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Monday to Friday: 10:00 am to 4:30 pm
(excl. public holidays)
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Concerns over some Xerox devices for document scanning

Xerox Corporation has posted a warning on their website about an accuracy issue when scanning documents using particular compression levels and resolution settings.  

When scanning using the ‘Normal’ quality setting in some Xerox products, the scanned image may be inaccurate. Specifically, digits in numbers may be arbitrarily replaced. Note that this is not an OCR issue – the actual scanned image is incorrect.

What you should do

If you produce scanned documents using a Xerox scanner, you should ensure that you are using the factory defaults with a quality level set to “higher”. Use of the ‘normal’ quality level must be avoided.

PROV advises that any agencies using Xerox scanners should visit the Xerox site listed above for up to date information and advice; check their settings; and contact their support providers if necessary.

Background

The issue was identified on 5 August, when a blogger reported on an apparent bug in some Xerox devices that appeared to incorrectly reproduce characters when scanning.  Note: This link is to the original blog post, the blogger has added other posts as further information came to hand.

In the cases reported to date, complete numbers and individual digits have been incorrectly substituted by the scanning process. The bug is particularly problematic as the errors introduced to the scanned document are not immediately apparent, unless a thorough visual check is performed each time.

The issue appears to be with the compression format JBIG2 which is only activated when the operator selects ‘Normal’ scan quality. The higher quality settings use a different format that does not appear to produce the problem.

UPDATE: The blogger who placed the original warning about this issue is receiving reports that the problem may not be restricted to use of the ‘Normal’ setting, and may extend to products by other manufacturers. As these additional claims have not been confirmed at time of this post, PROV recommends that any agencies using scanners make their own enquiries and if necessary take action to reduce their risk.

Great White Fleet – 105 years on

Record of the Month – August 2013

Great White Fleet – 105 years on

Souvenir and Official Programme

On the morning of 29 August 1908, sixteen white-hulled battleships carrying fourteen thousand sailors and marines of the United States’ Atlantic Fleet steamed through the Rip and into Port Phillip Bay.

The ‘Great White Fleet’, as this flotilla became known, had been launched on its circumnavigation of the globe by President Theodore Roosevelt. The cruise was a propaganda campaign of extraordinary proportions – a showcase of naval power beyond anything ever before attempted during peacetime. It was also a practical and strategic exercise, at once testing the battle-readiness of the US navy and demonstrating its ability to patrol and protect the US west coast and Pacific interests.

Despite the fact that several ships were antiquated, their arrival had a powerful impact on Australia, politically independent for seven years but still reliant on British military muscle to guarantee its independence.

Concern about this reliance was exacerbated by Britain’s decision to withdraw its Pacific naval presence, and the destruction of the Russian navy by the Japanese during the Russian-Japanese war of 1904–05. The symbolic victory of an Asian navy over a ‘European’ power, coupled with the fact that there was still no formal Australian navy, would have made the presence of the US battleships even more significant.

Victoria pulled out all the stops for ‘Fleet Week’, and records held at PROV show the scale and scope of the welcome: newspaper reporters waxing lyrical about the ‘Turner-esque’ picture of the ships steaming past Dromana; sixteen thousand copies of maps, guide books, railway schedules and souvenir programs printed and distributed to the ships’ crews to guide them around Australia’s biggest city; hundreds of thousands of extra train travellers swarming into Williamstown to see the Fleet, and into Melbourne to meet the sailors; young cadets marching five days from Ballarat to take part in the welcome parade; and of course sailors ‘with a girl on each arm’.

Melburnians laid out the red, white and blue welcome mat for the new Pacific sea power. The records describe months of preparations by state and city officials to celebrate the visit. Suppliers of bunting and decorations rushed to offer their wares, and scores of Victorian town councils, as well as public and private clubs and societies, wrote to beg the State Cabinet American Fleet Reception Committee to consider them when scheduling the official program of events. The Victorian Railways offered cheap excursion trains from country centres, and free travel to the sailors, and carried record numbers of passengers during Fleet Week. Victorians and Americans mingled, as thousands visited the Royal Agricultural Show, where they saw dumbbell and wand exercises by state school students, and flocked to the racing at Flemington, where the Washington Steeplechase and Fleet Trotting Cup were run. The Zoo, the Aquarium and ‘Glacarium’ all offered free entry to visiting sailors.

While country Victoria travelled into the city to meet the sailors, the sailors journeyed out to see the country. At the invitation of a local American citizen, some sailors made the long trip to Mirboo North in East Gippsland, where they saw wood chopping and ‘Aboriginal boomerang throwing’ and took part in foot races (a handsome silver-mounted emu-egg trophy was carried home by the victor) and a tug-of-war. Others travelled to Bendigo and to Ballarat, watching Australian Rules Football and visiting the mines.

In such a flurry of welcome and activity, there were problems, both comic and tragic. The failure of an American officer to pass on an invitation meant that only seven sailors turned up to a reception and dinner at the Exhibition Buildings, where catering had been laid on for 2,800. Two sailors died in train-related accidents, with newspapers quoting a comrade as saying ‘we lose a few in every port’.

Spruiking of the state’s liveability was also in evidence. Visitors were proudly told that, in Victoria, ‘All railways … and supplies of water are state-owned’ and that we had ‘Factories Acts and Wage Boards, Pure Food Laws, Compulsory Vaccinations’ and ‘Manhood Suffrage’ – the Fleet had arrived just three months shy of Victoria awarding the vote to women.

This combination of attractions no doubt contributed to the sailors’ view that Melbourne was the ‘best port of call’ in their 14-month, 20-port call, round-the-world voyage. So convinced were the visitors of Victoria’s, and Australia’s, attractions that 221 deserters jumped ship in Melbourne. The USS Kansas stayed on for a number of days after the rest of the Fleet departed for Albany, Western Australia, in part to wait for a mail steamer, but also to collect stragglers. A reward of $10 was advertised for the successful return of each deserter to his ship, but the conditions of the reward were so difficult to meet that no money was ever paid. By the time the Kansas finally weighed anchor and bade farewell to Melbourne, more than half the deserters had been recovered, but about a hundred men remained behind to start a new life.

Flamboyant press descriptions, bureaucratic reports, orderly minutes, colourful programs, boastful guidebooks, and stacks of correspondence – including telegram upon telegram organising, confirming, rearranging and renegotiating functions, are the records left in the wake of the Great White Fleet’s visit to Victoria. These and more are part of Victoria’s state archives – call in to PROV and have a look at them some time soon.

Welcome to the Australian Fleet Poem

VPRS 10370/P0 Unit 7 – Welcome to the Australian Fleet Poem

Railway Dept - Transport of State School Cadets

VPRS 10370/P0 Unit 7 – Letter regarding the transport of State School Cadets

References

PROV, VPRS 1163/P0 Inward Correspondence Files (Premier’s Office), unit 483, file P/08/4476 Papers re visit of American Fleet in 1908

VPRS 10370/P0 Records Regarding the American Fleet Visit, units 1–7

(unit 7 contains newspaper clippings, programs and guidebooks)

Leslie “Squizzy” Taylor – From the Archives (Pt3)

In episode 3 of Underbelly: Squizzy last night we were taken on a roller coaster ride with Squizzy and his gang in Squizzy’s quest to rule Fitzroy.

And didnt the shootout at the Railway Hotel where both Henry Stokes and Harry Slater were arrested have Squizzy crouching in a corner like a scared teenager?  This was part of his plan though.  And did you know the Railway Hotel still stands today in West Melbourne?  Take a look at an image from our online Public Transport Corporation photographs that we found with the Railway Hotel in the background in the 1960s.  A truly amazing building.  Search our PTC collection now – Photographic Collection of Railway Negatives index

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http://wiki.prov.vic.gov.au/images/f/f5/12800-P0003-000132-130.jpg

 

And didn’t Lorna Kelly make an entrance into Squizzy’s life.  And what was that Women’s Temperance Movement?  When we searched our catalogue we found a couple of references to this group.  Known as the Women’s Christian Temperance Union Victoria Inc, organised in May 1891, they quote “re-affirm our total abstinence stand and our opposition to the use of beverage alcohol, tobacco and all other harmful drugs, as well as all immoral and degrading practices”.  This is interesting given Squizzy’s background.  View a letter to the Resolutions National Convention in 1977 below. (VPRS 12549/P3 Unit 14, File 01/05/0007).

VPRS 12549_Page_1 VPRS 12549_Page_3 VPRS 12549_Page_2

 

In a small quiet town of Fitzroy, in the Jika Jika Parish, in Melbourne, Victoria, a vendetta known as the “Fitzroy Vendetta” often resulted in many shootings in Napier Lane in Fitzroy.  Within our collection, we hold a number of online Parish and Township Plans.  Look what we found – one for the Parish of Jika Jika (VPRS 16171/P1 Plans Ne-R – North Fitzroy in Parish of Jika Jika, Imperial measure M17).   Available to those seeking information on land records is access to the online Parish and Township working plans in VPRS 16171.  The series contains digitised copies of parish and township working plans, as well as closer settlement, land settlement, soldier settlement, county and other miscellaneous working plans.

North Fitzroy M17

Stay tuned for episode 4 of Underbelly: Squizzy next Sunday night on Channel 9.  To start your research using the PROV collection, please visit http://prov.vic.gov.au/research

National Literacy and Numeracy Week 2013

Literacy and Numeracy Week – 29th July  – 4th August 2013 – The fundamentals are fun!

Written by Xavier Healy, a Year 11 student from Ouyen P-12 College who completed a week of work experience at PROV.

Tucked away deep inside of the vast repositories, Public Record Office Victoria (PROV) has many old books in its impressive collection.  These books have come from government schools and have been donated by various people after they have been used for governmental purposes. Looking through the collection, it is easy to get swept away by the enormous amount of historical items, but eventually you will hit the proverbial oil. This is exactly what happened when we viewed some of our story books.  From the sickeningly cute to the hilarious to the outdated, this week, in honour of Literacy and Numeracy Week, we will be showcasing some of our most delightful books, some from as far back as 1871.

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Sixpence to Spend

Ultimately a cute children’s book, ‘Sixpence to Spend’ was first published in 1935 by Angus and Robertson.  The story and the illustrations were all done by Ida Rentoul Outhwaite, who transports us into the land of animals.  Talking Koala’s, Platypuses, Possums and Rabbits are integral to this imaginative narrative.  The book is likely to have provided relief during the height of the great depression while the illustrations that accompany Albert Edward the Koala, the main character, are mostly black-and-white with a few in colour. All of the illustrations are beautifully drawn, including the endearing cover.  Amusing in 1935 and still amusing now, ‘Sixpence to Spend’ really is a charming book.

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Dinty

Written by Gwen Harrowsmith and illustrated by Jackson Hull, ‘Dinty’ was published in 1947.  Following the lives of the residents of Carrowobbitty Street, this book centres around Dinty, a cat, and Erbi, an elephant, as the two best friends go about their lives.  The overriding theme relates to the differences the two face and how they still can be wonderful friends (isn’t that sweet?).  Next to the slabs of writing are a number of vivid images. Full page images in full colour really add to the delight of the book, while easily the most impressive images are those just inside of the cover.  At the front and at the back are identical images of Carrowobbitty Street at sunset.  The colours used are fantastic and make sure that the book stands out from the pack.  The front cover simply depicts Dinty’s head (they even included the bow tie!) while the back cover shows an old-fashioned gun, which would seem weird today considering our views towards guns and the implications of violence that they bring.

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VPRS: 13554/P0021/000002

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What Katy Did At School

Following up from the successful ‘What Katy Did’, ‘What Katy Did At School’ centres around the life of a young girl from the 1860’s. The series (even more books followed) began in 1872 and drew from the personal experiences of the author, who wrote under the name of Susan Coolidge. The book explores the problems of the 12-year-old Katy, who was involved in a life-changing accident during the first book, as she attends high school. While obviously outdated, the book gives an upbeat look at life. Within the book are quite a few simple, black-and-white illustrations that simply add to the charm of this 141-year-old book. The author tells her young readers that ‘if your school days are happier than Katy found hers it is because times have changed for the better’, which is abstractly uplifting until you remember that the book is virtually a self-made biography with the names changed. In the 1960’s and 70’s, multiple TV and movie adaptations of the series were created, while, more recently, the book has made it into pop culture in less blatant ways – two episodes of the hit TV show ‘Lost’ have even featured the name of the book  in the title: ‘What Katy Did’ and ‘What Katy Does’.

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VPRS: 13554/P0021/000004

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True Stories of Bravery

Retelling tales from history ‘for little folk’, ‘True Stories of Bravery’ is a great old-fashioned children’s history book. With stories titled ‘How the Dutch Saved their Country’ and others about Michael Angelo, the book traverses across various chapters in world history.  Told as a narrative, each story is an historical recount, showing us that children were able to learn about history from a young age and by different approaches.  As the title indicates, each story is true and is one of bravery.  The cover, before we even explore the content, is laden with stereotypes and seems to have been designed to appeal to boys: a boy stands in armour and with fierce weapons.  The image is striking in its composition, as are the various illustrations that can be found within the book. Like all other cultural products from any time in our history, books show us the morals and values at any given time. This book is clearly aimed at stereotypical boys, not to mention that every story within it centres on men.  To be fair, it is probably a product of its time, when stories of brave women were not prevalent in our history books.  The book is a great insight into our past – and while I do mean the history of the stories written about in it, I also mean the history of the book itself.

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VPRS: 13554/P0021/000008

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Gay Street Book

Consisting of compiled short stories, ‘Gay Street Book’ was created by Enid Blyton, a famous British children’s writer who is also known as Mary Pollock.   The stories are designed to be happy little adventures.  Accompanying each of the stories are various images that are very 50’s-esque.  Black and white images punctuated with vivid drabs of a single colour force the illustrations to really stand out.  This book really is worth a look.  Honestly, how often do you hear ‘it’s been real champion to meet you’?

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VPRS 13554-P21-2-MVPRS: 13554/P0021/000002

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The Wee One’s Nursery Rhymes

Made by Renwick of Otley England, ‘The Wee One’s Nursery Rhymes’ is a Walker Toy Book. The book contains classic children’s nursery rhymes, including ‘Baa, Baa, Black Sheep’ and ‘Jack Sprat’.  Every page is adorned with colourful or black-and-white images, which really do take centre stage. The cover shows a young girl and a friendly dog reading a book while being watched by a jester (who errs on the side of being creepy).  The central two pages are the most stunning of the whole text. Depicting the Queen of Hearts and the Knave of Hearts fighting over tarts on a summer’s day, the pictures are bright and brilliant. Reading through the book, memories of childhood experiences will come flooding back.  The book is a beautiful reminder of past experiences and it truly is a visual feast for the eyes.

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VPRS: 13554/P0021/000008

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Dangerous Secret

Dangerous Secrets is a seamless story written by eleven different authors. Aged from 11 to 17, each writer created a chapter. The book, which was edited by John Gunn and released in 1960, was formed over the course of a year. The first chapter was written and released, and then the floor was made open for submissions to be made for the next chapter. A similar scenario occurred for the wonderful illustrations in the book. Eight boys and girls, aged between 8 and 18, created the illustrations for the book while under the guidance of Jeffrey Smart. The idea came to Australia from Norway, where Charles Moses, then General Manager of the A.B.C, had visited. Each contributor was a member of the Argonauts Club (an Australian children’s radio club) and was given just three minutes of guidance from Gunn through radio broadcast every five weeks. With the idea being well received, Gunn gave the book a starting point and let the Argonauts run rampant with the rest. With a time frame of one year, five weeks was allocated to each chapter. The A.B.C created a film based on the story and donated all profits garnered from the book and film to an appropriate charity. The book is charming and the illustrations beautiful, but you can’t deny that the story behind the making of the book is as interesting as the narrative itself.VPRS 13554-P21-2-E

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VPRS: 13554/P0021/000002

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Warrumbungle, the Wallaby

First published in 1950, ‘Warrumbungle, The Wallaby’ unsurprisingly follows the adventures of a Wallaby who goes by the name of Warrumbungle. Thanks to the informative title given by the author, Harry Hodge, readers are mentally prepared to follow the adventures of the courageous Warrumbungle and his friends. Strangely, one of his friends, Rochester, a city mouse, always carries a spare tail – just in case of emergency! The third member of the crew is a boy who can talk to animals. The story follows their trip through the mountains, where they encounter many strange and new things (cue the life lessons!). Unaware they are being followed by a wicked fox (SHOCK, HORROR!), they return home. Their exploits are accompanied with many pleasant images depicting their high jinks. Setting readers up for a whimsical ride, the cover depicts a jovial scene from the book where the three companions are trouncing down a hill.  The drawings were provided by Bonor Dunlop, and breathe life into the story.

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VPRS: 13554/P0021/000002

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Cleanliness: starring Johnny Toothbrush

Beautifully illustrated, ‘Cleanliness’ is part of a 6 book series that encapsulates other titles – ‘Manners’, ‘Safety’, ‘Kindness to Pets’, ‘Obedience’ and ‘Going to Bed’. Written in 1943 by Virginia Parkinson and the Sass-Dorne Studio, you could forgive me, born in 1996, for finding the charming content more entertaining than informative. The story follows the escapades of a toothbrush who feels down in the dumps when his owner – dubbed his best friend – forgets to brush his teeth the morning of a busy day. You see, this oversight of Bobby deprived Johnny of his all-important morning exercise. Johnny Toothbrush eventually hijacks Bobby’s day to visit Doctor Stork (a bird with a bow tie and PhD) and convinces him that ‘cleanliness comes first before he plays’. The pictures, found on every page, are visually pleasing and certainly help keep the message of the book, that ‘Johnny helps you keep your smile so fresh and shiny bright!’ firmly inside of your head. Whatever you do, don’t forget to give your toothbrush his morning exercise! But, if you do forget and he takes you to a bird-doctor, it might be time to finally go and see your psychiatrist.VPRS 13554-P21-8-A

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How The Bunnies Got To Australia

Published through the Alpha-Printing Company in 1944 by an aspiring young soldier-turned-author, ‘How The Bunnies Got To Australia’ was the only book ever written by G. Maxwell Baker.  Somewhat similar to the historical events that led to rabbits populating Australia, the book introduces readers to the fictional sea-side town of Burrowville in the year 1787 – the same year the first fleet set out for Australia. Is this a coincidence? No, it is not. Bunnies, like Mrs Longears, Brighteyes, Whitehair and Furrycoat, got to Australia on ships that sailed from European countries in 1787. And yes, those names are legitimately the names for the characters in the book! The main family of bunnies, headed by Mr and Mrs Rabbit, decide to make the leap to Australia.  Meandering through various ship-orientated adventures, the bunnies do make it to Australia, where wistfully embrace and look out over their new land. The book is filled with stunning images, the most striking of which are the fruity coloured pages that book-end the story, broken only by solitary images of a bunny. While the bunny on the cover does make me quiver in fear, G. Maxwell Baker did very well in illustrating the book that he also wrote.

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VPRS: 13554/P0021/000003

Leslie “Squizzy” Taylor – From the Archives

With the series premiere of Underbelly: Squizzy last night, Public Record Office Victoria records featured heavily throughout episode 1 and are sure to continue throughout the rest of the series given that Squizzy and his gang were located in Melbourne, Victoria.

Let us share some of these records with you from last nights show.

Born Joseph Leslie Theodore “Squizzy” Taylor on 29 June 1888, originally lived with his parents, Benjamin Isaiah Taylor and Rosina Taylor (nee Jones) in Brighton however moved to Bridge Road, Richmond after the family coachmaking business was sold by creditors in 1893. 

Take a look at the rate book entry below for number 506 in 1893.  The owner of the property is listed as Pat Toole, a gentleman from Richmond with the “Persons Rated” being crossed out and no name being replaced in this space.

VPRS 9990 P1 Unit 63 pg1VPRS 9990 P1 Unit 63 pg2

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Leslie “Squizzy” Taylor.  In last night’s episode, it was eluded to that Leslie’s crime spree really began with the arrest for the murder of the taxi driver William Haines in 1916.  (See the criminal trial brief cover page below)

VPRS 30 P0 Unit 1764 Item179     VPRS 30 P0 Unit 1764 Item 179 – Criminal Trial Brief

In fact, at the age of 16, he was arrested for insulting behaviour.  Although discharged without conviction, this would not be the last time he would meet with the authorities.

VPRS 1931 P0 Unit 14 Pg 158

VPRS 1931 P0 Unit 14 Page 158 – Petty Sessions Register

 In 1906, he was given his first criminal conviction at the age of 17 for theft.

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VPRS 1931 P0 Unit 15 Page 29 – Petty Sessions Register

With Squizzy’s prisoner records kicked off, he appeared many times in court and was found not guilty for crimes from robbery to theft and loitering with intent to commit a felony.  You can check out all of these criminal trial briefs and petty sessions registers available for ordering and viewing at Public Record Office Victoria.  Visit http://prov.vic.gov.au/research to start your research.

And then there are the crimes he was convicted from 1906 to 1927.  These are all listed in his prison record below.

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VPRS 515/P0, Central Register of Male Prisoner, Unit 60, Folio 43

Stay tuned for episode 2 of Underbelly: Squizzy on Sunday night at 8:30pm on Channel 9 as well as another blog post on Monday from PROV highlighting more original records from our collection.

Victorian Ombudsman CCTV Guide: New PROV Endorsed Tool

The following document produced by the Victorian Ombudsman has been endorsed by the Keeper of Public Records as a Public Record Office Victoria (PROV) Endorsed Tool:

- Closed Circuit Television (CCTV) in Public Places Guideline: Victorian Ombudsman’s Guidelines for Developing Closed Circuit Television (CCTV) Policies for Victorian Public Sector Bodies.

As such, the Guideline is recommended for use by agencies across Victorian Government

A link to the Guideline is available from the following web page: http://prov.vic.gov.au/government/standards-and-policy/all-documents/victorian-ombudsman-cctv-in-public-places-guide.

Hamer Awards Part Nine: Regional and Rural Agency

Sally Stiberc of Latrobe Regional Hospital receiving the Award for the Regional or Rural Agencies category from Justine Heazlewood, Director and Keeper of Public Records

Sally Stiberc of Latrobe Regional Hospital receiving the Award for the Regional or Rural Agencies category from Justine Heazlewood, Director and Keeper of Public Records

 

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.

Alison Toohey & Ann Goode of Wannon Region Water Corporation receiving the Certificate of Commendation for the Regional or Rural Agencies category from Justine Heazlewood, Director and Keeper of Public Records

Alison Toohey & Ann Goode of Wannon Region Water Corporation receiving the Certificate of Commendation for the Regional or Rural Agencies category from Justine Heazlewood, Director and Keeper of Public Records

 

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

Hamer Awards Part Eight: Large Agency

Kirsten Wright of Victoria University receiving the Certificate of Commendation for the Large Agencies category from Justine Heazlewood, Director and Keeper of Public Records

Kirsten Wright of Victoria University receiving the Certificate of Commendation for the Large Agencies category from Justine Heazlewood, Director and Keeper of Public Records

 

The purpose of this category is to encourage and support records management excellence in agencies that have more than 2000 employees.

We would like to congratulate Victoria University on being awarded a certificate of commendation in the large agency category for their Keeping Track of Social Media at Victoria University Project.

This project focussed on activities undertaken to get control of social media use at Victoria University (VU).

The project team included representatives from the following areas across VU:

  • Records management
  • Public Affairs
  • Website
  • Marketing

The project had several objectives, including:

  • Identification of existing social media channels and accounts (including the purpose of the account, line of responsibility, and type of content) created by or about VU.
  • Communication of findings about the existing accounts and channels, and the establishment of a framework for managing and monitoring existing accounts and creating new ones within the existing social media governance framework at VU.
  • Consideration of recordkeeping requirements, such as what outputs of the various social media channels needed to be captured, how the capture of social media records might happen, and identification additional recordkeeping issues.

The key outcomes included:

  • A survey of social media use which determined the extent of social media use.
  • A social media register that tracked existing VU channels and is a resource for staff wanting to create new accounts as they can choose to utilise an existing account (with an existing inbuilt audience) rather than create a new one.
  • Development of a decision tree to assess the social media accounts to determine if they held records that needed to be captured and of a list of criteria that could be used to assess social media capture tools.
  • Capture of VU’s output from Twitter.

This project ensured that the ongoing management and oversight of VU’s social media can be done efficiently and effectively and address some of the key recordkeeping considerations.

The Judges decided that there was no winner in the large agency category this year.

Celebrating NAIDOC Week 2013 – Aboriginal records display

VPRS 1694-P0-Unit11-May1931–June1931-Petition-p5

The Victorian Archives Centre is recognising and celebrating NAIDOC Week 2013 with a display of records relating to Victorian Aboriginal people taken from the collections of the Public Record Office Victoria and National Archives of Australia. This display reflects the variety of information that can be found in government records relating to Aboriginal people and places.

Government officials began to create records about Aboriginal people from the earliest years of non-Aboriginal settlement in Victoria. Many of these documents dating from the 1830s to the 1970s are now preserved in the State and Commonwealth government archives.

Information about people and places is found in a variety of sources including reports, correspondence files, employment records, minutes of meetings, maps and plans, police records, registers of provisions including clothing and rations, photographs, and records detailing the movement of Aboriginal people across Victoria.

The records reveal the impact and effects of government legislation in the lives of Victorian Aboriginal people. But they are also a rich resource for researchers now seeking to connect with family and country.

The display features documents, maps, plans and drawings, publications and photographs which showcases the rich diversity of the Aboriginal historic material held in the archives, particularly relating to the early years of European settlement and Aboriginal missions and reserves in Victoria.

These historic records will be on show in the foyer of the Victorian Archives Centre at 99 Shiel Street, North Melbourne, from Monday the 8th of July until mid-August.

Koorie Records Unit

The Koorie Records Unit at Public Record Office Victoria has a dedicated service for Aboriginal people wishing to access records in both the Public Record Office Victoria and National Archives of Australia collections.

A Koorie Reference Officer is available to help find and obtain copies of records that relate to you, your family and community.

For more information visit www.prov.vic.gov.au, or contact the Koorie Records Unit directly:
Phone: 9348 5600
Email: koorie.records@prov.vic.gov.au

Three new Recordkeeping Fact Sheets

We have released three new Fact Sheets to assist agencies with their internal communications on capturing and managing public records. These are:

  1. Social Media FS1: Capturing Records of Social Media Posts
  2. PROS 10/17 FS1: What is a Public Record
  3. PROS 10/17 FS2: Managing Records in Business Systems

Social Media FS1: Capturing Records of Social Media Posts supports the Social Media Policy and provides an overview of what to consider when capturing records of social media posts. Use this Fact Sheet to inform people why social media posts need to be captured, the types of posts that may be required, and the context needed to ensure the posts are understandable over the period of time they are required.

PROS 10/17 FS1: What is a Public Record supports the Operations Management Standard and looks at the wide variety of items that can be public records. Use this Fact Sheet to inform people of the difference between business, ephemeral and personal records, and to promote the capture of public records.

PROS 10/17 FS2: Managing Records in Business Systems also supports the Operations Management Standard and provides an overview of what to consider when managing records in business systems. Use this Fact Sheet to inform those with responsibilities for business systems of the main things to consider regarding managing records created, captured or stored in those business systems.

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