minister for the Arts, Hon Heidi Victoria MP, Deputy Secretary, Operations and Governance Group, Department of Premier and Cabinet Jo de Morton. Other special guests included former Premier John Cain and his wife Nancye, former Speaker of the Victorian Legislative Assembly Judy Maddigan, Victorian Auditor-General John Doyle and Victoria’s Electoral Commissioner Mr Warwick Gately AM.

Guests were treated to a key note presentation by social media and Government 2.0 advocate and practitioner, Managing Director of Delib Australia Craig Thomler.

Please note: For any enquiries regarding the records management animation video shown at the recent awards ceremony, please contact Philip Carey at Melbourne Water on 131722

Please see below for a full list of winners and commendation recipients at this year’s Sir Rupert Hamer Awards:

Small agency category
Winner: Cardinia Shire Council – Paper Independence: Supporting the activity based working environment- a cultural revolution

The Paper Independence project focussed on training and improving business processes to enable a more efficient and responsive service throughout the council. This innovative project engaged staff throughout the whole organisation.

Cardinia Shire Council is the first council to adopt an activity based working model which has transformed the council from being totally dependent on paper into an office with a fully mobile workforce with a 100% TRIM user rate.

Certificate: Wellington Shire Council  – 151 year old records uplifted due to pending office closure

Medium agency category
Winner: Mildura Rural City Council – Electronic Records Capture Project – Family Day Care

Previously Mildura Rural City Council Family Day Care Field Officers were required to locate hard copy files and write notes for home visits then rekey the information back at the office. Now, using this pioneering system, Field Officers have laptops where they can locate the council network and capture information on the run, making operational and recordkeeping processes more efficient.

Large agency category
No Winner

Certificate: Department of Human Services – Records Management Program – addressing storage issues to meet regulatory and community expectations

Certificate: The Royal Women’s Hospital and Alfred Health – Womens@Sandringham Medical Record Project

Regional / Rural agency
No winner

Certificate: Alpine Shire Council – Barcode Central

Certificate: Wannon Region Water Corporation – Renovating Recordkeeping at Wannon Water

Certificate: Murrindindi Shire Council – Pilot Tenders and Contract electronic Content Management (ECM): A Paperless System

Most Valuable Transfer to Public Record Office Victoria
Winner: Office of Public Prosecutions – Prosecutions and Litigation Records Transfers

Over recent years, the Office of Public Prosecutions have established effective and efficient recordkeeping processes taking great care to ensure they meet our specifications and requirements. The records management team have consistently transferred records whilst culling appropriately and ensuring permanent records, such as criminal briefs, are arriving at Public Record Office Victoria preserved and ready to be used as a valuable resource for researchers. This process is now part of the Office of Public Prosecutions and Public Record Office Victoria’s standard practices.

Community Archives Category – preservation of records of significance
Winner:
Gold Museum, Ballarat – Onsite and online… expanding access to the Gold Museum collections

As part of a complete upgrade of buildings and systems, the Gold Museum implemented a new Vernon Collections system which enabled all of its data to be published on the web providing online access to this incredibly important historic collection to users all over the world. In the last 12 months, the Gold Museum has published over 64,000 collection records online, over 6000 with accompanying images.

Community Archives Category – providing enhanced records access
Winner:
Australian Jazz Museum – Taking it to the World – a Jazz Digitisation Project

The Australian Jazz Museum created an extensive searchable web based catalogue, placing emphasis on enhancing the value of their digital resources by uploading over 1000 images to the database in 2013 enabling users to gain a deep insight into Victoria’s rich jazz history. All this wonderful work was done by maximising their limited resources and using volunteers.

History of theHamer Awards

The Sir Rupert Hamer Records Management Awards were established in 1998, as an initiative of the Public Records Advisory Council, to recognise excellence and innovation in records management within the Victorian Public Sector. The award ceremony is a prestigious annual event showcasing projects, completed by Victorian government agencies and community archives that truly reflect innovation and dedication to best practice recordkeeping and the preservation of records of permanent value.

Victoria’s 39th Premier, Sir Rupert Hamer, and his government, passed the Public Record Act in 1973. Sir Rupert Hamer understood that good records management; supports efficiency, lowers costs, enables accountability and ensures future generations are able to access their history. The awards were therefore named in his honour.

Recognition of public records and government accountability has also been shared by many Victorian government leaders and the Public Records Advisory Council is pleased that the following Victorian Premiers have allowed us to use their names as supporters of the Hamer Awards:

  • John Cain, Premier of Victoria 1982 – 1990
  • Joan Kirner, Premier of Victoria 1990 – 1992
  • Jeff Kennett, Premier of Victoria 1992 – 1999
  • Steve Bracks, Premier of Victoria 1999 – 2007
  • John Brumby, Premier of Victoria 2007 – 2010

Each year Victorian government agencies and community archives are invited to submit nominations for outstanding records management projects that have been successfully completed in the previous year. The nominations are judged by an independent panel consisting of members from the Public Records Advisory Council, the Victorian Branch of the Records and Information Management Professionals Australasia and the Australian Society of Archivists.  Winning entries are announced at the awards ceremony.

Award Categories

There are two major categories in the Sir Rupert Hamer Records Management Awards.

Category One – Victorian Government Agency

The awards in the Victorian Government agency categories recognise excellence and innovation in records management. The awards for each category are judged on the following outcomes:

1.      The project significantly improves business efficiency and effectiveness within the agency; and/or

2.      The project ensures a high level of compliance by the agency with Victorian Government records management policies, regulations and standards.

 

Sir Rupert Hamer Records Management Awards for Victorian Government agencies will be offered according to the following classifications:

 

Classification

Definition

1Small Agency

Up to 500 employees

2Medium Agency

501 to 2000 employees

3Large Agency

2001 or more employees

4Regional / Rural Agency

Any regionally based agency, a regional office of an agency, or any rurally based agency of any size

Category Two – Places of Deposit (POD’s)

Places of Deposit are community facilities, such as historical societies, that have been appointed by the Minister for the Arts to care for public records of local significance that are not part of the state archives. The awards in these categories recognise the efforts of community archives and government agencies in preserving and/or making accessible records of significance to local communities and the state of Victoria.

Sir Rupert Hamer Records Management Awards for Places of Deposit will be offered according to the following classifications:

Classification

Definition

1  Preservation of records of significance to the local community and the state

Includes records donated from Local Government and Water Authorities

Open to both Places of Deposit and Victorian Government Agencies

2  Providing enhanced records access to the local community

Includes education and access programs

Open to Places of Deposit only

Guidelines & Nomination Forms

Please refer to the guidelines below to assist you in the preparation of your nomination for next year’s awards

Guidelines: Places of Deposit

Guidelines: Victorian Government Agencies

Please note: Nominations are now closed

Nomination Form: Places of Deposit

Nomination Form: Victorian Government Agencies

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Examples of successful nominations have been summarised as individual case studies below:

Jazz Archive Case Study: Image Digitisation Project

Gold Museum Case Study: Expanding onsite and online access

Mildura Rural City Council Case Study: Electronic records capture project

Cardinia Shire Council Case Study: Paper Independence

Melbourne Water Case Study: Information Management Strategy

Victoria University Case Study : Recordkeeping of social media

Wannon Water Case Study: Recordkeeping strategy

Loddon Shire Council Case Study: Project to preserve records of soldiers who served in World War I

Box Hill Historical Society Case Study: Digitisation project

Land Victoria Case Study: Most Valuable Transfer awarded by Public Record Office Victoria

These case studies can be used as a reference guide for innovative record keeping practices; and to highlight the diversity of the award winning projects and organisations. Potential nominees are encouraged to view these case studies to provide guidance for their own submission.

2014 Sir Rupert Hamer Award Sponsors

Please click on the logos below to visit the websites of our sponsors

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