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Home >> Services to the Government >> PROV Government Client News
PROV Government Client News - March
The PROV Standards Program is progressing
The PROV Standards Program is making progress towards its ultimate goal of delivering a comprehensive, up-to-date suite of recordkeeping standards and supporting documentation for Victorian Government. The following standards are currently under development:
Storage Standard - being prepared for final review prior to publication
Disposal Standard - being prepared for its first public exposure draft
Strategic Management Standard - workshops with stakeholders are currently under way and the first draft is being developed
Operational Management Standard - workshops with stakeholders are currently under way and the first draft is being developed
Capture Standard - initial planning has commenced
The team is also working on a number of supporting documents - Specifications and Guidelines - to assist agencies in meeting the requirements of the standards. We'll keep you informed as and when we publish each of these on our website as exposure drafts, and we encourage you to contribute your feedback so that they're as practically useful as possible. You can also keep up with the Standards Program on our website here: http://www.prov.vic.gov.au/records/rkstandardsprogram.asp
A tool for raising Records Management awareness in your organisation
A tool for raising Records Management awareness in your organisation has been developed by PROV, with the assistance of a number of agencies. This is the Good Records - Good Business - Good Governance Program - a series of PowerPoint slides and a Presenter's Guide designed to enable the delivery of records management awareness training to non-records staff. The pack includes tips and tricks for effective delivery and sets out how to contextualise it to fit your own organisational environment.
To obtain a copy of Good Records slides and presenter’s guide, follow this link to the program’s distribution licence and submit your application.
If you would prefer, PROV can either deliver or co-deliver this Program to your organisation for the cost of:
$440 (incl gst) for delivery of the one hour session in metro areas
$990 (incl gst) for a days worth of delivery of up to 3 x one hour sessions over the course of one day in metro areas
Delivery costs for non-metro areas need to be negotiated on a case by case basis.
To make arrangements for PROV delivery, please contact Ricky Tuck on 9348 5723.
Sir Rupert Hamer Records Management Awards
The Sir Rupert Hamer Awards are on again and nominations are now being accepted for this year's awards. Nominations must be received by PROV by close of business on Thursday 9 April 2009. Nominations will be accepted for projects eligible in the 12 calendar months from 1 January 2008 to 31 December 2008. The 2007 Sir Rupert Hamer Awards ceremony will take place during Information Awareness Month in May 2009. Note that for the Sir Rupert Hamer Records Management awards have separate categories relevant to Victorian government agencies and to community archives.
RDA's - DHS record achievement
Developing a Record Disposal Authority is a vital but often difficult and time-consuming task for an agency. The Department for Human Services has beaten all records by developing six RDAs to cover a range of major functional areas over an intensive period during 2008.
DHS and PROV began planning this project in January, by April the contracted developer, Enterprise Knowledge, had commenced work and final endorsement was obtained from the Public Records Advisory Committee in December.
DHS, Enterprise Knowledge and PROV worked closely together to ensure that all record classes were identified and thoroughly researched and that sentencing decisions were made which would properly meet the current and future needs of DHS and the Victorian public. This long term project involved extensive coordination and consultation with more than 350 head office and regional staff at DHS.
Tony Ceddia, DHS Project Manager, said "The enormity of the task was quite daunting, especially after having been told that it had never been done before and in the context of other major records projects launched during 2008 as part of DHS' Records Management Improvement Strategy".
This was echoed by Julie McCormack, PROV Manager Appraisal and Disposal "This project involved a huge amount of work for everyone - and seemed never ending at times - but is a really great achievement which will result in critical records being saved for future generations. PROV congratulates DHS on its commitment to good records management."
Digitising records - PROV is developing specifications for this
PROV is currently developing a Digitisation Specification and a General Disposal Authority for records which have been converted into different formats (ie through scanning). As part of this, Andrew Waugh, Manager PROV Technical Research has been testing the scanning of different record formats (ie A4 sheets, bound volumes, images, handwritten letters) to a range of specifications. The purpose of this testing is to determine acceptable standards which allow future accessibility and useability of the scanned records but do not impose a huge storage burden on agencies. This Specification will be made available for agency comment later in the year.
Transferring records to PROV
Just a reminder that the transfer of records to PROV needs to be planned well in advance to streamline the process for all concerned. If you are starting to think about a transfer of records, please contact Dave Fowler, Manager PROV Transfer 9348 5372, to discuss requirements and secure a place in the Transfer Program queue.
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