News from Access Services at Public Record Office Victoria
December 2005 – Number 14

rEsearch is a bi-monthly update on public access news at Public Record Office Victoria (PROV). Current and past editions of rEsearch are available online here and are also emailed to subscribers. Email a request to ask.prov@dvc.vic.gov.au if you want to be included on our subscriber list.

Contents
1. Report on the PROV User Survey 2005.
2. Exhibitions
• Tracking the Native Police: online exhibition and education resources
• People and Parliament: Landmark Decisions 1855–2006
3. What's New
• Women's suffrage petition database
• New Series Available on the PROV Online Catalogue.
4. Seminars 2006
• New Series Available on the PROV Online Catalogue
5. Saturday Openings, January – March 2006
6. Tours of the VAC 2006
7. PROV Calendar January-March 2006
8. Feedback
9. PROV Calendar October - November 2005
10. Feedback
11. About this publication

1. Report on the PROV User Survey 2005
Shauna Hicks, Senior Manager, Access Services

Background
Public Record Office Victoria (PROV) conducts a survey every two years seeking client feedback on our resources and services to public clients in the reading rooms, on the website and on our publications. The results are used to monitor ongoing performance and user satisfaction with PROV and to shape future services and resources where applicable.

The 2005 User Survey was a modified version of the 2003 User Survey with 60 coded and open questions and covered five broad quantitative sections – Demographics, Types of Users, Quality of Service, Internet, Publications and Training.

The Survey was mailed out with the May PROactive and was also placed on the PROV website. Copies were also available from both the North Melbourne and Ballarat reading rooms. The Survey closed at the end of June 2005.

A total of 245 survey responses were received which was 178 less than 2003.

Summary of Results
The Survey indicated that 57% of users are female and 89% of users were aged 40 years or older. The majority of users (79%) were family historians and genealogists undertaking unpaid personal research.

The North Melbourne reading room was the main place of research for 75% of users and 32% of users made between 2 and 5 visits in the last 12 months with 56% of all users having visited PROV at least once in the preceding 3 months. 61% of users have used PROV reading rooms for more than 3 years.

76% of users accessed the PROV website with 48 % of them rating it as a very important resource and a similar 71% used Archives@Victoria (now replaced by the PROV online catalogue) with 42% rating it as a very important resource. Private Lives Public Records: Family History Resources at PROV was rated by 32% as important or very important as a resource. PROVguides are used by 75% of users and 63% of users feel quite experienced in using PROV services but still require occasional help. The overall assistance of Reference staff was rated an impressive 85%. The PROV seminar program was well known to 80% of respondents with 51% rating it as an important resource.

Of those responding, 83% had Internet access and 24% accessed the PROV website more than 20 times in the past 12 months. The free email newsletter rEsearch was received by 70% of respondents with 26% considering it an important resource. Educations resources on the website were rated as very important by 14% of users but 55% of respondents have never accessed the Online Exhibitions. The Online resources (Indexes and Digitised records) were rated as good or excellent by 64% and 44% of users respectively.

Comment
These summary results tend to indicate that the Survey captured primarily people who use the PROV reading rooms on a regular basis and that certain areas of our client demographic were missed particularly the student and remote/regional users. My preliminary thoughts are that PROV should have separate surveys to seek feedback from particular client groups. For example, a survey aimed at history teachers to ascertain the usefulness of the education resources attached to our online exhibitions. Another example would be to survey only remote/regional users on the website and online resources. Of course, we would still survey the reading rooms to monitor ongoing performance. As always, I would be interested in hearing what our users think and while I know that surveys do take time to complete, they are a very useful way to gauge how we are doing and what we might do differently.

Client Suggestions for the Future
The 2005 Survey also invited suggestions for future PROV seminars and Any Other Comments.

Seminar suggestions included general requests such as Immigration, Land, Wills, Education, Local History, Indigenous History through to very specific requests such as Chinese/Aboriginal History of Snake Valley and early Cornish immigration. All of these suggestions have been taken into consideration in planning the 2006 seminar program. One suggestion that I personally liked was the idea of a seminar based on a region; eg. all available records for Castlemaine or Brunswick or wherever.

Other comments attracted a wide range of responses with quite a few expressing thanks to staff and praising the facilities at North Melbourne.

A number of suggestions were made and in some instances we have already implemented the request; eg. provision of a public phone in the foyer and to hold seminars on open weekends. A change request to our archival systems has just been approved to increase record deliveries in the North Melbourne Reading Room from 3 to 4 deliveries a day. Other requests under consideration are bike parking facilities, moving the bus stop (we have so far been unsuccessful in our talks with the relevant authorities) and the ability to order photocopies without visiting a reading room. We will continue to advise researchers of changes through our newsletter rEsearch.

One clear line of dissatisfaction was shown at Ballarat with a number of people complaining about the lack of facilities for those spending the day researching there. This is an area that has been of concern to me since I joined PROV and over the last two years the staff area has been upgraded, a new microfilm reader printer replaced the old reader printer and the computer network has also been upgraded so that Ballarat now has the same online access as North Melbourne. The repository and reading room are both dated and PROV is aware of the need to address these areas next when resources permit. We are also looking at what can be done in the short term.

Finally I would like to remind researchers that there is a suggestion box in each reading room and these are reported on via the notice boards. So please continue to give us feedback and suggestions so that we can continue to enhance the resources and services that we provide. My direct contact details are phone (03) 9348 5608 or email shauna.hicks@dvc.vic.gov.au

2. Exhibitions

• Tracking the Native Police: online exhibition and education resources
The Native Police Corps of the Port Phillip District (later known as the Colony of Victoria) was one of the first government bodies to employ Aboriginal people. Tracking the Native Police online exhibition tells the history of the Native Police Corps from 1837 to 1852 through some of the earliest official records held by Public Record Office Victoria.

Four featured stories are used to link to digital copies and transcripts of these documents, as well as many illustrations from the time. The stories are: Dana’s Native Police Corps (1842–1853); Western District Clashes (1842–1847); The Captive White Woman of Gippsland (1845–1849) and Patrolling the Goldfields (1849–1853).

The online education material asks students to reflect on these stories and how they can be read.

The search page allows keyword searching for particular topics. It also provides information about the records and a list of further reading.

The timeline, glossary and maps help to locate events and people in the story.

Tracking the Native Police together with the free educational material for students is online at http://www.prov.vic.gov.au/nativepolice

• People and Parliament: Landmark Decisions 1855-2006
Marking the 150th anniversary of the establishment of the Parliament of Victoria and the introduction of ‘responsible government’ in the fledgling colony, People and Parliament: Landmark Decisions 1855–2006 is the newest exhibition on display at the VAC.

Drawing on PROV’s holdings of original government records, as well as including historic records from the collections of other government agencies, People and Parliament explores some of the landmark decisions made by various Victorian governments over the past 150 years. The exhibition focuses on the politicians and other individuals who made these decisions or whose lives were affected by them.

People and Parliament: Landmark Decisions 1855–2006 is on display until 31 May 2006; admission is free. A glossy full-colour catalogue of the exhibition is available for purchase for $5.00.

Free educational resources for primary and secondary students, together with transcriptions of some of the records featured in the exhibition, can be accessed online at http://www.prov.vic.gov.au/peopleparliament

3. What's New

• Women’s Suffrage Petition Database
In an extraordinary effort to gain the right to vote for all Victorian women, a handful of dedicated women took to the streets in 1891 to collect signatures for a petition to present to the Parliament of Victoria. The result was an impressive collection of close to 30,000 signatures from women from all walks of life.

Tabled in Parliament in September 1891, with the support of then Premier James Munro, the petition sought that ‘Women should Vote on Equal terms with Men'.

Now one of the State's archival treasures, the Women's Suffrage Petition (1891) reflects the dedicated work of those women who went from door to door across Victoria to collect the signatures. Its tremendous length earned it the name of the ‘Monster Petition'.

Through the combined efforts of the Parliament of Victoria, the Genealogical Society of Victoria, the Royal Historical Society of Victoria and Public Record Office Victoria, the Women's Suffrage Petition has been digitized, transcribed and developed into a database which can be accessed at http://www.parliament.vic.gov.au/WomensPetition/

• New Series Available on the PROV Online Catalogue.
Victorian Public Record Series (VPRS) are occasionally reprocessed as research by PROV archivists uncovers more about the records and their context. The lists appearing below may include some reprocessed series, as well as new accessions and transfers of additional consignments to existing series. The lists may also include records that are closed (in part or whole) to general public access in PROV reading rooms. If a record has been closed under section 9 or section 10 of the Public Records Act, you may need to apply for access under Freedom of Information. To do this, you will need to know which government department is responsible for the particular records and staff in our reading rooms can provide assistance with this.
In some instances you can also apply for Special Access to some closed records by writing to the Keeper of Public Records for permission. PROVguide 14 has information on how to go about this.

VA 2585 Legislative Assembly
The permission of the Clerk of the Legislative Assembly is required to access these records.

VPRS 14815/P1 Report on Economic Position of Australian Railways, Commonwealth Commissioners of Railways 1929-1931. 1 unit (Restricted)
VPRS 14947/P1 Summary of Progress of Enactment of Bills 1856-1924, 2 units (Restricted)
VPRS 14941/P1 State Elections Ballot Papers Record 1889-1958, 2 units (Restricted)
VPRS 14945/P1 Register of Inward Correspondence 1856-1885, 1 unit (Restricted)
VPRS 14942/P1 Register of Inward Correspondence, Self-Indexed, ?1886-1961, 4 units (Restricted)
VPRS 14819/P1 to P5 Records Collected/Received ?1856-1956, 7 units (Restricted)
VPRS 7621/P2 Outward Letter Book 1877-1884, 1 unit (Restricted)
VPRS 14107/P1 Members’ Rolls 1856-1955, 26 units (Restricted)
VPRS 14943/P1 Index to Outward Letter Book 1877-1884 (Restricted)
VPRS 14946 Index to VPRS 14945 Register of Inward Correspondence ?1856-?1870, 2 units (Restricted)
VPRS 14944/P1 Inward Correspondence Register, Numerical, and Index to VPRS 14942, ?1886-1895, 3 units (Restricted)
VPRS 11195/P2 Committee Records 1895-1914, 1 unit (Restricted)
VPRS 14108/P1 to P3 Certified Bills 1856-1958, 44 units (Restricted)
VPRS 14558/P1 to P3 Acts of Parliament 1856-1958, 185 units (Restricted)
VPRS 14106/P1 Acts of the Legislative Council 1851-1856, 6 units (Restricted)
VPRS 14559/P1 Acts withheld from Royal Assent 1856-1864, 1 unit (Restricted)
VPRS 14583/P1 Australasian Federation Conference Records ?1890-1890, 1 unit (Restricted)

VA 2632 Overseas Projects Corporation of Victoria
VPRS 14634/P1 Taveuni Community Health Project Records 1999-2002, 4 units (Open)
VPRS 14649/P1 General Correspondence Files, Alpha-Numeric System 1992-2003, 2 units (Open)
VPRS 14649/P2 General Correspondence Files, Alpha-Numeric System 1995 – 2001, 1 units (Open)
VPRS 14633/P1 General Ledger 1994-1998, 4 units (Open)
VPRS 14631/P1 Minutes of Board Meetings 1985-2004, 20 units (Open)
VPRS 14632/P1 Board Papers and Reports 1998-2004, 9 units (Open)
VPRS 14630/P1 Annual Reports 1986-2002, 1 unit (Open)

VA 3707 City of Moonee Valley
VPRS 12762/P1 Corporate Management Group Meeting, Agenda and Papers 1996-1998, 2 units (Open)
VPRS 12763/P1 Committee of the Whole Council Discussion Group Meeting, Agenda and Papers 1998-1998, 1 unit (Open)

VA 898 Essendon (Borough, Town, City)
VPRS 12760/P1 Voters Roll 1985-1994, 3 units (Open)
VPRS 12751/P1 General Correspondence Files, Multiple Number System 1973-1990, 113 units (Open)
VPRS 12750/P1 General Correspondence Files, Two Number System 1949-1984, 78 units (Open)

VA 511 Melbourne (Town, City)
VPRS 12761/P1 General Correspondence Files, Multiple Number System 1985-1993, 9 units (Open)

VA 2982 Roads Corporation (also known as VicRoads)
VPRS 14349/P1 William Calder's Official Notes of Inspection 1909-1920, 28 units (Open)
VPRS 14350/P1 Transcripts of William Calder's Official Notes of Inspection 1913-1915, 3 units (Open)
VPRS 14576/P1 War Relief Fund Relief Committee 1916-?1921, 1 unit (Open)
VPRS 14353/P1 Register of Contracts 1933-1978, 6 units (Open)
VPRS 14351/P1 and P2 Minutes 1913-1983, 86 units (Open)
VPRS 14356/P1 Agendas 1913-1983, 89 units (Open)
VPRS 14355 P1 Annual Reports 1914-1928, 1 unit (Open)

VA 4416 Arts Victoria
VPRS 12620/P9 Transporting Art Program (Painted Tram Project) Collection 1986-1990, 1 unit (Open)

VA 4146 Victorian Civil and Administrative Tribunal (VCAT)
VPRS 15563/P1 Register of Determinations, Planning Appeals 1969-2000, 37 units (Open)

VA 4130 Narracan Sewerage Authority / VA 2245 Shire of Narracan Water Board
VPRS 15370/P1 Engineers Reports 1982-1989, 1 unit (Open)
VPRS 15371/P1 Outward Letter Book 1982 to 1983, 1 unit (Open)

VA 2671 Tarago Water Board / VA 4094 Central Gippsland Region Water Authority
VPRS 15373/P1 Engineers Reports 1984-1994, 3 units (Open)
VPRS 15374/P1 Outward Correspondence 1991-1995, 3 units (Open)
VPRS 15376/P1 Inward Correspondence Register 1989-1990, 1 unit (Open)
VPRS 15377/P1 Outward Correspondence Register, Self-Indexed 1987-1993, 1 unit (Open)
VPRS 15381/P1 Contract Register 1985-1989, 1 unit (Open)
VPRS 15387/P1 Reports and Policy and Procedures Manuals 1990-1992, 1 unit (Open)
VPRS 15386/P1 Water Analysis and Treatment Files 1984-1990, 1 unit (Open)

VA 4126 Moe Waterworks Trust / VA 2239 Moe Water Board / VA 4688 Latrobe Region Water Authority
VPRS 15389/P1 Outward Correspondence Register, Self-Indexed 1983-1984, 1 unit (Open)

VA 4601 Boolara Water Works Trust
VPRS 15390/P1 Outward Correspondence 1967-1983, 1 unit (Open)
VPRS 15391/ P1 Engineers Files and Reports 1950-1984, 1 unit (Open)

VA 4124 Macalister Water Board
VPRS 15392/P1 Engineers Project Files 1990-1994, 2 unit (Open)

VA 1436 LaTrobe Valley Water and Sewerage Board / VA 4688 La Trobe Region Water Authority/VA 4094 Central Gippsland Region Water Authority 1994 to ct
VPRS 15393/P1 Water Analysis and Treatment Files 1963-1998, 16 units (Open)
VPRS 15395/P1 Consulting Engineer Reports 1956-1995, 5 unit (Open)
VPRS 15396/P1 Inward Correspondence Receipt and Movement Book 1975 -1976, 1 unit (Open)
VPRS15397/P1 Outward Correspondence Register, Self-Indexed 1985-1991, 1 unit (Open)
VPRS 15399/P1 Inward and Outward Correspondence Register, Computer Output 1993 1 unit (Open)
VPRS 15398/P1 Legal Opinion Book 1955-1994, 1 unit (Open)

VA 2159 Stratford Water Works Trust / VA 4600 Avon Water Board
VPRS 15400/P1 Outward Correspondence 1982-1988, 1 unit (Open)
VPRS 15410/P1 Engineers Reports 1984-1988, 1 unit (Open)
VPRS 15411/P1 Subject Correspondence Files, Alpha-Numeric 1969-1989, 2 units (Open)

VA 4129 Seaspray Waterworks Trust
VPRS 15412/P1 Water Analysis and Treatment Files 1969-1983, 1 unit (Open)
VPRS 15413/P1 Engineers Files 1960-1984, 1 unit (Open)
VPRS 15414/P1 Inward Correspondence Files 1960-1981, 1 unit (Open)
VPRS 15415/P1 Outward Letter Books 1964-1983, 1 unit (Open)

VA 2026 Sale Sewerage Authority
VPRS 15420/P1 Engineers Subject Correspondence Files 1986-1990, 5 unit (Open)
VPRS 15421/P1 General Correspondence Files, Single Number System 1955-1994, 7 units (Open)
VPRS 15422/P1 Subject Correspondence Files, Two Number System 1967-1995, 5 units (Open)

VA 2164 Traralgon Waterworks Trust / VA 2039 Traralgon Sewerage AuthorityA/VA2220 Traralgon Water Board
VPRS 15435/P1 Engineers Reports 1971-1987, 1 unit (Open)
VPRS 15437/P1 Outward Letter Books 1939-1960, 1 unit (Open)
VPRS 15438/P1 Outward Letter Books 1958-1971, 1 unit (Open)
VPRS 15439/P1 Outward Letter Books 1983-1990, 1 unit (Open)
VPRS 15440/P1 Declared Area Register 1962-1963, 1 unit (Open)
VPRS 15441/P1 General Correspondence Files, Alphabetical 1937-1969, 1 unit (Open)
VPRS 15442/P1 General Correspondence Files, Two Number System 1942-1992, 25 units (Open)

VA 4092 Rosedale Waterworks Trust / VA 2251 Rosedale Water Board
VPRS 15443/P1 Engineers Correspondence Files, Alphabetical 1962-1992, 1 unit (Open)
VPRS 15444/P1 Outward Letter Books 1967-1983, 1 unit (Open)
VPRS 15445/P1 Outward Letter Book 1984-1990, 3 units (Open)
VPRS 15446/P1 Outward Letter Book 1979-1983, 1 unit (Open)
VPRS 15447/P1 Water Analysis and Treatment Files 1964-1973, 1 unit (Open)
VPRS 15448/P1 Legal Agreements 1964-1991, 1 unit (Open)

VA 2159 Stratford Waterworks Trust / VA 4600 Avon Water Board/ VA 4124 Macalister Water Board
VPRS 15449/P1 Engineers Correspondence Files 1958-1992, 1 unit (Open)
VPRS 15450/P1 Secretary’s General Correspondence Files 1962-1962, 1 unit (Open)
VPRS 15451/P1 General Ledger 1928-1969, 1 unit (Open)
VPRS 15452/P1 Minute Book 1928-1984, 4 units (Open)
VPRS 15453/P1 General Correspondence Files, Alpha Numeric 1965-1984, 4 units (Open)

VA, 4126 Moe Water Works Trust / VA 4125 Moe Sewerage Authority / VA 2239 Moe Water Board
VPRS 15454/P1 Engineers General Correspondence Files, Two Number System 1962-1989, 13 units (Open)
VPRS 15455/P1 Consulting Engineers Reports 1958-1991, 3 units (Open)
VPRS 15457/P1 Outward Correspondence 1977-1979, 1 unit (Open)
VPRS 15458/P1 Outward Correspondence Register, Self Indexed 1974-1979, 1 unit (Open)
VPRS 15459/P1 Notices of Motion 1979-1986, 1 unit (Open)
VPRS 15460/P1 Reports, Various 1962-1983, 1 unit (Open)
VPRS 15461/P1 Secretary’s Reports 1987-1991, 1 unit (Open)
VPRS 15462/P1 Water Analysis and Treatment Files 1984-1984, 1 unit (Open)

VA 1039 Department of Premier and Cabinet
VPRS 12549/P3 General Correspondence Files, Multiple Number System III, 1994-1999, 888 units (Open)

VA 2285 Brunswick City Council
VPRS 11318/P2 Council Minutes 1980-1994, 158 units (Open)

VA 2406 Coburg City Council
VPRS 11314/P2 Council Minutes 1991-1994, 44 units (Open)

VA 3709 City of Moreland
VPRS 15340/P1 Council Minutes 1994-2002, 1 unit (Open)
VPRS 15342/P1 Committee Minutes 1994-2002, 22 units (Open)
VPRS 15342/P3 Committee Minutes 1998-2002, 36 units (Open)

VA 3711 Mount Alexander Shire
VPRS 409/P1 Rate Books (Castlemaine) 1949-1972, 24 units (Open)
VPRS 15624/P1 Council Minutes (Chewton) 1863-1916, 6 units (Open)
VPRS 15625/P1 Committee Minutes (Chewton) 1863-1916, 2 units (Open)

4. Seminars 2006

• Seminar Series February – June 2006
The Seminar Series for 2006 starts off with a repeat of the very popular 'Ancestors in the Archives: Research at the Victorian Archives Centre Parts 1, 2 & 3' on Saturday 11 February. 'Ancestors in the Archives' provides an effective introduction to using the archives of PROV and NAA for family history and other research. Parts 1 and 2 explore how to work with archives using online indexes, databases and catalogues while Part 3 is a joint PROV and NAA presentation of a range of record types from both archives.

The Seminar Series brochure covering all the seminars on offer from February-June 2006 will be distributed in PROactive mid January. Alternatively pick up a brochure from the VAC and BAC from January. For further information on the Seminar Series program phone (03) 9348 5600.

• Archival Support Program (ASP), February - November 2006
The first Archival Support Program is 'Introduction to Archives' and will be held on Saturday 8 April at the Victorian Archives Centre. Learn about current methods of managing archives including collection policies and the arrangement, description and cataloguing of records. The cost to attend is $20.00 (incl. morning tea, lunch and GST).

The Archival Support Program brochure and registration form covering all events on offer from February-November 2006 will be distributed in PROactive mid January. Alternatively pick up a brochure from the VAC and BAC from January. For further information on the Archival Support Program phone (03) 9348 5600.

5. Saturday Openings, January – March 2005

The Victorian Archives Centre Reading Room is open on the second and last Saturday of each month. Saturday openings for January-March are: 14 and 28 January; 11 and 25 February; 11 and 25 March. Note that the VAC Reading Room is open on Labour Day long weekend (11 March) for PROV users only. The National Archives of Australia desk will be closed that day.

6. Tours of the VAC 2006

Tours of the VAC exhibition space, reading room and repository continue to be very popular and will continue in 2006. They are held on the last Friday of every month and on open Saturdays. Tour dates. can be found on our public events calendar. Reservations are essential and can be made by phoning reception on (03) 9348 5600.

Group tours outside of these times may also be arranged by phoning reception on (03) 9348 5600.

7. PROV Calendar January-March 2006

Speaking engagements and other dates are listed in the PROV public events calendar:

8. Feedback
We welcome your feedback and suggestions on the content of this newsletter via email. ask.prov@dvc.vic.gov.au If you know someone who would be interested in receiving rEsearch, they can subscribe by emailing a request to <ask.prov@dvc.vic.gov.au>.

9. About this publication
We have included you on our mailing list because you already receive news publications from PROV, or because you have indicated interest in receiving email information. However, if you do not wish to receive this newsletter, please email us ask.prov@dvc.vic.gov.au or phone PROV Reception (03) 9348 5600 and we will remove you from the list.

ISSN 1449-0331
Copyright © 2005 Public Record Office Victoria

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