Records Management Network

Meeting held 17 February 1999

Conference Rooms 1&2, Level 8, Casselden Place

Minutes

1.0 Welcome/Apologies

Ross Gibbs, Chair, opened the meeting and welcomed the 68 members present.

Apologies from Felicity Self, Shelley Platt, Annette Bale, Leanne Butler, Peter Neal, Duncan Hartwig, Bridgette Cooper, Margaret Wade, Luca Scattolin, Susan Cowling, Russell Thomas and Fiona Lewin.

2.0 Confirmation of Minutes (25/11/98)

Moved: Ray Bradford. Second: Stuart Allen. Agreed.

3.0 Business arising

RMN Housekeeping

Lucy Burrows, RMN Executive Officer, advised members that she would not bring copies of the Membership to future meetings because of the obsolescence of the details. Up to date details are available on the RMN webpage. Membership continues to change and is now close to 200.

News - Local Government Disposal Schedule.

Darryl O'Callaghan, PROV, announced a variation to the General Disposal Schedule for Local Government Records. The Schedule, issued in June 1998, has been amended to bring section 12.7.3 Family Day Care Reporting in line with Commonwealth guidelines. Members wishing to gain a copy should contact Darryl on 9285 7922.

Darryl took the opportunity to announce that the RMAA will be sponsoring the 1999 Sir Rupert Hamer Records Management Award. He encouraged members to nominate their organisation, particularly municipalities who were absent from last years' nominations.

News - Departments of Premier and Cabinet/Treasury and Finance Disposal Schedules

Lucy reported that she, a PROV colleague and David Brown of Archival Systems have been working with the Department of Premier and Cabinet to produce a Records Disposal Schedule and departmental-wide record keeping recommendations. There are a number of activity classes identified in this Schedule that are applicable to all agencies. These will be added to the General Disposal Schedule for Common Administrative Records, to be reissued later this year. Such activities include, managing meetings, conducting Committees and Working Parties, processing tenders, forms management etc.

News - PROV Integrated Document Management System

Lucy reported that the PROV is developing a new system to manage all its current activities. The two areas of interest to members will be the email records issues to agencies and the automation of PROV transfer and disposal application processes.

Implementing Electronic Archiving in the Department of Infrastructure - Justine Heazlewood, Project Manager VERS

Justine reported on VERS (Victorian Electronic Record Strategy) that has been investigating electronic archiving. The Final Report has been approved by the Steering Committee and is due for release in March. Members will receive an invitation to the launch and are encouraged to attend. The Final Report will be widely distributed in paper and electronic format as well as being available on the VERS website (www.prov.vic.gov.au/vers). Justine also reported on the next stage of the VERS project (to be approved by Treasury) which will see the implementation of a commercial prototype of the VERS system in the Department of Infrastructure.

A PROV Standard on Electronic Record Keeping will be issued following the launch of the Report and the VERS team is working with the National Archives of Australia to develop a national metadata standard for electronic records. Justine will keep us informed of progress to all of these.

Presentation: FOI and Records Management in the Electronic Age - Mick Batskos, Executive Director, FOI Solutions (paper attached )

Mick's company, FOI Solutions, specialises in FOI and Administrative Law services for government. The RMN were treated to a presentation on the administration of FOI within government organisations and more specifically the implications of FOI on records managers.

Mick can be contacted at FOI Solutions at 222 LaTrobe Street, Melbourne on ( 9667 0233, fax 9667 0237, mobile 0417 100 796.

Presentation: Y2K and its Effects on Records Management - Ginny White, Program Manager, Year 2000 Program Office, Dept's Premier and Cabinet / Treasury and Finance

Ginny gave a lively and informative presentation on Year 2000 issues, both general and specific to records managers.

In defining Y2K Ginny talked about the "representation of any year by a two digit number" and the "recognition of Year 2000 as a leap year". Ginny stressed that it was the uncertainty of the potential problems that makes them so threatening.

Ginny dispelled the myth that Y2K problems will only occur on 1/1/2000. She explained that, because applications look forward, problems might occur the first time that the date 1/1/2000 is processed by the computer/program/software. She also explained that Y2K is a chip-control problem which means that it may occur in any appliance that contains a computer chip, including the major utilities and emergency services. In providing options for planning for Y2K Ginny referred members to the four R's in relation to hardware and software: Retire, Replace, Repair or Risk Acceptance. Ginny stressed the need to document all decisions made. Ginny's most prominent message was to have a contingency plan that allows you to carry out your core services/activities without the use of a computer.

Members brainstormed potential problems facing records managers in this area. Firstly, in reference to the business continuity issue, records managers should take steps to insure that they can find records fast. They should also take steps to secure access to their systems, particularly those that are available over the Internet, in case firewalls fail. Secondly, as part of a contingency plan it was suggested that registers and indexes be printed to paper and a back up of all electronic records be kept on-site.

Ginny made reference to the Year 2000 Readiness Disclosure Act (Commonwealth) which can be found on the Internet on www.aph.gov.au/parlinfo/billsnet. Other useful sites are: www.Y2K.millenium.vic.gov.au , www.Year2000.com and www.y2kregister.com.au.

Other Business

Suggestions for the next meeting included:

• Year 2000 - PROV advice
• AAA thesaurus - whole of government perspective
• Service Contracts and ownership of records
• Electronic Commerce bill update

Any further suggestions of issues/speakers should be forwarded to Lucy.

Meeting Closed: 11:40am

Next meeting: Wednesday, 12 May 1999