 |
 |
 |
 |
 |
|||
|
|
|
|
||||||||
|
|||||||||||
|
|||||||
|
|||||||
     
|
 |
Home >> Events
and Programs >> Hamer
Awards >> Hamer
Winners >> Winning
Projects Winning Projects Following are descriptions of Hamer Awards winners from recent years. 2007
Victorian Government Agency Award Categories
The winner of the Inner Budget Agency category Award for Excellence was the Department of Planning and Community Development for their project titled ‘Commonwealth Games Records Disposal Project.
The primary aims of this project was that after the Games in 2006, a compete set of Melbourne 2006 Corporation records should be transferred to DPCD and permanent Commonwealth Games 2006 records should be identified for transfer to PROV. Outcomes have included: • Development of the Commonwealth Games Records Disposal Authority; • The complete set of Melbourne 2006 Corporation electronic and hardcopy records, including 1 million documents and emails held in TRIM and the finance system, were transferred to DPCD; • All Commonwealth Games records were sentenced against a disposal authority; • DPCD has transferred hardcopy permanent Melbourne 2006 records to PROV and transfer of OCGC records is pending; • DPCD and TOWER Software with PROV advice have worked to achieve full VERS compliance so that approximately 70,000 VEO's can be transferred to PROV's Digital Archive. The Inner Budget Agency Award was accepted for the Department of Planning and Community Development by Jeanette Pearcy, Acting Manager, Information Management.
Image and caption:
(l-r) Justine Heazlewood (Director & Keeper of Public Records, PROV), Jeanette Pearcy (Department of Planning and Community Development), Alison McNulty (Department of Planning and Community Development), Peter Harmsworth (President, Public Records Advisory Council)
Inner Budget Agency – Certificate of Commendation
In the category of Inner Budget Agency, a Certificate of Commendation was awarded to the Department of Justice for their project entitled ‘Preservation of records of permanent value to the State and innovation in records management through the Department of Justice ‘ Taking Responsibility Program .‘
The Taking Responsibility initiative aimed to provide Department of Justice staff with tools, training and resources to ensure they were aware of and had the wherewithal to meet their legal obligations in areas such as records management, information security, privacy, code of conduct and the environment. on behalf of the Department of Justice the Certificate of Commendation was accepted by Brent Carey, Manager Privacy, Feedback and Projects.
Image and caption:
(l-r) Justine Heazlewood (Director & Keeper of Public Records, PROV), Michelle Spinks (Department of Justice), Peter Harmsworth (President, Public Records Advisory Council), Brent Carey (Department of Justice)
The winner of the Outer Budget Agency category Award for Excellence was the Royal Botanic Gardens Melbourne for their entry, the ‘Online Plant Census Project.'
The Royal Botanic Gardens Melbourne is one of the world's outstanding botanic gardens. The living collections found in its heritage-listed landscape are an irreplaceable resource for botanists, students, plant lovers and other visitors to the Gardens. Extending access to information about the living plant assets to virtual visitors is embodied in the Garden's current strategic policies and corporate plan.
Prior to this project, plan census information was only available annually in a 500 page printed document accessible to visitors to the gardens and to staff. The Plant Census, or Living Collections Database, is a record of the locations of plants within the gardens and each record shows the most up to date plant name so that plants an be labelled for public reference.
The new Online Plant Census can be searched online and provides researchers with plant information, maps and links to other useful sites. The database is also used by Gardens' staff to manage the collection.
Jenny Steinicke , Director Corporate Resources Accepted the Outer Budget Agency Award for the Royal Botanic Gardens Melbourne .
Image and Caption:
(l-r) Justine Heazlewood (Director & Keeper of Public Records, PROV), Jenny Steinicke and Sabine Glissman-Gough (Royal Botanic Gardens), Peter Harmsworth (President, Public Records Advisory Council)
Outer Budget Agency – Certificate of Commendation A Certificate of Commendation In the Outer Budget Agency category was awarded to the La Trobe University for their project entitled ‘Electronic Recordkeeping – Central Student Files (ICT Project 130)'
In November 2006 a project was commenced to digitise existing hardcopy records into the university's corporate records system and to use that system as the basis for capture of future born-electronic documents into a single, consolidated repository.
At the conclusion of the project in December 2007 an imaging environment and the development of a web browser interface have been implemented. Electronic record keeping functionality has been implemented in accordance with PROV standards and advice. Benefits to Latrobe include cost savings, a zero level of lost documents, a system capable of responding to peak demands such as a t enrolment time, more timely and multiple delivery to users of student records and improved security, accuracy and completeness of student records.
The Certificate of Commendation was accepted by Ross Elford , Senior Records Officer on behalf of La Trobe University.
Image and Caption:
(l-r) Justine Heazlewood (Director & Keeper of Public Records, PROV), Ross Elford (La Trobe University ), Peter Harmsworth (President, Public Records Advisory Council)
Local Government Authorities - Winner In the Local Government Authorities category the Award for Excellence was awarded to the East Gippsland Shire Council for their project entitled ‘Create, implement and foster an organisation wide culture of records management awareness and quality practice.'
A primary Shire Council objective is to provide high level and cost effective services to ratepayers and other stakeholders. This project addresses that objective through • Creation, endorsement and implementation of an organisation wide Information Management (Records) Policy; • Development of a four year information management strategy; • Design and delivery of a program of ongoing training across all levels of council; • An ongoing campaign to raise the awareness and benefits of best practice and to promote individual responsibility; and • Raising the Corporate Records Unit's focus on customer service to respond appropriately and promptly to users' needs.
A number of significant initiatives have been implemented as part of the project. The information management strategy carries forward training, best practices, change and policy development and review. A discernable improvement is apparent in staff members' understanding of and approach to records management. Across the organisation the Corporate Records Unit is perceived as carrying out a vital role and the Corporate Records Officers are recognised as fellow professionals committed to achieve excellence in records management.
The Local Government Authorities Award was accepted for the East Gippsland Shire Council by Chief Executive Officer, Steve Kozlowski .
Image and caption:
(l-r) Justine Heazlewood (Director & Keeper of Public Records, PROV), Maryanne Bennett, Vanessa Cosh, Anne Goode and Steve Kozlowski ( East Gippsland Shire Council), Peter Harmsworth (President, Public Records Advisory Council)
Local Government Authorities - Certificate of Commendation In the category of Local Government Authorities Baw Baw Shire nominated two projects for this years awards and both were awarded a Certificate of Commendation.
Baw Baw Shire has commenced implementation of a long term strategy to bring the maintenance and disposal of paper records up to best practice standards. Commissioning of a purpose built archive store was the first stage of the strategy and this was the first of Baw Baw 's two nominated projects.
The project has delivered: • A secure, safe and effective purpose built facility at the Shire depot, sufficient to meet current and projected secondary storage needs; • Detailed documentation about all of the record sets in the secondary store; and • Documentation of a comprehensive control system for planning and delivering management of the secondary storage document service.
The second nominated project was named, Better Access to Documents. The formal objectives of the project were: • To clarify and embrace a structured system in Baw Baw Shire Council for managing electronic documents as a precursor for the introduction of an Electronic Document Management Environment. • To increase skills, understanding and confidence of staff in relation to meeting their document management obligations in a way that improved corporate practice; and • To increase the documented understanding of existing and future needs of business areas' processes and date sets.
The project has succeeded in changing staff practices and gaining their support while putting in place a structure and culture ready for the introduction of an organisation-wide EDRMS.
The Certificate of Commendation for Local Government Authorities for their two nominated projects was accepted on behalf of Baw Baw Shire Council by Don Tylee , Manager Business Information.
Image and Caption:
(l-r) Justine Heazlewood (Director & Keeper of Public Records, PROV), Robyn D'Arcy and Don Tylee (Baw Baw Shire Council), Peter Harmsworth (President, Public Records Advisory Council)
Regional/Rural Agency - winner The winner of the Award foir Excellence in the category of Regional/Rural Agency was the Barwon Region Water Corporation for their project entitled, ‘Plans and Drawings Rationalisation and Capture'.
Registration, bar-coding and scanning of approximately 70,000 asset drawings was the focus of this project. The purpose was to identify and ensure that only the latest, most up-to-date version of asset drawings were converted and loaded onto the Enterprise Content Management system that was being implemented in parallel to the plan rationalisation project.
Hardcopy construction and system plans were decentralised, at risk of loss, isolation and destruction. They were stored in different places, comprised various sizes and formats and suffered possible duplication. The project required manual sorting, identification and comparison to determine which plans contained current information. Plans were indexed, registered and allocated barcodes before being scanned by a scanning bureau.
Project outcomes mean that hardcopy plans are now stored centrally; electronic format plans are similarly stored in a rational and accessible folder structure; plans are electronically available to all who need them quickly and efficiently; there is storage space saving as well as higher security and improved customer service.
Michael Malecki Administrative Services Coordinator and ECM Project manager accepted the award in the Regional/Rural Agency category on behalf of Barwon Region Water Corporation.
Image and Captions:
(l-r) Justine Heazlewood (Director & Keeper of Public Records, PROV), Trevor Little and Michael Malecki (Barwon Region Water Corporation), Peter Harmsworth (President, Public Records Advisory Council)
Community Archives / Places of Deposit Categories
Preservation of records of significance to the local community and the state - Winner
The winner in the Places of Deposit category, Preservation of records of significance to the local community and the state, was the Castlemaine and District Historical Society Inc. for their project, ‘Identification and transfer of permanent public records to PROV'.
Over a number of years Castlemaine Historical Society has worked with the Mount Alexander Shire to assist with the collection of council memorabilia and the identification of permanent and temporary public records. Public records include those created by a number of predecessor agencies including some created as early as 1856.
Public records were found in council storage facilities, in private hands and in community collections across the area so diplomacy and tact has been an essential part of advancing the project. Many records were at risk having been stored in poor and inappropriate conditions. The project involves the cleaning, cataloguing, filming and then processing records for transfer to PROV.
Castlemaine and District Historical Society also accepted 12 sets of records from PROV. Once transferred these records have been catalogued in the Society's system and are now available for use within the Castlemaine and wider historical community.
The award was accepted by Alleyne Hockley , Executive Officer of the Castlemaine and District Historical Society Inc.
Image and Caption:
(l-r) Justine Heazlewood (Director & Keeper of Public Records, PROV), Alleyne Hockley and Ian Hockley (Castlemaine Historical Society Inc.), Peter Harmsworth (President, Public Records Advisory Council)
Providing public record access in the local community – Winner
The winner in the category, Providing public record access in the local community, is the Birchip Historical Society Inc.for their Student and volunteer engagement program.
Birchip's project was based on their providing educational and volunteering opportunities for four students from the Birchip P-12 school – three Victorian Certificate of Applied Learning students and one Duke of Edinburgh Award student.
Essentially, the students were given access to the Historical Society's collection, selected themes to research, and each mounted a small exhibition of archival and other material in the Society's museum. As well as research the students undertook cleaning, basic conservation, indexing and cataloguing and other collection management activities. The benefits for the society include the successful outreach through the students and their peers to a whole new generation of users and the appreciation of a new and fresh point of view of the new users.
No representative from the Birchip Historical Society Inc. was available to accept the award.
Providing public record access in the local community – Certificates of Commendation
Castlemaine
Two Certificates of Commendation were awarded in the category, Providing public record access in the local community.
A Certificate of Commendation was awarded to the Castlemaine and District Historical Society for their project, ‘Commemoration of 150 years of responsible government.'
For the 150 anniversary of local government in the area, the Society undertook linked activities that included an exhibition, re-enactments of events, a display of council memorabilia and production of a brochure documenting the genealogy of the modern municipality of Mount Alexander Shire . Activities also included seeking and obtaining extensive media coverage.
Image and Caption
(l-r) Justine Heazlewood (Director & Keeper of Public Records, PROV), Alleyne Hockley and Ian Hockley (Castlemaine Historical Society), Peter Harmsworth (President, Public Records Advisory Council) A second Certificate of Commendation in this category was awarded to the Wycheproof Historical Society Inc, for their project, ‘Opening of the restored court house and display of archival material.'
The opening of the restored court house occurred in July 2007. It was preceded by extensive local promotion through schools, posters and news coverage and the event attracted a large public audience.
The Wycheproof Historical Society collection includes photographs, published material, guides and their catalogue as well as archival material. The heritage listed courthouse and its furniture were part of the display which was used effectively to promote the breadth and nature of the collection to visitors on the day.
No representative from Wycheproof was available to accept the certificate.
Projects or programs that provide greater understanding of and accessibility to the PoD's archival collection – Winner
The winner in the category, Projects or Programs that Provide Greater Understanding of and Accessibility to the PoD's Archival Collection, is the Benalla and District Historical Society Inc.for its ‘ Archival storage, research and reading room project .'
Based on recommendations in a conservation survey of the society's museum collection, a new archival store was designed to meet the identified conservation specifications.
As part of the new store development the Society was able to expand public facilities that now feature the Pioneer & Costume Museum and the Research / Reading Rooms on the same site. In relocating the collections to the new store society volunteers undertook conservation, indexing and cataloguing activities making larger parts of the collection publicly accessible for the first time.
The award was accepted by Maree Hanlon for the Benalla and District Historical Society Inc.
Image and Caption:
(l-r) Justine Heazlewood (Director & Keeper of Public Records, PROV), Maree Hanlon (Benalla and District Historical Society Inc.), Peter Harmsworth (President, Public Records Advisory Council)
Projects or programs that provide greater understanding of and accessibility to the PoD's archival collection – Certificate of Commendation
The Wycheproof Historical Society Inc. was awarded a Certificate of Commendation in the category, Projects or programs that provide greater understanding of and accessibility to the PoD's archival collection, for their project, ‘Developing a web presence for the Archives.'
The Wycheproof Historical Society has cleverly created a web presence to help build, maintain and preserve their collection through partnerships with a local, town web master and the community. The town website has numerous links to the society's home page form where visitors can search information about the society as well as follow links to further information. Particularly innovative is then use of free hosting services for the Society's own web page and in the use of the Flickr website to showcase and promote their photographic collection.
No representative from Wycheproof was available to accept the certificate.
Innovative programs that ensure local records of significance are accessible and that support places of deposit in operating, expanding and maintaining their collections – Winner
Eligibility for nomination in the fourth PoD category is restricted to local government or water authorities that support the aims of places of deposit in their local communities. The winner in this category was GWMWater for its ‘Places of Deposit outreach project.'
GWMWater is the water authority for the Grampians-Wimmera-Murray regions - a large area of the state covering many populated centres. GWMWater invited places of deposit in the region to take custody of time expired water authority records that might otherwise be destroyed.
A variety of records such as meter books, cash books and rate books were made available to 18 places of deposit in the region, the earliest records dating from 1889.
In addition to promotion to places of deposit, GWMWater successfully publicised this project through media releases picked up and published in the local press throughout the region.
The award was accepted by Karen Stewart of GWMWater.
Image and Caption:
(l-r) Justine Heazlewood (Director & Keeper of Public Records, PROV), Karen Stewart (Grampians Wimmera Murray Water), Peter Harmsworth (President, Public Records Advisory Council)
2006The winner of the Inner Budget Agency goes to the Department of Education and Training for their project titled ‘Closed School Project’. As a result of the closure of several hundred Victorian Government schools, thousands of boxes of unprocessed school records were delivered to the Department of Education and Training’s basement vaults. To assist with the “Closed School Project”, an information resource database comprising invaluable information about schools and their entity changes was designed and developed. This database resource assisted the process but its success depended on the many staff, who through their dedication and perseverance, saw the project through to its conclusion. This resulted in the transfer to PROV of 1060 boxes of irreplaceable permanent records dating back to the late 19th century. Inner Budget Agency: Certificate of Commendation Certificate of Commendation has been awarded to the Department of Justice for their project entitled ‘Southern Cross Records Project’. Born of the amalgamation of 1900 Department of Justice staff members from multiple CBD locations to the new Southern Cross building, the Southern Cross Records Project sought to create a better culture for the management of all departmental, and hence public, records be they in hardcopy or electronic format. The means by which the outcome of an amazing 50% reduction in work-related material in less than 12 months, in addition to the creation of more than 15,000 TRIM files and the return of more than 16,000 files to central registry, comprised several major strategies:
The winner of the Outer Budget Agency goes to the Metropolitan Ambulance Service. This entry was for the Victorian Ambulance Clinical Information System Project. The desire of the Metropolitan Ambulance Service to be the world’s best ambulance service led to the decision to develop VACIS – Victorian Ambulance Clinical Information System. VACIS is the world’s most sophisticated, integrated ambulance clinical data collection and information system. The system’s fully integrated handwriting recognition facility allows paramedics to record patient details and treatments given either by keyboard, or by simply writing on the screen with a “pen”. Information is stored in an enterprise-level relational database, which also incorporates Victorian Ambulance’s Computer Aided Dispatch system and the Mobile Data Network. This functionality allows for sophisticated cross-referencing and the provision of high-quality data for research and reporting. Local Government Authorities: Winner The Winner of the Local Government Authorities category goes to The City of Whitehorse for their project entitled Pathway/TRIM integration. This project represents a major change in the way information is managed and stored at Whitehorse by enabling the seamless exchange of information between the Council’s core system, Pathway, which handles customer requests, applications, infringements and licensing – and the EDRMS, TRIM. This integration has resulted in information being able to be created in Pathway, captured by and stored in TRIM, and retrieved later via Pathway in a seamless and automated fashion. This has also resulted in the capacity for “registration on creation” ensuring capture of and access to records across the entire organisation. The City of Whitehorse is the first council within Australia using this integrated facility to its full extent. Local Government Authorities: Certificate of Commendation Certificate of Commendation goes to Greater Shepparton City Council, for their project entitled Moving Memorabilia Madness. To increase the cultural awareness of the history of Greater Shepparton, Greater Shepparton City Council undertook to ensure that items of local historical significance are identified and become publicly available. The Moving Memorabilia Madness project is the first of its kind in Victoria, with no other Victorian council having electronically documented their memorabilia and making available for loan to local historical societies. This project is an excellent example local government using its records and information management skills and technology to enhance existing relationship with its community and ensure the preservation of cultural history. The winner of the Regional/Rural Agency category goes to the Department of Sustainability and Environment. This entry was for their project entitled ‘Archiving of Regional Land Office Plans’. With the aim of increasing accessibility of Land Office plans, some 4800 plans from various parts of the state have been scanned and a full set of state-wide plans distributed to each regional location of the Department of Sustainability and Environment. Such a project has increased the ability to ensure long-term protection of historical information on the plans and remove duplication of updates to information resulting from land status changes. One of the greatest benefits achieved by this undertaking is the improvement in customer service by the provision of information in multiple locations and the redirection of over $400K annually to resource other activities across the state. Small Agency: Certificate of Commendation Certificate of Commendation has been awarded to the Victorian Institute of Teaching for their project entitled “Flight of the Hummingbird.’ ‘Flight of the Hummingbird is based on the move from a shared network drive to an Institute-wide EDRMS (Hummingbird), involving the creation of an enterprise-wide business classification scheme, enabling the reclassification of documents on the shared network drive to facilitate their migration into the EDRMS using the new scheme. The outcome of the project was to deploy an EDRMS with the ability to manage and control all corporate records in a variety of formats including scanned, electronic and hardcopy, thereby reducing the time taken to retrieve information and ensure all files have a retention period set at the time of creation. 2005Inner Budget: As a metadata-driven portal, Victoria Online does not preserve records; rather, it promotes discoverability of government information and services. Its role is to facilitate people’s interaction with online government information by offering a subject-based approach to information that tracks closely with user behaviour and information needs. The VO Thesaurus captures synonymous terms (e.g. Job, Job vacancies, Employment vacancies, Positions vacant, Employment opportunities, etc) and ensures that resources (web pages) in Victoria Online are described with all these terms, which in turn improves discovery for people searching the site – whatever term they might use, they will still be returned relevant results regardless of how that resource might describe its information itself. The planned application of the VO Thesaurus in search refinement offers real innovation in search functionality for site users. It enables improved searching through provision of additional meaningful and relevant alternative searches associated with the search they have performed. Local Government : Yarra City Council - “City of Richmond – That Was Then” – A Virtual Exhibition “City of Richmond – That was Then” ….is a virtual exhibition which was created as an in-house exhibition
to be viewed by the City of Yarra’s staff on the council’s
intranet. The aim of the exhibition is to inform staff at Yarra about
the nature of archival work, while, at the same time, sharing some the
history of the former city of Richmond. On of the City of Yarra’s stated objectives is to “celebrate our history, diversity and culture”. This internal exhibition provides a significant and attractive method of engaging members of the City’s staff in the celebration of its history, and will increase their appreciation of the foundations from which the diverse culture of our community in Yarra has developed. Certificate of Commendation – Inner Budget: Department of Human Services – Capital Management Branch - E-Information Management, F: Drive Review The Capital Management Branch manages delivery of the majority of capital
programs for the DHS (other Office of Housing programs) and is currently
managing over 90 projects totalling $2 billion in this year alone. For this reason, rigor in document and records management is critical to good governance. Capturing key information used for decision-making, and how it is communicated, monitored and assessed is essential for transparent and accountable performance. The complete review and development of a new repository for e-records for the Branch commenced in early 2005. Creating a new structure by taking a “blank sheet” approach was a revolutionary change. The new F Drive ensures the capture, storage and preservation of e-records Certificate of Commendation – Regional/Rural Agency: Department of Primary Industries – Tatura - Review and Improvement of Community Surface Water Management Systems There are four key objectives of the project that support the objectives of the organisation:
Certificate of Commendation – Regional/Rural Agency: Gannawarra Shire Council - Records Management Procedures and Strategy Development The development of a Records Management Procedure Manual has ensured that knowledge does not leave the organisation and has assisted in the training of key staff. With the development of a Records Management Strategy, Council now has clear direction for the future of Records Management and knowledge of the areas requiring attention and improvement. With the implementation of the Strategy, benefits to the organisation are as follows:
Special Award for Innovation: Public Record Office Victoria - Digital Archive Project Recognising that records are not managed in a linear way, the Digital Archive project team envisaged that the new system would perform many tasks associated with the core archival functions of PROV. These functions include appraisal, disposal and management (storage, preservation, security and provision of access). The digital archive is being developed to facilitate effective business processes across these functional areas. Rather than regarding a permanent record as something that is created and used in an agency before being transferred to a quiet retirement in a warehouse, PROV has developed a dynamic system that supports the active use of records by government and public clients. For government and public users alike, the Digital Archive provides integrated access to both digital and physical records in PROV custody. The PROV website, via the Digital Archive interface, will allow users to search contextual information about Victorian public records; this includes information about records series, government agencies and functions of government, and even data relating to records not in custody or not yet created. 2004Inner Budget: The project mission was stated as: “Implement a pilot Electronic Document & Records Management System within a framework of Policies and Procedures which can be extended in the future to support all of DoJ” The major goals outlined were:
After an intensive process involving: a comprehensive tender preparation and evaluation; project engagement; business analysis; staff consultation; system development; configuration; extensive user acceptance testing; documentation; user training for 660 users and legacy data migration, the EDMS went live on 27 January 2004. The award was accepted by Wayne McColl, Michele Spinks, Janet Brennan and Peter Neale.
It also involved ensuring that the previously created documents and records (both digital and hardcopy) “belonging” to these Business Units were identified and moved / migrated to the new DVC so that staff could continue to access them and to ensure the preservation of permanent value records. Over the 15 months of the Project (May 2003 – July 2004) DVC systems and processes were successfully developed and implemented around four main practice areas: Information Management Strategy and Principles, Ministerial Support Records, Electronic Document Management and Hardcopy Document & File Management. The award was accepted by Brian Duffy and Alison McNulty.
Closed circuit television (CCTV) systems are widely used to assist in providing a safe environment for stakeholders. They do this by recording criminal, anti-social, or dangerous activities. The video footage produced by these systems is used in criminal, insurance, and accident investigation. To fulfil these requirements the video footage needs to be captured and managed as authentic records, kept for a long term, and delivered to a variety of stakeholders inside and outside government. The initial phase of the project, carried out in the second half of 2003 by PROV, considered the issues involved in managing video footage as electronic records. It recommended that it was possible to manage video footage as digital records and that this should be undertaken. The second phase of the project recommended the use of MPEG-4 for archival copies of video footage and DVD (MPEG-2) for access copies. It also produced specifications for the video processing system that would be required to convert footage from the variety of CCTV systems in use to the standard formats. A spin-off project is examining the process of obtaining video footage from the franchisees that actually run the public transport system and managing it. The award was accepted by Susan Greenwood and Michael Averkiou.
The IDMS is based on the DataWorks software solution developed by Advanced Data Integration. The system was piloted prior to roll out across all areas of Council including six remote sites. Approximately 540 staff were trained in its use with further training to take place over the first half of next year. DataWorks provides for a single repository with seamless integration with the major core applications used by Council. The efficiencies offered by the system include delivery of information to the desktop, improved turn-around-times in processing of documents, and standardisation of records management practices. The award was accepted by Jeff Wall and Wendy Pump.
Gippsland Water recognised the need to take action. In addition, Gippsland Water identified the need to ensure Records Management practices did not allow such an occurrence to happen in the future. Resources were allocated to clear the backlog of records and the depot was cleared. A final transfer of permanent records to PROV late in 2004 will see this stage of the project complete. The award was accepted by David Wilbraham, Tania Harman and Kim Wilson.
VCCR has a statutory requirement to follow-up positive results from cancer tests, send reminder notices to women on the Register when tests are due, and in accordance with legislation, give access to the Register to persons studying cancer, report to the Victorian Cancer Registry, and compile and publish statistics of value to the community. In provision of this service the Registry supports and informs The National Cervical Screening Program, at the same time providing a repository for data about the incidence and prevalence of cervical cancer and of pre-malignant cervical pathology for Victorian women. A Retention and Disposal Authority for Records of the Victorian Cervical Cytology Registry was developed to ensure that:
With assistance from PROV, VCCR staff developed this Authority by identifying classes of records and assigning each class a temporary or permanent retention status and a custodian location. The Authority was approved by the Public Records Advisory Council, and established as a Public Record Office Standard under Section 12 of The Public Records Act 1973 in June 2004. The award was accepted by Valerie Scott and Cathy Burrows. Certificates of Commendation were awarded in the following categories:
The development of the Records Management Audit Education and Training Program was aimed at raising the profile of Records Management in the department on a statewide level and eliminating the above risks. It also aimed at ensuring compliance with respect to the Public Records Act 1973, the Privacy Act 2001, the Evidence Act 1958, the Electronic Transaction Act 2002 et al. The Records Management Audit Education and Training Program used a 3-pronged approach of Audit, Education and Training to deliver a service that effectively used time, resources and performed at minimal cost. The certificate was accepted by Astrid D’Silva.
The Email Group is a low cost use of existing technology to provide a support network for archive officers across Victorian local government authorities. The award was accepted by Debbie Maggs. 2003Inner Budget : County Court of Victoria - E-filing
Project It also provides the County Court with a facility which allows legal documents to be securely stored electronically and viewed across all 13 of the County Courts throughout Victoria. Local Government : City of Port Phillip - Records
Management by Stealth Regional/Rural : Goulburn-Murray Regional Water
Authority - Electronic Records Management in G-M Water
KHT aim to develop this model into a Victorian Koorie archive and for it to eventually be accessible in Koorie communities and Victorian prisons. This project has the potential to be an extremely valuable cultural heritage resource for the Stolen Generations, Koories in custody and Koories searching for family and cultural information. Outer Budget : Metropolitan Fire & Emergency
Services Board - Records Chaos to Control Lisa explained that the project was delivered largely by managing key components within the business including managing change, managing expectations, change as a process, profile and credibility and what has been done.
Mornington Peninsula Shire Chisholm Institute of TAFE 2002Winner Outer Budget Category : University of
Melbourne Archives, Australian Trade Union Archives Web Delivery Project Winner Inner Budget Category : Land Registry,
Titles Automation Project In terms of matching the nomination to the objectives of the award this submission could well serve as a model. However, what was really impressive was the scope of the project reported, and the achievement in recording and preserving this major piece of Victorian heritage which represents such a large share of economic value for the State of Victoria. Winner Local Government Category : Casey Cardinia
Library Corporation, Preserving People's Records The nomination was particularly strong in supporting the objective of preservation of records of permanent value. Additionally, the project identified in the nomination had clear objectives, achieved those objectives successfully and demonstrated the ability of a small organisation to achieve improvements in records management with limited budget and resources. Honourable Mention Outer Budget Category : Higher and Further Education
Records Authority Steering Committee, Development of a Records Authority
for Higher and Further Education Records Project
Inner Budget Category : Department of Infrastructure,
VERS@DoI Project
2001Winner Inner Budget Category : State Revenue
Office (SRO), Records Management Program The judging panel considered the project was an excellent example of a comprehensive, timely and cost-effective approach to records management. The entry addressed the selection criteria through its emphases on records preservation, records management innovation, service delivery to internal and external clients, and accountability to government. The project was appropriately linked to outside records systems and standards including those of the Public Record Office Victoria (PROV) and the International Standards Organisation (ISO). This multi-faceted program is an innovative approach to linking recordkeeping with core business systems and processes. It serves as a useful example to other organisations. Winner Local Government Category : City of Casey,
'Store to Door' Retention of Temporary Archival Records Program The inclusion of occupational health and safety issues and appropriate performance data were welcomed and noted by the judging panel. The panel considers 'Store to Door' to be an excellent example of a council taking a proactive cost-effective and well-designed approach to records management issues. 2000Award in Excellence Category : Museum Victoria,
Pilot Combined Paper and Electronic Records Management Program
In addition the nomination:
Award in Excellence Category : Department of
Infrastructure, Development and Implementation of Records@DOI
1999Excellence in the Large Organisation Category
: Department of Human Services, Archival Services, and Information and
Records Services (IRS) Project The award was accepted by Lance Wallace, Director of Corporate Services on behalf of Carolyn Stephens, Archives Manager, Archival Services, and Josie Ljaskevic, Training Manager, Information and Records Services. The DHS nomination was for the archival projects and storage facility of the Archival Services branch complimented by the Education and Training Program run by the IRS. Archival Services are responsible for servicing DHS and its many satellite regional centres. Archival Services carries out a disposal and transfer program to ensure the efficient management of DHS records. Particular attention must be given to the sensitive records of the department, such as patient records and community support records. Archival Services have carried out some 27 individual projects over three years, including a regional records disposal project, managing the transfer of records of closing institutions and the development of a new storage area. IRS have implemented an ongoing training and education program for all staff of DHS and its regional offices. The program is twofold. Firstly, it offers general orientation training in information and records management to all staff. Secondly, it has supported the initial roll-out of the corporate records management system and has provided ongoing training in the use and application of this system. All training is tailored to the specific needs of the group or individual. These programs have helped to raise awareness of the role of records management across DHS, and have ensured departmental accountability to archival and records management standards. Certificate of Merit in the Small Organisation
Category : Swan Hill Rural City Council, Development and Implementation
of the Records Management Branch Project Heather Fortune, Information Coordinator for Swan Hill Council, accepted the award. The Swan Hill nomination was for the implementation of an electronic document management system to manage paper and imaged records, and for improved records management practices across the organisation. Until very recently, there had not been a dedicated records manager at the council and the work was left mostly to the Town Clerk's secretary. Poor records management practices had lead to information fragmentation and loss, which had become a source of dissatisfaction in the organisation. The solution was the development of a centralised records management strategy, the appointment of trained and experienced records management staff and the implementation of a new electronic records management system. As a result, the council has improved accountability to records management standards and to the community. The outcomes of the project include better management of the operations of the organisation, greater compliance to records management standards and efficiencies in all areas of information management.
|
|
|
||||
|
 |
|
Page last reviewed: 5 Jun 08 © Copyright 2008 Government of Victoria Disclaimer Privacy Accessibility Contact Us |
|
Equal
Winner – Department of Justice, The Department of Justice EDMS Project
Equal
Winner – Department for Victorian Communities, Establishing Information
Management at DVC
Special
Award for Innovation – Public Transport Division/Department of Infrastructure,
CCTV Evidence Management Project
Local
Government: City of Greater Geelong, Integrated Document
Management System
Regional
/ Rural Agency : Gippsland Water, From Mice to Mouse – EDMS Implementation
Small
Agency : Victorian Cervical Cytology Registry, Retention and Disposal
Authority for Records of the Victorian Cervical Cytology Registry
Inner
Budget : Department of Sustainability and Environment, Records Management
Audit, Education and Training Program
Local
Government : City of Whittlesea, Local Government General Disposal Schedule
Email Group
Small
Agency : Koorie Heritage Trust - Koorie Heritage Archive 
This was a most impressive nomination. It was very professionally presented
and contained a wealth of relevant supporting information.
City
of Casey was awarded the prize in the Local Government category for its
'Store to Door' Retention of Temporary Archival Records Program. The project
features are well-designed and include an analysis of processes relating
to inactive records. A particular strength is the clarity of marketing
and implementation using devices such as a 'Hitchhikers Guide' for users.