Minutes

Victorian Archives Conference Room

Welcome/Apologies

Ross Gibbs, Chair, opened the meeting and welcomed the 50 members present.

Apologies: Sue-Ann Sapurmus, Emma Savage, Kerryn O'Keeffe, Tom Hotchin, Terry Murrihy, Barry Thomson, Ken Dickson and Sarah Starr.

Confirmation of Minutes

Minutes confirmed.

Introduction of new RMN Coordinator

Lucy Burrows advised members that Tracey Manallack is taking over as RMN Coordinator. Tracey is an archivist within the Agency Services branch of PROV. Lucy thanked members for their ongoing support of the Network and wished them well in the future.

Any future enquiries regarding RMN should be directed to Tracey or Duncan Hartwig:

Tracey: ( 9348 5613, * 9348 5656, tracey.manallack@dpc.vic.gov.au

Duncan: ( 9348 5640, * 9348 5656, duncan.hartwig@dpc.vic.gov.au

PROV News

Ross Gibbs spoke to members of progress relating to the Electronic Transactions Bill 2000. A handout providing details of PROV’s involvement with the issue was distributed at today’s meeting. Ross also advised members that due to ongoing work on the Victorian Archives Centre, records will not begin to move into the building until March /April of this year.

Rupert Hamer Awards 1999

The people involved with the two successful projects were invited to speak to members about their organisations’ records management practices that helped them win at the Awards.

Department of Human Services (Award) - Archival Services / Information and Records Services: Josie Ljaskevic Carolyn Stephens

Josie spoke to members about the education and training program for records management practices that has been established over the last three years at DHS. The program includes product training for records management software, basic training in information management principles, and information management practice at DHS. The program is flexible, self paced, tailor made for personal requirements, and provides course evaluation and accreditation. With regards to information management queries, in line help is available, and a Records Enquiry Desk has been established.

Carolyn discussed the progress of records management practices at DHS over the last decade, including the centralisation of the records storage facility in an environment free from the hazards of past storage facilities. Carolyn also pointed out the progress made in the disposal of DHS records in accordance with PROV standards, the establishment of reference services for researchers, and the distribution through the Department of information relating to PROV standards, including the Public Health Services Patient Information Records General Disposal Schedule (PROS 99/04).

Swan Hill Rural City Council (Certificate of Merit) Lucy Burrows on behalf of Heather Fortune (Heather was on holidays).

Lucy spoke to members on behalf of Heather about records management practices that have been established at Swan Hill Rural City Council. The amalgamation of municipalities provided many records management challenges for the Council. In light of this, the Council identified issues that needed to be dealt with so that a more efficient service might be provided. Issues that were focused upon included the centralisation of the records management system, improved access and customer services, greater accountability, and of course adherence to PROV standards.

Imaging and Records Management

Introduction to Issues Dr Graham Pratt, Managing Director, Opticon.

Graham discussed recent trends and issues in imaging, the imaging process, and technology. He told members that before an organisation undertakes an imaging project, it is important that they ask why it needs to be done. He pointed out that electronic records are a forming a larger part of records being created, and given this, is it then practical to image paper documents that may no longer be used in day to day business activities? Graham discussed the recent trend to image paper records, highlighting the growing need in organisations for complete electronic access to their records. However imaging won’t make paper records just ‘go away’, and records managers need to bear in mind that they will continue to have to maintain paper records, even in ten or more years time.

Graham went on to discuss the image technology issues, and legislative issues - citing South Australian legislation modelled on the principle of compliance criteria. He also discussed issues relating to document management and disposal, such as common storage standards, vendor products, and longevity of storage media.

Graham's paper and details about Opticon Australia are available on the RMN webiste.

Experiences and Lessons Learned Vicki Clark, Hobsons Bay City Council, Geoff Charles, Land Titles Office, Amanda Bacon, Heritage Victoria

The three presenters shared their experiences with imaging projects at their respective organisations, and discussed the aims of the projects, the methods used, issues that arose and benefits of the outcome.

Vicki's paper is available on the RMN website.

Common Administrative Schedule Version 2000

Michael Pummell outlined some of the key changes made to the latest version of this General Disposal Schedule. The Schedule covers administrative records of all government agencies, except local government. The latest version is available for download at the PROV website: www.prov.vic.gov.au/.

Ross Gibbs also informed members that the VERS Standard will launched late March /early April to coincide with the issue of the Tender for a VERS record keeping system in Department of Infrastructure (DOI) and the DOI General Disposal Schedule.

Meeting Closed: 12.20 pm

Next meeting: Wednesday, 24^th May 2000

Any queries regarding the RMN can be directed to

Tracey Manallack: ( 93485 5613, fax 9348 5656, Tracey.Manallack@dpc.vic.gov.au

Duncan Hartwig: ( 93348 5646, fax 9348 5656, Duncan.Hartwig@dpc.vic.gov.au

Return to Meetings