News from Access Services at Public Record Office Victoria
April 2004– Number 4

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@dpc.vic.gov.au if you want to be included on our subscriber list.

Contents
1. Private Lives, Public Records, Updated Reprint Now Available
2. VAC Reading Room Opening
3. New Online Line Records and Databases
4. User Survey 2003 Feedback
5. Treasures of the Keeper Exhibition at VAC
6. PROactive and More PROgress Out Now
7. Saturday openings for May and June 2004
8. Volunteers news
9. Ballarat Archives Centre news
10. PROV Seminar Series February–June 2004
11. Archival Support Program February–June 2004
12. PROV Calendar April - June 2004
13. Feedback
14. About this publication

1. Private Lives, Public Records, 2004 Updated Reprint Now Available.
Private Lives, Public Records, is a PROV publication written for people with an interest in family, local and community history research.

The publication was produced in 2003 to coincide with the 30th anniversary celebrations of PROV’s role as custodian of Victorian’s archival heritage. Since its publication, the resource has been well received as a user-friendly guide suitable for beginners through to experienced researchers wanting to access the vast array of state government records held at PROV. The 2004 updated reprint features all the information of the first print run, plus updated details relating to new developments at PROV including details of the new VAC reading room, and progress made in digitising frequently used record series.

The publication features an introduction to PROV’s role as the state archival authority, its collection and services, and provides a clear overview for archival research. Private Lives, Public Records is organised to reflect the typical path of family history research, and includes a number of useful tips and fascinating case studies. Chapters are themed and include immigration, land and housing, school days and employment. Details of both popular and lesser known records and publications are also provided.

Private Lives Public Records is available from PROV for $25 (including GST) plus a postage and handling fee. Order forms are available at both VAC and BAC or download an order form from PROV’s website <www.prov.vic.gov.au/publications/default.asp#books>.

2. VAC Reading Room Opening
With construction just about completed, it is with much anticipation that PROV researchers and staff welcome the opening of the new VAC Reading Room at 99 Shiel Street, North Melbourne on 13 April 2004. The move to North Melbourne will result in enhanced resources and services for researchers. Most notably, these include the increase from two to three record collection times per day. Orders made before 9.30am will be available for collection at 11.00am, orders made by 11.30am will be available at 2.00pm and records ordered by 2.00pm will be ready for collection at 3.30pm. Records ordered after 2.00pm will be due for collection the following day.
Due to the spaciousness of the new Reading Room, the opportunity to provide dedicated areas for services and research will be available. Separate service desks for individual enquiries, collection, returns and copying is a new feature, resulting in the enhancement of services for researchers.

Click here to download a plan of the Reading Room (in .pdf format, 170 KB).

Within the Reading Room, an area has been allocated as a Reference Library and Finding Aids area where Records Description Lists will be shelved. There is also a general meeting room for researchers to use. Click here to download a plan of the Reading Room.

A separate Microform area exists within the Reading Room, consisting of separate microfiche and reader printer sections. New equipment such as a large plate fiche reader printer, two microfilm readers and an aperture card reader printer will be available for use by researchers.

Another enhancement is the increase in number of PROV research desks. All desks have power and phone data outlets for the use of personal laptops. There are also 12 Online Desks providing access to PROV online finding aids, digitised records, databases and website information.

Before entering the Reading Room, researchers need to sign in at Reception, located in the foyer just outside the Reading Room’s doors. A key will be issued for a locker in which to place bags and laptop carry cases. The locker key then needs to be presented to Security, also located at Reception, who will issue the researcher with an electronic passkey to the Reading Room. On exiting this key needs to be returned to Security who will then return the locker key to the researcher.
Researchers will need to keep ID or proof of identity with them in the Reading Room including their Archives@Victoria user card.
The Reading Room continues to be a joint facility with the National Archives of Australia.

As new doors open, others close. This month also marks the end of an era in PROV’s history. The closure of the Melbourne Archives Centre Reading Room at Casselden Place in the CBD occurs on Thursday 8 April 2004.

3. New Online – Digital Records and Databases
From 13 April, researchers will be able to access online newly digitised records and databases. See the list below:

Mental Asylum Records
· VPRS 7446/P1 Alphabetical Lists of Patients in Asylums, 1849-1885
· VPRS 7427/P1 Nominal Register of Patients, Ararat Asylum, 1867-1906
· VPRS 7426/P1 Nominal Register of Patients, Ballarat Asylum, 1893-1907
· VPRS 7428/P1 Nominal Register of Patients, Ballarat/Sunbury Asylums, 1877-1907
· VPRS 8236/P1 Register of Patients, Ballarat/Sunbury Asylums, 1877-1920
· VPRS 7395/P1 Case Books of Male Patients, Beechworth Asylum, 1867-1912
· VPRS 7396/P1 Case Books of Female Patients, Beechworth Asylum, 1878-1912
· VPRS 7493/P1 Register of Patients, Bendigo Receiving Ward, 1874-1908
· VPRS 7721/P1 Register of Patients, Collingwood Asylum, 1866-1873
· VPRS 7425/P1 Nominal Register of Patients, Kew Asylum, 1871-1906
· VPRS 7690/P1 Nominal Register of Patients, Kew Asylum, 1871-1914
· VPRS 7680/P1 Register of Patients, Kew Asylum, 1871-1919
· VPRS 7423/P1 Nominal Register of Patients, Royal Park Hospital for the Insane, 1907-1913
· VPRS 7490/P1 Asylum Records [Case Books], Sunnyside Licensed House, 1905-1915
· VPRS 7422/P1 Index to Male and Female Case Books, Yarra Bend Asylum, 1848-1912
Education Records
· VPRS 65/P0 Copy of Inward and Outward Correspondence, Board of Education, 1849-1851
· VPRS 5675/P0 Index to Special Case Files, Education Department, 1862-1977
· VPRS 5676/P0 Register of Special Case Files, Education Department, 1852-1977
Convict Records
· VPRS 110/P0 Register of Convicts, c1838-1852
· VPRS 108/P0 Register, Police Magistrate, Portland, 1840-1853
Prison Records
· VPRS 10867/P0 Alphabetical Index to Central Register of Male Prisoners, 1868-1947
· VPRS 10879/P0 Alphabetical Index to Central Register of Female Prisoners, 1857-1948
Divorce Records
· VPRS 5335/P0 Index to Divorce Cause Books, 1861-1924

Online databases that will be available when the new Reading Room opens:
· Government Gazette Database, 1842-1900
· VPRS 8851/P1 Database of Records in VPRS 8850 of the Royal Melbourne Zoological Gardens and Related Organisations, 1857-1991
· VPRS 907/P0 Teacher Examination Papers, 1863-1872
· VPRS 815//P0 Court of Insolvency Records (Geelong), 1853-1928
· VPRS 75/P0 Certificate of Discharge, Court of Insolvency, Melbourne, 1848-1875
· VPRS 7/P0 Treasurer’s Correspondence Relating to Pastoral Runs and Publicans, 1838-1855
· Port Phillip District Electors Rolls and Censuses
Proposed online records:
· VPRS 110/P0 Register of Convicts, c1838-1852
· VPRS 522/P0 Photographs of Prisoners, 1878-1897
· VPRS 64/P0 List of Teachers Employed [A-T], 1849-1881
· VPRS 8904/P1 Subject Index to Town Clerk’s Correspondence Files, Melbourne City Council, 1913-1983
Proposed online databases:
· Public Building Plans Database
· VPRS 10300 School Files (details of closed registered schools), ?1906-1991
· VPRS 946/P0 Registers of Deserters and Discharged Seamen, 1852-1925
· VPRS 1163/P0-P8 Inward Correspondence Files, Premier’s Department, 1883-1971
· Index to Railway Correspondence Records
· VPRS 80/P1, P2, P3 Auctioneers’ Reports of Land Sales by Public Auction, 1847-1984

4. User Survey 2003 Feedback
Due to all the relocation news this issue, the report on the User Survey 2003 will continue next issue.

5. Treasures of the Keeper Exhibition at VAC
In celebration of the opening of the new reading room at VAC, PROV has mounted an exhibition showcasing prized records in the custodianship of the Keeper of Public Records.

Treasures of the Keeper features from the PROV collection, documents and objects which are considered particularly valuable for their historical significance. Also included are items that have had an impact on a personal level to researchers and PROV staff and their suggestions for ‘treasured’ records have been incorporated in the exhibition..

Items vary from documents such as the Universal Suffrage Petition (PROV, VPRS 3253/PO Original Papers Tabled in the Legislative Assembly, unit 851), the Young Ned Kelly letter to Sergeant James Babington (PROV, VPRS 937/PO Inward Registered Correspondence, unit 272), photographic images of the Housing Investigation and Slum Abolition Board of the 1930s to paraphernalia associated to the celebrations of Federation in 1901.

Treasures of the Keeper encourages viewers to consider key events and instances in Victoria’s past as they have been written, drawn, photographed and deposited in the state archives. While the items chosen for the exhibition vary in content and historical context, their communality is that they epitomise significant and treasured moments in our collective Victorian history.

Treasures of the Keeper will be on display at VAC until the end of October 2004.

6. PROactive no. 31 and More PROgress – out now!
PROactive issue no. 31 and the last More PROgress publication will be distributed over the Easter period. The current issue of PROactive features articles on the Treasures of the Keeper exhibition Passenger Lists at PROV and the revamp of PROV’s two most fascinating touring exhibitions. The More PROgress publication, which tracked the construction of the VAC reading room from its initial stages of construction through to this final edition which includes images of the last furnishing stages as well as a detailed description of the chosen design elements which have been applied to the new public facility. These publications may be viewed online at <www.prov.vic.gov.au/publications/default.asp#proactive>. You can subscribe for copies of the publication to be sent to you in the mail online by following the prompts <www.prov.vic.gov.au/main/maillist.asp> or contact PROV by phoning 9348 5600.

7. Saturday openings for May and June 2004
From May, the Victorian Archives Centre Reading Room will be open on the second and last Saturday of each month, excepting long weekends. Saturday openings for May and June 2004 will be 8 and 29 May, and 26 June. The VAC Reading Room will not be open on Saturday 24 April.

8. Volunteers News
Volunteers have followed suit with the relocation of the PROV Reading Room and are now based at the VAC in North Melbourne. PROV volunteers have been allocated a spacious new room amongst the offices on level 2, located below the Reading Room. There they will be able to continue their invaluable work on indexing projects and performing tasks to support the services provided by PROV.

9. Ballarat Archives Centre News
PROV farewelled valued staff member and teammate, Robert Ashley who retired from his position as a Reference Officer in late March. Robert was a familiar face to many researchers at Ballarat Archives Centre and he will be missed by all.
Scheduled for Ballarat, the ‘Family and Local History Research at the Ballarat Archive Centre’ seminar will be presented on Tuesday 25 May, from 10.30 am to 12.30pm. This seminar will introduce prospective users to the Ballarat Archives Centre (BAC) and show participants how to go about using records to explore family and local history. The cost for the seminar is free, however bookings are essential. Registration forms are available in the BAC Reading Room or via the PROV website (see item below).

10. PROV Seminar Series
The first semester PROV Seminar Series provides a range of topics suitable for researchers interested in using public records to gain access to information on a variety of topics. Researching ancestors, family and local history and records relating to the Public Transport Corporation are some of the topics covered through the Seminar Series from April to June.
Bookings are essential for all seminars. For further details, brochures (including a booking form) can be obtained from PROV Reading Rooms or via the PROV website <http://www.prov.vic.gov.au/events/patrn.asp>.

11. Archival Support Program
Supported by the National Archives of Australia and the University of Melbourne Archives, the Archival Support Program is the highly regarded initiative of Public Record Office Victoria and the Australian Society of Archivists. The aim of the program is to create an opportunity where local custodians of collections pertaining to historical documents may network with other people of like interests, gain exposure to the work and ideas of experts in the industry and have access to information relating to archival issues and practices. On Saturday 19 June 2004, ‘Preservation and Conservation: Paper and Books’ will take place at the Victorian Archives Centre.
Bookings are essential and group bookings are welcome. Brochures (including a booking form) can be obtained from PROV reading rooms or can be found via the PROV website <http://www.prov.vic.gov.au/events/patrn.asp>.

12. PROV Calendar April - June 2004
13 April 2004: The new Victorian Archives Centre Reading Room will open to public
13 April 2004: ‘Learn to use Archives@Victoria’, Ballarat Archives Centre, 10.30–11.30 am and 1.30–2.30 pm
16–18 April 2004: Shauna Hicks will be presenting two papers at the VAFHO Conference, Settlers in the Sun. PROV will also have a display in Mildura.
21 April 2004: ‘Learn to use Archives@Victoria’, Victorian Archives Centre, 4.00–5.00 pm
21 April 2004: ‘Welcome to Victorian Archives Centre’, Victorian Archives Centre, 5.00–6.00 pm
23 April 2004: ‘Ancestors in the Archives, part 1’ seminar at Victorian Archives Centre, 9.30-11.00 am and 2.00-3.30 pm
26 April 2004: Shauna Hicks speaking at Australian Institute of Genealogical Studies (AIGS) Bayside
4 May 2004: Shauna Hicks speaking at the Heraldry and Genealogy Society of Canberra monthly meeting
5 May 2004: ‘Learn to use Archives@Victoria’, Victorian Archives Centre, 4.00–5.00 pm
8 May 2004: Victorian Archives Centre Saturday opening
11 May 2004: ‘Learn to use Archives@Victoria’, Ballarat Archives Centre, 10.30–11.30 am and 1.30–2.30 pm
19 May 2004: ‘Learn to use Archives@Victoria’, Victorian Archives Centre, 4.00–5.00 pm
19 May 2004: ‘Welcome to Victorian Archives Centre’, Victorian Archives Centre, 5.00–6.00 pm
20 May 2004: Shauna Hicks presenting a paper at the Museums Australia conference in Melbourne.
28 May 2004: Ancestors in Archives, part 2 seminar at Victorian Archives Centre, 10.00am–12.00pm and 2.00-4.00pm
28-29 May 2004: Shauna Hicks presenting a paper at the Society of Australian Genealogists Showcase in Sydney.
29 May 2004: Victorian Archives Centre Saturday opening
2 June 2004: ‘Learn to use Archives@Victoria’, Victorian Archives Centre, 4.00–5.00 pm
5 June 2004: Shauna Hicks presenting a paper at a family history seminar in Leongatha in association with the South Gippsland Genealogical Society.
8 June 2004: ‘Learn to use Archives@Victoria’, Ballarat Archives Centre, 10.30–11.30 am and 1.30–2.30 pm
16 June 2004: ‘Learn to use Archives@Victoria’, Victorian Archives Centre, 4.00–5.00 pm
16 June 2004: ‘Welcome to Victorian Archives Centre’, Victorian Archives Centre, 5.00–6.00 pm
19 June 2004: ‘Preservation and Conservation: Paper and Books’, presented as part of the Archival Support Program at Victorian Archives Centre
26 June 2004: Victorian Archives Centre Saturday opening

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

14. 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 at <ask.prov@dpc.vic.gov.au> or phone PROV Reception (03) 9348 5600 and we will remove you from the list.

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