Ross Gibbs, Chair, opened the meeting and welcomed the 70 members present.

Apologies from: Tom Hotchin, Terry Murrihy, Tim Newbegin, Shelley Platt, David Robinson, Emma Savage, Geoff Stephens, Peter White, Rob Zuccon.

Confirmation of Minutes (17/02/99)

Moved: Robyn Ross, Seconded: Tracey Manallack

Howard has learnt that records management is not as easy as he first though it to be. With the upcoming implementation of the Victorian Electronic Record Strategy (VERS) into the Department of Infrastructure (DOI) RMS and EDMS, many challenges that are intrinsic to modern records management have presented themselves. Howard spoke to the Network about some of the issues that face DOI.

A key component of the implementation is the development of an RMS and EDMS is the incorporation of the requirements specified by VERS for the capture, archiving, discovery and recovery of electronic records. Such a strategy would need to be coupled with a similar one for paper records, so as not to alienate one medium from the other. Howard emphasised the requirement for high level business analysis, and the recognition and incorporation of PROV Standards as well as a metadata framework .

Howard discussed the scale and perception of change within the organisation, recognising the problem of user resistance and further emphasising the need for executive support for such undertakings of this nature. This makes the provision of policies and guidelines and recordkeeping responsibility statements to executive and support staff alike all the more important. He also highlighted the necessity of a strategy of sequencing for the capture process –his team will be asking "where is the electronic record stored and by who?"

Ross also encouraged members to nominate for the Sir Rupert Hamer Records Management Awards 1999, which will be held at Parliament House in November. Application forms are available at the PROV and RMAA websites. Applications close on September 24, 1999.

Lucy advised members of the progress of four General Disposal Schedules, namely Victorian Workcover Authority, Casino and Gaming Authority, Department of Premier and Cabinet, and Department of Treasury and Finance. These schedules are soon due for release.

FOI Solutions have been providing free training sessions that serve to update people on the latest developments to the FOI Act. Mick provided an overview of some of the issues that are raised in these training sessions. In particular, he spoke about the recent amendments to the Act, that were passed on July 1, 1999. Documents that contain personal information about people within government agencies, such as personnel files, can be exempted from an FOI application, particularly if its release is not in the interest of the public at large or that its release might put someone’s life at risk. If an applicant wishes to appeal an exemption, the onus is upon that applicant to provide reason as to why a such information should be released to them, rather than the previous case of the government agency having to provide reason as to why such information should not be released.

In light of these recent amendments, Mick advised that government agencies should have a knowledge of personal details they have custody of, and whether they are covered by exemptions in the Act. Agencies should also be aware of information about people of a personal nature that may be publicly available.

For further information, Mick can be contacted at FOI Solutions, 222 Latrobe St, Melbourne 3000. Ph (03) 9667 0233. For information on free FOI training sessions held in conjunction with the Department of Justice until September 16, 1999, contact Tania on 9667 0227.

Australia is the second most litigious country in the world, and according to predictions this will only worsen. Philip advises that this fact alone requires people who work in all forms of information management to be aware of the effects litigation. He gave some entertaining examples of particular litigation cases that took place in Australia to emphasise the fact that litigation can occur out of any type of every day incident. If an organisation is sued, the defence of that organisation often rests on crucial evidence that might be maintained in that organisation’s records.

Philip highlighted the issues for records management in government agencies managing the risk of litigation. Should litigation occur, an agency must be able to efficiently discover all documents relating to the litigious incident, and they must be able to supply positive evidence in their defence, not just simply relying on the negation of evidence brought forward against them. Official policies and procedures should be documented, recognised, and understood throughout the agency, ensuring minimal risk of deviation from such guidelines. Above all, a contemporary written account of an incident is of great assistance should that incident become litigious. Staff within government agencies should keep accurate, legible and objective notes of incidents that occur.

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