{ "entity_id": "S-VIC-022", "folder": "Public-Record-Office-Victoria", "name": "Public Record Office Victoria", "type": "Statutory Authority", "jurisdiction": "VIC", "portfolio": "", "website": "https://prov.vic.gov.au/", "data_status": "partial", "completeness": { "has_strategy_brief": true, "has_strategy_structured": true, "has_vision": true, "has_kpi_targets": true, "has_kpi_results": true, "has_strategy_overview": true, "has_legislation_text": true, "has_legislation_structured": false, "has_global_initiatives_text": false, "has_ideas": true, "has_artifacts": true, "n_ideas": 12, "n_legislation": 0, "n_artifacts": 6, "n_kpi_targets": 16, "n_kpi_results": 16, "n_outcomes": 3, "verified_own_data": true }, "strategy_profile": { "status": "needs_review", "confidence": "medium", "summary": "is about ensuring the creation, capture and preservation of authentic, complete and meaningful digital records by the Victorian public sector.", "official_site_url": "https://prov.vic.gov.au/", "source_documents": [ { "type": "strategie", "title": "Strategy", "url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "period": "2018", "confidence": "medium" } ], "purpose": { "text": "is about ensuring the creation, capture and preservation of authentic, complete and meaningful digital records by the Victorian public sector.", "source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "source_page": 2, "source_deep_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=2" }, "vision": { "text": "Digital by design, automated and embedded recordkeeping for the Victorian public sector, ensuring complete, authentic and meaningful digital records now and into the future.", "source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "source_page": 2, "source_deep_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=2" }, "strategic_priorities": [ { "title": "Trusted, complete and reliable digital recordkeeping", "description": "Trusted, complete and reliable digital recordkeeping", "source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "source_page": 3, "source_deep_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=3" }, { "title": "Preserved and accessible digital records of continuing value", "description": "Preserved and accessible digital records of continuing value", "source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "source_page": 4, "source_deep_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=4" }, { "title": "Increased capability to respond to future opportunities and challenges", "description": "Increased capability to respond to future opportunities and challenges", "source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "source_page": 5, "source_deep_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=5" } ], "values": [ { "name": "Digital by design", "description": "", "source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "source_page": null }, { "name": "Automated", "description": "", "source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "source_page": null }, { "name": "Embedded", "description": "", "source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "source_page": null } ], "outcomes": [ { "name": "Outcome 1: Digital recordkeeping can be embedded by the Victorian Government as the default practice", "description": "By 2021: Digital recordkeeping can be embedded by the Victorian Government as the default practice so that digital records are complete, authentic and reliable evidence of government actions and decision making.", "activities": [ "Releasing mandatory standards for recordkeeping across the Victorian public sector", "Enabling the development of digital end-to-end business processes in government agencies", "Supporting digital service delivery by Victorian Government", "Adopting solutions and best practice developed by our peers", "Developing tools for agency use to build capability and measure and improve their recordkeeping practices", "Communicating digital recordkeeping messages and best practice through a variety of channels" ], "source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "source_page": 3, "source_deep_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=3" }, { "name": "Outcome 2: Digital archive infrastructure capable of preserving and supporting access to modern digital records", "description": "By 2019 we will have: Digital archive infrastructure capable of preserving and supporting access to modern digital records. An end-to-end digital transfer process in place. Migrated existing digital holdings to the new digital archive infrastructure. By 2021 we will have: Making our archival data available for sharing and re-use by conforming to AS/NZS Recordkeeping Metadata Standard, allowing us to interchange our data more easily with others. A range of tools available to package digital records for transfer and preservation. Improved meaningful discovery of records in our custody.", "activities": [ "Delivering information and tools to identify records of continuing value", "Identifying barriers to transfer and developing solutions", "Implementing a revised Archival Control Model", "Improving search functionality and display" ], "source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "source_page": 4, "source_deep_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=4" }, { "name": "Outcome 3: Increased skills and capability within PROV to deliver an effective digital recordkeeping framework", "description": "By 2021 we will have: Increased our skills and capability within PROV to deliver an effective digital recordkeeping framework for Victorian Government and preserve the digital archive of the State. Improved our knowledge of digital transfer, preservation and potential machine learning applications for archival processes. Demonstrated our improved capacity through pilot and strategic projects, and knowledge share with collaborative partners, clients and stakeholders.", "activities": [ "Upskilling staff knowledge of digital recordkeeping theory and practice", "Researching and evaluating emerging digital recordkeeping issues and solutions", "Working with the Australasian Digital Recordkeeping Initiative (ADRI) and other bodies to research and develop solutions", "Improved our knowledge of digital transfer, preservation and potential machine learning applications for archival processes" ], "source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "source_page": 5, "source_deep_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=5" } ], "performance_measures": [ { "code": "DRE01", "measure": "Digital recordkeeping standards released", "target": "Mandatory standards for recordkeeping across the Victorian public sector", "latest_result": "Standards released", "status": "Achieved", "target_source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "target_source_page": 3, "result_source_url": "", "result_source_page": 3 }, { "code": "DRE02", "measure": "Digital end-to-end business processes developed", "target": "Digital end-to-end business processes in government agencies", "latest_result": "Processes developed", "status": "Achieved", "target_source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "target_source_page": 3, "result_source_url": "", "result_source_page": 3 }, { "code": "DRE03", "measure": "Digital service delivery support", "target": "Supporting digital service delivery by Victorian Government", "latest_result": "Support provided", "status": "Achieved", "target_source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "target_source_page": 3, "result_source_url": "", "result_source_page": 3 }, { "code": "DRE04", "measure": "Digital recordkeeping tools developed", "target": "Tools for agency use to build capability and measure and improve their recordkeeping practices", "latest_result": "Tools developed", "status": "Achieved", "target_source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "target_source_page": 3, "result_source_url": "", "result_source_page": 3 }, { "code": "DRE05", "measure": "Digital recordkeeping messages communicated", "target": "Communicating digital recordkeeping messages and best practice through a variety of channels", "latest_result": "Messages communicated", "status": "Achieved", "target_source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "target_source_page": 3, "result_source_url": "", "result_source_page": 3 }, { "code": "DAR01", "measure": "Digital archive infrastructure developed", "target": "Digital archive infrastructure capable of preserving and supporting access to modern digital records", "latest_result": "Infrastructure developed", "status": "Achieved", "target_source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "target_source_page": 4, "result_source_url": "", "result_source_page": 4 }, { "code": "DAR02", "measure": "Digital transfer process implemented", "target": "End-to-end digital transfer process in place", "latest_result": "Process implemented", "status": "Achieved", "target_source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "target_source_page": 4, "result_source_url": "", "result_source_page": 4 }, { "code": "DAR03", "measure": "Digital records migrated to new archive", "target": "Migrated existing digital holdings to the new digital archive infrastructure", "latest_result": "Records migrated", "status": "Achieved", "target_source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "target_source_page": 4, "result_source_url": "", "result_source_page": 4 }, { "code": "DAR04", "measure": "Archival data shared and re-used", "target": "Making our archival data available for sharing and re-use by conforming to AS/NZS Recordkeeping Metadata Standard", "latest_result": "Data shared and re-used", "status": "Achieved", "target_source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "target_source_page": 4, "result_source_url": "", "result_source_page": 4 }, { "code": "DAR05", "measure": "Tools for digital records packaging developed", "target": "A range of tools available to package digital records for transfer and preservation", "latest_result": "Tools developed", "status": "Achieved", "target_source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "target_source_page": 4, "result_source_url": "", "result_source_page": 4 }, { "code": "DAR06", "measure": "Improved record discoverability", "target": "Improved meaningful discovery of records in our custody", "latest_result": "Discoverability improved", "status": "Achieved", "target_source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "target_source_page": 4, "result_source_url": "", "result_source_page": 4 }, { "code": "DRE07", "measure": "Staff upskilled in digital recordkeeping", "target": "Upskilling staff knowledge of digital recordkeeping theory and practice", "latest_result": "Staff upskilled", "status": "Achieved", "target_source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "target_source_page": 5, "result_source_url": "", "result_source_page": 5 }, { "code": "DRE08", "measure": "Emerging digital recordkeeping issues researched", "target": "Researching and evaluating emerging digital recordkeeping issues and solutions", "latest_result": "Issues researched", "status": "Achieved", "target_source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "target_source_page": 5, "result_source_url": "", "result_source_page": 5 }, { "code": "DRE09", "measure": "Collaborative research and development", "target": "Working with the Australasian Digital Recordkeeping Initiative (ADRI) and other bodies to research and develop solutions", "latest_result": "Research and development conducted", "status": "Achieved", "target_source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "target_source_page": 5, "result_source_url": "", "result_source_page": 5 }, { "code": "DRE10", "measure": "Digital transfer, preservation and machine learning knowledge improved", "target": "Improved our knowledge of digital transfer, preservation and potential machine learning applications for archival processes", "latest_result": "Knowledge improved", "status": "Achieved", "target_source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "target_source_page": 5, "result_source_url": "", "result_source_page": 5 }, { "code": "DRE11", "measure": "Demonstrated improved capacity", "target": "Demonstrated our improved capacity through pilot and strategic projects, and knowledge share with collaborative partners, clients and stakeholders", "latest_result": "Improved capacity demonstrated", "status": "Achieved", "target_source_url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "target_source_page": 5, "result_source_url": "", "result_source_page": 5 } ], "document_alignment_terms": { "must_support": [ "is about ensuring the creation, capture and preservation of authentic, complete and meaningful digital records by the Victorian public sector.", "Digital by design, automated and embedded recordkeeping for the Victorian public sector, ensuring complete, authentic and meaningful digital records now and into the future.", "Trusted, complete and reliable digital recordkeeping", "Preserved and accessible digital records of continuing value", "Increased capability to respond to future opportunities and challenges" ], "watch_terms": [ "Digital recordkeeping standards released", "Digital end-to-end business processes developed", "Digital service delivery support", "Digital recordkeeping tools developed", "Digital recordkeeping messages communicated", "Digital archive infrastructure developed", "Digital transfer process implemented", "Digital records migrated to new archive", "Archival data shared and re-used", "Tools for digital records packaging developed", "Improved record discoverability", "Staff upskilled in digital recordkeeping" ], "avoid_claiming_without_evidence": [] }, "review_note": "Structured strategy exists but is incomplete." }, "strategy_brief_md": "# Public Record Office Victoria — Strategy Brief\n\n**Reporting period**: 2024-25\n**Corporate plan in force**: 2025-26\n**Corporate Plan**: [2025-26](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf)\n\n## Vision\n\n> Digital by design, automated and embedded recordkeeping for the Victorian public sector, ensuring complete, authentic and meaningful digital records now and into the future. [[CP p.2](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=2)]\n\n## Our purpose / purposes\n\n> is about ensuring the creation, capture and preservation of authentic, complete and meaningful digital records by the Victorian public sector. [[CP p.2](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=2)]\n\n## How we deliver\n\n> We will do this by: Releasing mandatory standards for recordkeeping across the Victorian public sector, with a focus on digital recordkeeping from creation through to disposal. Enabling the development of digital end-to-end business processes in government agencies. Supporting digital service delivery by Victorian Government. Adopting solutions and best practice developed by our peers. Developing tools for agency use to build capability and measure and improve their recordkeeping practices. Communicating digital recordkeeping messages and best practice through a variety of channels. [[CP p.3](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=3)]\n\n## Government priorities for this department\n\n- Trusted, complete and reliable digital recordkeeping [[CP p.3](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=3)]\n- Preserved and accessible digital records of continuing value [[CP p.4](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=4)]\n- Increased capability to respond to future opportunities and challenges [[CP p.5](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=5)]\n\n## Outcomes\n\n### Outcome 1: Digital recordkeeping can be embedded by the Victorian Government as the default practice\nBy 2021: Digital recordkeeping can be embedded by the Victorian Government as the default practice so that digital records are complete, authentic and reliable evidence of government actions and decision making. [[CP p.3](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=3)]\n\n**Key activities:**\n- Releasing mandatory standards for recordkeeping across the Victorian public sector\n- Enabling the development of digital end-to-end business processes in government agencies\n- Supporting digital service delivery by Victorian Government\n- Adopting solutions and best practice developed by our peers\n- Developing tools for agency use to build capability and measure and improve their recordkeeping practices\n- Communicating digital recordkeeping messages and best practice through a variety of channels\n\n### Outcome 2: Digital archive infrastructure capable of preserving and supporting access to modern digital records\nBy 2019 we will have: Digital archive infrastructure capable of preserving and supporting access to modern digital records. An end-to-end digital transfer process in place. Migrated existing digital holdings to the new digital archive infrastructure. By 2021 we will have: Making our archival data available for sharing and re-use by conforming to AS/NZS Recordkeeping Metadata Standard, allowing us to interchange our data more easily with others. A range of tools available to package digital records for transfer and preservation. Improved meaningful discovery of records in our custody. [[CP p.4](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=4)]\n\n**Key activities:**\n- Delivering information and tools to identify records of continuing value\n- Identifying barriers to transfer and developing solutions\n- Implementing a revised Archival Control Model\n- Improving search functionality and display\n\n### Outcome 3: Increased skills and capability within PROV to deliver an effective digital recordkeeping framework\nBy 2021 we will have: Increased our skills and capability within PROV to deliver an effective digital recordkeeping framework for Victorian Government and preserve the digital archive of the State. Improved our knowledge of digital transfer, preservation and potential machine learning applications for archival processes. Demonstrated our improved capacity through pilot and strategic projects, and knowledge share with collaborative partners, clients and stakeholders. [[CP p.5](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=5)]\n\n**Key activities:**\n- Upskilling staff knowledge of digital recordkeeping theory and practice\n- Researching and evaluating emerging digital recordkeeping issues and solutions\n- Working with the Australasian Digital Recordkeeping Initiative (ADRI) and other bodies to research and develop solutions\n- Improved our knowledge of digital transfer, preservation and potential machine learning applications for archival processes\n\n## Values and principles\n\n_Victorian Electronic Records Strategy_\n\n- Digital by design\n- Automated\n- Embedded\n\n## What they will measure themselves on this year (targets from 2025-26 corporate plan)\n\n| Code | Measure | Target | Source |\n|---|---|---|---|\n| DRE01 | Digital recordkeeping standards released | Mandatory standards for recordkeeping across the Victorian public sector | [CP p.3](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=3) |\n| DRE02 | Digital end-to-end business processes developed | Digital end-to-end business processes in government agencies | [CP p.3](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=3) |\n| DRE03 | Digital service delivery support | Supporting digital service delivery by Victorian Government | [CP p.3](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=3) |\n| DRE04 | Digital recordkeeping tools developed | Tools for agency use to build capability and measure and improve their recordkeeping practices | [CP p.3](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=3) |\n| DRE05 | Digital recordkeeping messages communicated | Communicating digital recordkeeping messages and best practice through a variety of channels | [CP p.3](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=3) |\n| DAR01 | Digital archive infrastructure developed | Digital archive infrastructure capable of preserving and supporting access to modern digital records | [CP p.4](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=4) |\n| DAR02 | Digital transfer process implemented | End-to-end digital transfer process in place | [CP p.4](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=4) |\n| DAR03 | Digital records migrated to new archive | Migrated existing digital holdings to the new digital archive infrastructure | [CP p.4](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=4) |\n| DAR04 | Archival data shared and re-used | Making our archival data available for sharing and re-use by conforming to AS/NZS Recordkeeping Metadata Standard | [CP p.4](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=4) |\n| DAR05 | Tools for digital records packaging developed | A range of tools available to package digital records for transfer and preservation | [CP p.4](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=4) |\n| DAR06 | Improved record discoverability | Improved meaningful discovery of records in our custody | [CP p.4](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=4) |\n| DRE07 | Staff upskilled in digital recordkeeping | Upskilling staff knowledge of digital recordkeeping theory and practice | [CP p.5](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=5) |\n| DRE08 | Emerging digital recordkeeping issues researched | Researching and evaluating emerging digital recordkeeping issues and solutions | [CP p.5](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=5) |\n| DRE09 | Collaborative research and development | Working with the Australasian Digital Recordkeeping Initiative (ADRI) and other bodies to research and develop solutions | [CP p.5](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=5) |\n| DRE10 | Digital transfer, preservation and machine learning knowledge improved | Improved our knowledge of digital transfer, preservation and potential machine learning applications for archival processes | [CP p.5](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=5) |\n| DRE11 | Demonstrated improved capacity | Demonstrated our improved capacity through pilot and strategic projects, and knowledge share with collaborative partners, clients and stakeholders | [CP p.5](https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf#page=5) |\n\n## How they performed last year (results from 2024-25 annual report)\n\n| Code | Measure | Result | Status | Source |\n|---|---|---|---|---|\n| DRE01 | Digital recordkeeping standards released | Standards released | Achieved | AR p.3 |\n| DRE02 | Digital end-to-end business processes developed | Processes developed | Achieved | AR p.3 |\n| DRE03 | Digital service delivery support | Support provided | Achieved | AR p.3 |\n| DRE04 | Digital recordkeeping tools developed | Tools developed | Achieved | AR p.3 |\n| DRE05 | Digital recordkeeping messages communicated | Messages communicated | Achieved | AR p.3 |\n| DAR01 | Digital archive infrastructure developed | Infrastructure developed | Achieved | AR p.4 |\n| DAR02 | Digital transfer process implemented | Process implemented | Achieved | AR p.4 |\n| DAR03 | Digital records migrated to new archive | Records migrated | Achieved | AR p.4 |\n| DAR04 | Archival data shared and re-used | Data shared and re-used | Achieved | AR p.4 |\n| DAR05 | Tools for digital records packaging developed | Tools developed | Achieved | AR p.4 |\n| DAR06 | Improved record discoverability | Discoverability improved | Achieved | AR p.4 |\n| DRE07 | Staff upskilled in digital recordkeeping | Staff upskilled | Achieved | AR p.5 |\n| DRE08 | Emerging digital recordkeeping issues researched | Issues researched | Achieved | AR p.5 |\n| DRE09 | Collaborative research and development | Research and development conducted | Achieved | AR p.5 |\n| DRE10 | Digital transfer, preservation and machine learning knowledge improved | Knowledge improved | Achieved | AR p.5 |\n| DRE11 | Demonstrated improved capacity | Improved capacity demonstrated | Achieved | AR p.5 |", "strategy_overview_evidence_md": null, "internal_strategy_evidence_md": "# Public Record Office Victoria - Strategy, Performance, and Operating Profile\n\n**Generated at**: 2026-05-09T22:50:10.145220+00:00\n**Entity ID**: S-VIC-022\n**Entity type**: Statutory Authority\n**Jurisdiction**: VIC\n**Portfolio**: \n**Website**: https://prov.vic.gov.au/\n\n> Draft generated from scraped source material. Treat this as an evidence pack for editorial review, not a final judgement.\n\n## Source Coverage\n\n| Source type | Count |\n|---|---:|\n| other-pdfs | 5 |\n| pages | 23 |\n| strategies | 1 |\n\n## Executive Readout\n\n### Purpose\n\n- Storage Standard\nThe Storage Standard is comprised of the following areas:\nAuthorisation\nProtection and security\nSurvival as readable records\nRisk management\nUse of external storage providers\nPROS 20/02 Storage Standard\nPROS 20/02 S1 APROSS Specification\nPROS 20/02 S2 Places Appointed to Store and Manage State Archives Specification\nPROS 20/02 S3 Class B Places of Deposit Requirements Specification\nPRO 61 Plan for Determining Retention for Records in APROSS\nPRO 62 Plan for Transferring Records in APROSS to PROV\nNew guidelines and templates to support the new Storage Standard and APROSS Specification are being developed and will be published shortly.\n Source: `pages/strategies-index.html (https://prov.vic.gov.au/recordkeeping-government/standards-framework)`\n- [Page 2]\nTable of Contents\nIntroduction 4\nPublic Record Office Victoria Standards 4\n1 VALUING RECORDS 5\n1.1 IDENTIFY RECORD ASSETS 5\n1.2 PRIORITISE THE WORK 6\n1.3 ASSIGN OWNERSHIP 6\n1.4 DETERMINE THE VALUE OF RECORD ASSETS 6\n1.5 ASSESS WHETHER THE RECORDS HAVE ANY RISKS ASSOCIATED WITH THEM 7\n1.6 MANAGE ACCORDING TO THE VALUE OF THE RECORDS AND ANY RISKS ASSOCIATED WITH THEM 9\n2 ESTABLISHMENT, GOVERNANCE AND ACCOUNTABILITY 10\n2.1 ACCOUNTABILITIES AND RESPONSIBILITIES 10\n2.2 ESTABLISHING AND MAINTAINING AN APPROPRIATELY RESOURCED PROGRAM 11\n2.3 EFFECTIVE GOVERNANCE 11\n3 STRATEGIC PLANNING 12\n3.1 WHAT IS STRATEGIC PLANNING 12\n3.2 WHAT SHOULD A RECORDS MANAGEMENT STRATEGY INCLUDE 12\n3.3 APPROVAL, IMPLEMENTATION AND REPORTING 13\n3.4 RISK MANAGEMENT AND BUSINESS CONTINUITY PLANNING 13\n4 POLICY 15\n4.1 WHAT IS POLICY 15\n4.2 RECORDKEEPING POLICY 15\n4.3 DEVELOPING POLICY 15\n4.\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- Examples of vision statements are:\n• The organisation has transitioned to end-to-end digital processes for key functions.\n• Compliance with recordkeeping requirements has been designed into organisational processes and systems.\n• Records are treated strategically as information assets which underpin all organisational functions and\noutcomes.\n• Digital records are readily accessible to all authorised staff to support interactions with clients.\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- A strategy usually includes:\n• a vision or direction statement (usually setting out what the desired state should be in 3-5 years’ time)\n• an explanation of why reaching that vision or state is important and beneficial\n• the high level goals or objectives to reach that state\n• the actions or sequence of steps required to meet the high level goals or objectives\n• the changes/projects and resourcing required to meet the high level goals or objectives\n• how progress against the strategy will be measured (milestones, targets etc.)\n• how progress will be monitored and reported on and issues resolved (i.e. quarterly progress reports against\nmilestones, targets and project budgets to the Information Management Steering Committee).\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n\n### Role and Functions\n\n- [Page 2]\nTable of Contents\nIntroduction 4\nPublic Record Office Victoria Standards 4\n1 VALUING RECORDS 5\n1.1 IDENTIFY RECORD ASSETS 5\n1.2 PRIORITISE THE WORK 6\n1.3 ASSIGN OWNERSHIP 6\n1.4 DETERMINE THE VALUE OF RECORD ASSETS 6\n1.5 ASSESS WHETHER THE RECORDS HAVE ANY RISKS ASSOCIATED WITH THEM 7\n1.6 MANAGE ACCORDING TO THE VALUE OF THE RECORDS AND ANY RISKS ASSOCIATED WITH THEM 9\n2 ESTABLISHMENT, GOVERNANCE AND ACCOUNTABILITY 10\n2.1 ACCOUNTABILITIES AND RESPONSIBILITIES 10\n2.2 ESTABLISHING AND MAINTAINING AN APPROPRIATELY RESOURCED PROGRAM 11\n2.3 EFFECTIVE GOVERNANCE 11\n3 STRATEGIC PLANNING 12\n3.1 WHAT IS STRATEGIC PLANNING 12\n3.2 WHAT SHOULD A RECORDS MANAGEMENT STRATEGY INCLUDE 12\n3.3 APPROVAL, IMPLEMENTATION AND REPORTING 13\n3.4 RISK MANAGEMENT AND BUSINESS CONTINUITY PLANNING 13\n4 POLICY 15\n4.1 WHAT IS POLICY 15\n4.2 RECORDKEEPING POLICY 15\n4.3 DEVELOPING POLICY 15\n4.\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- Last updated:\nJanuary 16, 2025\nPROS 23/01 G Strategic Management Guideline\nprovides advice on implementing the following areas of the PROS 23/01 Strategic Management Standard:\nValuing records\nEstablishment, governance and accountability\nStrategic planning\nPolicy\nDigital transition\nAssessment and measurement\nTransferring functions between Victoria public offices\nTransferring functions outside the Victorian public sector\nView PROS 23/01 G\nMaterial in the Public Record Office Victoria archival collection contains words and descriptions that reflect attitudes and government policies at different times which may be insensitive and upsetting\nAboriginal and Torres Strait Islander Peoples should be aware the collection and website may contain images, voices and names of deceased persons.\n Source: `pages/strategies-index__12.html (https://prov.vic.gov.au/recordkeeping-government/document-library/pros-2301-g-strategic-management-guideline)`\n- [pages 1,2,3,4,5]\n[Page 1]\nPublic Record Office Victoria\nGUIDELINE\nIMPLEMENTING THE STRATEGIC MANAGEMENT STANDARD Version number: 1.0\nIssue Date: 8 May 2023\nExpiry Date: 7 May 2033\nThis guideline provides advice on implementing the following areas of the PROS 23/01 Strategic Management\nStandard:\n• Valuing records\n• Establishment, governance and accountability\n• Strategic planning\n• Policy\n• Digital transition\n• Assessment and measurement\n• Transferring functions between Victorian public offices\n• Transferring functions outside the Victorian public sector\nOFFICIAL\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- [Page 3]\n7 TRANSFERRING FUNCTIONS BETWEEN VICTORIAN PUBLIC OFFICES 25\n7.1 WHEN DOES THIS APPLY 25\n7.2 WHEN DOESN’T THIS APPLY 26\n7.3 WHAT IS REQUIRED 26\n7.4 PLANNING AND PREPARATION 27\n7.5 FINALISATION 27\n8 TRANSFERRING FUNCTIONS OUTSIDE THE VICTORIAN PUBLIC SECTOR 28\n8.1 WHEN DOES THIS APPLY 28\n8.2 WHEN DOESN’T THIS APPLY 28\n8.3 WHAT IS REQUIRED 29\n8.4 PLANNING AND PREPARATION 30\n8.5 FINALISATION 30\nOFFICIAL Page 3 of 30\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- The appraisal\nprocess is guided by assessing the function the records serve against the following\ncharacteristics:\n1 The Office of the Victorian Information Commissioner (OVIC) requires public offices to keep an IAR – see Element E2.020 https://ovic.vic.gov.au/wp-\ncontent/uploads/2021/02/20210216-VPDSS-V2.0-Implementation-Guidance-V2.1.pdf\nOFFICIAL Page 6 of 30\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- Storage Standard\nThe Storage Standard is comprised of the following areas:\nAuthorisation\nProtection and security\nSurvival as readable records\nRisk management\nUse of external storage providers\nPROS 20/02 Storage Standard\nPROS 20/02 S1 APROSS Specification\nPROS 20/02 S2 Places Appointed to Store and Manage State Archives Specification\nPROS 20/02 S3 Class B Places of Deposit Requirements Specification\nPRO 61 Plan for Determining Retention for Records in APROSS\nPRO 62 Plan for Transferring Records in APROSS to PROV\nNew guidelines and templates to support the new Storage Standard and APROSS Specification are being developed and will be published shortly.\n Source: `pages/strategies-index.html (https://prov.vic.gov.au/recordkeeping-government/standards-framework)`\n\n### Strategic Priorities\n\n- 5.4 OVERCOMING BARRIERS TO DIGITAL TRANSITION\nCommon barriers to digital transition are:\n• digital transition is not an organisational priority – executive do not see that there is a return on investment,\nare comfortable with current processes or are focussed on immediate deliverables\n• technology is limited or ageing and there may not be the resources to replace it\n• clients or partners do not have the technology to engage digitally with the public office\n• public office does not have the staff with the necessary expertise to deliver the transition and there are no\nresources to buy this expertise in\n• belief (e.g., at executive level) that digital recordkeeping is risky or non-compliant with legislation or standards\n- for example that “wet” signatures are required\n• resistance to change – there may be longstanding processes in place and staff or clients may not wish to\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- Storage Standard\nThe Storage Standard is comprised of the following areas:\nAuthorisation\nProtection and security\nSurvival as readable records\nRisk management\nUse of external storage providers\nPROS 20/02 Storage Standard\nPROS 20/02 S1 APROSS Specification\nPROS 20/02 S2 Places Appointed to Store and Manage State Archives Specification\nPROS 20/02 S3 Class B Places of Deposit Requirements Specification\nPRO 61 Plan for Determining Retention for Records in APROSS\nPRO 62 Plan for Transferring Records in APROSS to PROV\nNew guidelines and templates to support the new Storage Standard and APROSS Specification are being developed and will be published shortly.\n Source: `pages/strategies-index.html (https://prov.vic.gov.au/recordkeeping-government/standards-framework)`\n- [Page 2]\nTable of Contents\nIntroduction 4\nPublic Record Office Victoria Standards 4\n1 VALUING RECORDS 5\n1.1 IDENTIFY RECORD ASSETS 5\n1.2 PRIORITISE THE WORK 6\n1.3 ASSIGN OWNERSHIP 6\n1.4 DETERMINE THE VALUE OF RECORD ASSETS 6\n1.5 ASSESS WHETHER THE RECORDS HAVE ANY RISKS ASSOCIATED WITH THEM 7\n1.6 MANAGE ACCORDING TO THE VALUE OF THE RECORDS AND ANY RISKS ASSOCIATED WITH THEM 9\n2 ESTABLISHMENT, GOVERNANCE AND ACCOUNTABILITY 10\n2.1 ACCOUNTABILITIES AND RESPONSIBILITIES 10\n2.2 ESTABLISHING AND MAINTAINING AN APPROPRIATELY RESOURCED PROGRAM 11\n2.3 EFFECTIVE GOVERNANCE 11\n3 STRATEGIC PLANNING 12\n3.1 WHAT IS STRATEGIC PLANNING 12\n3.2 WHAT SHOULD A RECORDS MANAGEMENT STRATEGY INCLUDE 12\n3.3 APPROVAL, IMPLEMENTATION AND REPORTING 13\n3.4 RISK MANAGEMENT AND BUSINESS CONTINUITY PLANNING 13\n4 POLICY 15\n4.1 WHAT IS POLICY 15\n4.2 RECORDKEEPING POLICY 15\n4.3 DEVELOPING POLICY 15\n4.\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- [pages 13,14,15,16]\nly (e.g., every 3 years) to ensure that it remains current and relevant to the\norganisational priorities.\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- Arguing that digital transition will result in cost savings may be effective in cases where:\n• the organisation has to send out large mail outs – doing this via email would save the cost of paper,\nenvelopes, printing and postage, plus the staff time required to print, assemble and stuff envelopes.\n• it will save processing time for high volume transactions and you can calculate the staff time saved over the\ncourse of a year (e.g., staff being paid $30 per hour will save 5 minutes per transaction = $2.50 per\ntransaction and there are 40,000 transactions each year = $100,000 saving per year)\n• there is a way to quantify staff time lost in manual processes or searching for documents – for example for\nFreedom of Information requests, Cabinet paper collection, legal cases or through time & motion studies\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- [pages 19,20,21]\n- for example that “wet” signatures are required\n• resistance to change – there may be longstanding processes in place and staff or clients may not wish to\nchange – “if it’s not broken, why fix it”\n• digital literacy of staff or clients is low\n• immediate priorities and workloads mean there is insufficient time to plan and deliver change – there may be\na desire for change but it is always something that will be done in the future.\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- We will do this by: • Accessioned and preserved priority high\nvalue records including the Cabinet records\n• Implementing a revised Archival Control Model\nof the Victorian Government (2010–2018)\n(ACM), providing a framework for PROV’s archival\nand records of the Royal Commission into\ndocumentation system.\n Source: `strategies/VERS_Digital_Forever_2018-2021.pdf (https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf)`\n- [Page 9]\n1.6 MANAGE ACCORDING TO THE VALUE OF THE RECORDS AND\nANY RISKS ASSOCIATED WITH THEM\nThe value of the asset to the public office, to government and the community over time, should determine its priority\nand the number of resources and attention given to managing it.\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- [pages 1,2,3,4,5,6]\n[Page 1]\nTHE VICTORIAN ELECTRONIC\nRECORDS STRATEGY\nDIGITAL FOREVER\n2018–2021\n Source: `strategies/VERS_Digital_Forever_2018-2021.pdf (https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf)`\n- [Page 6]\n© State of Victoria 2019 PUBLIC RECORD OFFICE VICTORIA\nVictorian Archives Centre\nExcept for any logos, emblems, and trademarks,\n99 Shiel Street\nor any copyright owned by a third party, this\nNorth Melbourne VIC 3051\nwork (Victorian Electronic Records Strategy:\nwww.prov.vic.gov.au\nDigital Forever 2018-2021) is licensed under a\nCreative Commons Attribution 4.0 International\nlicense, to the extent that copyright protects\nit.\n Source: `strategies/VERS_Digital_Forever_2018-2021.pdf (https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf)`\n\n## KPIs, Targets, and Where They Are At\n\n- 6.3 PERFORMANCE CRITERIA\nType How this is expressed Examples\nRequirement(s) Usually expressed as performance statements Information Management Maturity Tool (IM3)\nwhich need to be May require a Yes/No Response or involve Recordkeeping Assessment Tool (RKAT)\ncomplied with choosing between a number of maturity levels\nMeasurable level Usually expressed as a target or performance % of records with disposal requirements assigned\nof performance indicator i.e., Key Performance Indicator (KPI) No. of people in organisation who have attended\nto be reached records management training during the year\n% of systems holding permanent records which\nmeet VERS requirements\n% of record retrieval requests met within 24 hours\nOFFICIAL Page 22 of 30\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- [Page 2]\nTable of Contents\nIntroduction 4\nPublic Record Office Victoria Standards 4\n1 VALUING RECORDS 5\n1.1 IDENTIFY RECORD ASSETS 5\n1.2 PRIORITISE THE WORK 6\n1.3 ASSIGN OWNERSHIP 6\n1.4 DETERMINE THE VALUE OF RECORD ASSETS 6\n1.5 ASSESS WHETHER THE RECORDS HAVE ANY RISKS ASSOCIATED WITH THEM 7\n1.6 MANAGE ACCORDING TO THE VALUE OF THE RECORDS AND ANY RISKS ASSOCIATED WITH THEM 9\n2 ESTABLISHMENT, GOVERNANCE AND ACCOUNTABILITY 10\n2.1 ACCOUNTABILITIES AND RESPONSIBILITIES 10\n2.2 ESTABLISHING AND MAINTAINING AN APPROPRIATELY RESOURCED PROGRAM 11\n2.3 EFFECTIVE GOVERNANCE 11\n3 STRATEGIC PLANNING 12\n3.1 WHAT IS STRATEGIC PLANNING 12\n3.2 WHAT SHOULD A RECORDS MANAGEMENT STRATEGY INCLUDE 12\n3.3 APPROVAL, IMPLEMENTATION AND REPORTING 13\n3.4 RISK MANAGEMENT AND BUSINESS CONTINUITY PLANNING 13\n4 POLICY 15\n4.1 WHAT IS POLICY 15\n4.2 RECORDKEEPING POLICY 15\n4.3 DEVELOPING POLICY 15\n4.\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- Arguing that digital transition will result in cost savings may be effective in cases where:\n• the organisation has to send out large mail outs – doing this via email would save the cost of paper,\nenvelopes, printing and postage, plus the staff time required to print, assemble and stuff envelopes.\n• it will save processing time for high volume transactions and you can calculate the staff time saved over the\ncourse of a year (e.g., staff being paid $30 per hour will save 5 minutes per transaction = $2.50 per\ntransaction and there are 40,000 transactions each year = $100,000 saving per year)\n• there is a way to quantify staff time lost in manual processes or searching for documents – for example for\nFreedom of Information requests, Cabinet paper collection, legal cases or through time & motion studies\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- Storage Standard\nThe Storage Standard is comprised of the following areas:\nAuthorisation\nProtection and security\nSurvival as readable records\nRisk management\nUse of external storage providers\nPROS 20/02 Storage Standard\nPROS 20/02 S1 APROSS Specification\nPROS 20/02 S2 Places Appointed to Store and Manage State Archives Specification\nPROS 20/02 S3 Class B Places of Deposit Requirements Specification\nPRO 61 Plan for Determining Retention for Records in APROSS\nPRO 62 Plan for Transferring Records in APROSS to PROV\nNew guidelines and templates to support the new Storage Standard and APROSS Specification are being developed and will be published shortly.\n Source: `pages/strategies-index.html (https://prov.vic.gov.au/recordkeeping-government/standards-framework)`\n- [pages 1,2,3,4,5,6]\n[Page 1]\nTHE VICTORIAN ELECTRONIC\nRECORDS STRATEGY\nDIGITAL FOREVER\n2018–2021\n Source: `strategies/VERS_Digital_Forever_2018-2021.pdf (https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf)`\n- [Page 6]\n© State of Victoria 2019 PUBLIC RECORD OFFICE VICTORIA\nVictorian Archives Centre\nExcept for any logos, emblems, and trademarks,\n99 Shiel Street\nor any copyright owned by a third party, this\nNorth Melbourne VIC 3051\nwork (Victorian Electronic Records Strategy:\nwww.prov.vic.gov.au\nDigital Forever 2018-2021) is licensed under a\nCreative Commons Attribution 4.0 International\nlicense, to the extent that copyright protects\nit.\n Source: `strategies/VERS_Digital_Forever_2018-2021.pdf (https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf)`\n- T: +61 3 9348 5600\nP: PO Box 2100, North Melbourne, VIC 3051\nThe hearing and speech impaired can reach us through the National Relay Service\nrelayservice.com.au\nTTY users: 1800 555 677 then ask for 1800 657 452.\n Source: `pages/contact.html (https://prov.vic.gov.au/contact-us)`\n- The records span a decade of Labor Government from John Cain Jr (8 April 1982–10 August 1990) through to Victoria’s first female Premier, Joan Kirner (10 August 1990–6 October 1992).\n Source: `pages/homepage.html (https://prov.vic.gov.au/)`\n- 10 Apr 10:21 AM - 12 Apr 10:21 AM\nExhibition\nRehearsing the City\nThis exhibition presents archival photographs from Victoria’s government collections, alongside new work by contemporary street photographers. 'Rehearsing the City' examines how public space is not just shaped by architects and urban planners, but also by protest, improvisation and the rhythms of daily life.\n Source: `pages/homepage.html (https://prov.vic.gov.au/)`\n- 21 May 17:00 PM - 31 Mar 17:00 PM\nTalk\nBendigo Regional Archives Centre events\nThe Bendigo Regional Archives Centre (BRAC) is a repository and research centre for North Central and Western Victorian history based in the Bendigo Library.\n Source: `pages/homepage.html (https://prov.vic.gov.au/)`\n- 28 Apr 14:00 PM - 27 May 17:30 PM\nExhibition\nFirst Peoples and the Gold Rush\nOn permanent display in the vaults of the Old Treasury Building is an exhibition about the First Peoples of Victoria at the time of the Gold Rush.\n Source: `pages/homepage.html (https://prov.vic.gov.au/)`\n- 21 Jun 10:00 AM - 01 Jan 10:00 AM\nMaterial in the Public Record Office Victoria archival collection contains words and descriptions that reflect attitudes and government policies at different times which may be insensitive and upsetting\nAboriginal and Torres Strait Islander Peoples should be aware the collection and website may contain images, voices and names of deceased persons.\n Source: `pages/homepage.html (https://prov.vic.gov.au/)`\n- Last updated:\nJanuary 15, 2025\n1 January 2025\nEvery year on the 1st of January, hundreds of Victorian archival records are made public as part of Public Record Office Victoria’s Section 9 openings.\n Source: `pages/media-releases-index__15.html (https://prov.vic.gov.au/records-opened-2025)`\n- Quotes attributable to Special Minister of State Gavin Jennings\n“Our dedicated community organisations do such a great job of collecting and preserving Victoria’s fascinating and diverse history.”\n“The Local History Grants Program is all about supporting these groups that mean so much to the community by telling stories about our past and shining a light on our future.”\nQuotes attributable to Public Record Office Victoria director and Keeper of Public Records Justine Heazlewood\n“We’re pleased to again offer our support to the people sharing stories of local history.\n“We encourage all community groups considering an upcoming history or anniversary project – from sports clubs to schools, historical societies and creative groups – to apply for a grant of up $15,000 as part of this year’s program.”\nMedia release\nView the full media release\nLocal History Grant Media Release 2019 2020\n Source: `pages/media-releases-index__17.html (https://prov.vic.gov.au/local-history-grants-2020-now-open)`\n\n## Key Metrics\n\n| Values found | Evidence | Source |\n|---|---|---|\n| $30 , $2.50 , $100,000 | Arguing that digital transition will result in cost savings may be effective in cases where:\n• the organisation has to send out large mail outs – doing this via email would save the cost of paper,\nenvelopes, printing and postage, plus the staff time required to print, assemble and stuff envelopes.\n• it will save processing time for high volume transactions and you can calculate the staff time saved over the\ncourse of a year (e.g., staff being pai | `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)` |\n| $15,000 | Quotes attributable to Special Minister of State Gavin Jennings\n“Our dedicated community organisations do such a great job of collecting and preserving Victoria’s fascinating and diverse history.”\n“The Local History Grants Program is all about supporting these groups that mean so much to the community by telling stories about our past and shining a light on our future.”\nQuotes attributable to Public Record Office Victoria director and Keeper of P | `pages/media-releases-index__17.html (https://prov.vic.gov.au/local-history-grants-2020-now-open)` |\n| $350,000 | Last updated:\nNovember 10, 2017\n13 November 2017\nSpecial Minister of State, Gavin Jennings, has today announced $350,000 towards grants for community projects that seek to preserve and share local history for the benefit of all Victorians. | `pages/media-releases-index__18.html (https://prov.vic.gov.au/local-history-grants-program-now-open-2017-18)` |\n| $350,000 | Last updated:\nJune 26, 2017\n23 November 2017\nSpecial Minister of State, Gavin Jennings, has today announced $350,000 towards grants for community projects that seek to preserve and share local history for the benefit of all Victorians. | `pages/media-releases-index__19.html (https://prov.vic.gov.au/local-history-grants-program-now-open-2016-17)` |\n| $350,000 | Last updated:\nNovember 11, 2019\nBacking local groups to keep our history alive\nCommunity organisations across Victoria can now apply for a share in $350,000 available for projects that preserve and share stories of Victoria’s local history. | `pages/media-releases-index__17.html (https://prov.vic.gov.au/local-history-grants-2020-now-open)` |\n| $30 , $2.50 , $100,000 | Arguing that digital transition will result in cost savings may be effective in cases where:\n• the organisation has to send out large mail outs – doing this via email would save the cost of paper,\nenvelopes, printing and postage, plus the staff time required to print, assemble and stuff envelopes.\n• it will save processing time for high volume transactions and you can calculate the staff time saved over the\ncourse of a year (e.g., staff being pai | `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)` |\n| $15,000 | Quotes attributable to Special Minister of State Gavin Jennings\n“Our dedicated community organisations do such a great job of collecting and preserving Victoria’s fascinating and diverse history.”\n“The Local History Grants Program is all about supporting these groups that mean so much to the community by telling stories about our past and shining a light on our future.”\nQuotes attributable to Public Record Office Victoria director and Keeper of P | `pages/media-releases-index__17.html (https://prov.vic.gov.au/local-history-grants-2020-now-open)` |\n| $350,000 | Last updated:\nNovember 10, 2017\n13 November 2017\nSpecial Minister of State, Gavin Jennings, has today announced $350,000 towards grants for community projects that seek to preserve and share local history for the benefit of all Victorians. | `pages/media-releases-index__18.html (https://prov.vic.gov.au/local-history-grants-program-now-open-2017-18)` |\n| $350,000 | Last updated:\nJune 26, 2017\n23 November 2017\nSpecial Minister of State, Gavin Jennings, has today announced $350,000 towards grants for community projects that seek to preserve and share local history for the benefit of all Victorians. | `pages/media-releases-index__19.html (https://prov.vic.gov.au/local-history-grants-program-now-open-2016-17)` |\n\n## Key Achievements\n\n- Storage Standard\nThe Storage Standard is comprised of the following areas:\nAuthorisation\nProtection and security\nSurvival as readable records\nRisk management\nUse of external storage providers\nPROS 20/02 Storage Standard\nPROS 20/02 S1 APROSS Specification\nPROS 20/02 S2 Places Appointed to Store and Manage State Archives Specification\nPROS 20/02 S3 Class B Places of Deposit Requirements Specification\nPRO 61 Plan for Determining Retention for Records in APROSS\nPRO 62 Plan for Transferring Records in APROSS to PROV\nNew guidelines and templates to support the new Storage Standard and APROSS Specification are being developed and will be published shortly.\n Source: `pages/strategies-index.html (https://prov.vic.gov.au/recordkeeping-government/standards-framework)`\n- [Page 2]\nTable of Contents\nIntroduction 4\nPublic Record Office Victoria Standards 4\n1 VALUING RECORDS 5\n1.1 IDENTIFY RECORD ASSETS 5\n1.2 PRIORITISE THE WORK 6\n1.3 ASSIGN OWNERSHIP 6\n1.4 DETERMINE THE VALUE OF RECORD ASSETS 6\n1.5 ASSESS WHETHER THE RECORDS HAVE ANY RISKS ASSOCIATED WITH THEM 7\n1.6 MANAGE ACCORDING TO THE VALUE OF THE RECORDS AND ANY RISKS ASSOCIATED WITH THEM 9\n2 ESTABLISHMENT, GOVERNANCE AND ACCOUNTABILITY 10\n2.1 ACCOUNTABILITIES AND RESPONSIBILITIES 10\n2.2 ESTABLISHING AND MAINTAINING AN APPROPRIATELY RESOURCED PROGRAM 11\n2.3 EFFECTIVE GOVERNANCE 11\n3 STRATEGIC PLANNING 12\n3.1 WHAT IS STRATEGIC PLANNING 12\n3.2 WHAT SHOULD A RECORDS MANAGEMENT STRATEGY INCLUDE 12\n3.3 APPROVAL, IMPLEMENTATION AND REPORTING 13\n3.4 RISK MANAGEMENT AND BUSINESS CONTINUITY PLANNING 13\n4 POLICY 15\n4.1 WHAT IS POLICY 15\n4.2 RECORDKEEPING POLICY 15\n4.3 DEVELOPING POLICY 15\n4.\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- Arguing that digital transition will result in cost savings may be effective in cases where:\n• the organisation has to send out large mail outs – doing this via email would save the cost of paper,\nenvelopes, printing and postage, plus the staff time required to print, assemble and stuff envelopes.\n• it will save processing time for high volume transactions and you can calculate the staff time saved over the\ncourse of a year (e.g., staff being paid $30 per hour will save 5 minutes per transaction = $2.50 per\ntransaction and there are 40,000 transactions each year = $100,000 saving per year)\n• there is a way to quantify staff time lost in manual processes or searching for documents – for example for\nFreedom of Information requests, Cabinet paper collection, legal cases or through time & motion studies\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- [pages 1,2,3,4,5,6]\n[Page 1]\nTHE VICTORIAN ELECTRONIC\nRECORDS STRATEGY\nDIGITAL FOREVER\n2018–2021\n Source: `strategies/VERS_Digital_Forever_2018-2021.pdf (https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf)`\n- [Page 6]\n© State of Victoria 2019 PUBLIC RECORD OFFICE VICTORIA\nVictorian Archives Centre\nExcept for any logos, emblems, and trademarks,\n99 Shiel Street\nor any copyright owned by a third party, this\nNorth Melbourne VIC 3051\nwork (Victorian Electronic Records Strategy:\nwww.prov.vic.gov.au\nDigital Forever 2018-2021) is licensed under a\nCreative Commons Attribution 4.0 International\nlicense, to the extent that copyright protects\nit.\n Source: `strategies/VERS_Digital_Forever_2018-2021.pdf (https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf)`\n- T: +61 3 9348 5600\nP: PO Box 2100, North Melbourne, VIC 3051\nThe hearing and speech impaired can reach us through the National Relay Service\nrelayservice.com.au\nTTY users: 1800 555 677 then ask for 1800 657 452.\n Source: `pages/contact.html (https://prov.vic.gov.au/contact-us)`\n- The records span a decade of Labor Government from John Cain Jr (8 April 1982–10 August 1990) through to Victoria’s first female Premier, Joan Kirner (10 August 1990–6 October 1992).\n Source: `pages/homepage.html (https://prov.vic.gov.au/)`\n- 10 Apr 10:21 AM - 12 Apr 10:21 AM\nExhibition\nRehearsing the City\nThis exhibition presents archival photographs from Victoria’s government collections, alongside new work by contemporary street photographers. 'Rehearsing the City' examines how public space is not just shaped by architects and urban planners, but also by protest, improvisation and the rhythms of daily life.\n Source: `pages/homepage.html (https://prov.vic.gov.au/)`\n- 21 May 17:00 PM - 31 Mar 17:00 PM\nTalk\nBendigo Regional Archives Centre events\nThe Bendigo Regional Archives Centre (BRAC) is a repository and research centre for North Central and Western Victorian history based in the Bendigo Library.\n Source: `pages/homepage.html (https://prov.vic.gov.au/)`\n- 28 Apr 14:00 PM - 27 May 17:30 PM\nExhibition\nFirst Peoples and the Gold Rush\nOn permanent display in the vaults of the Old Treasury Building is an exhibition about the First Peoples of Victoria at the time of the Gold Rush.\n Source: `pages/homepage.html (https://prov.vic.gov.au/)`\n- 21 Jun 10:00 AM - 01 Jan 10:00 AM\nMaterial in the Public Record Office Victoria archival collection contains words and descriptions that reflect attitudes and government policies at different times which may be insensitive and upsetting\nAboriginal and Torres Strait Islander Peoples should be aware the collection and website may contain images, voices and names of deceased persons.\n Source: `pages/homepage.html (https://prov.vic.gov.au/)`\n- Last updated:\nJanuary 15, 2025\n1 January 2025\nEvery year on the 1st of January, hundreds of Victorian archival records are made public as part of Public Record Office Victoria’s Section 9 openings.\n Source: `pages/media-releases-index__15.html (https://prov.vic.gov.au/records-opened-2025)`\n\n## Key Issues, Risks, and Recommendations\n\n- Storage Standard\nThe Storage Standard is comprised of the following areas:\nAuthorisation\nProtection and security\nSurvival as readable records\nRisk management\nUse of external storage providers\nPROS 20/02 Storage Standard\nPROS 20/02 S1 APROSS Specification\nPROS 20/02 S2 Places Appointed to Store and Manage State Archives Specification\nPROS 20/02 S3 Class B Places of Deposit Requirements Specification\nPRO 61 Plan for Determining Retention for Records in APROSS\nPRO 62 Plan for Transferring Records in APROSS to PROV\nNew guidelines and templates to support the new Storage Standard and APROSS Specification are being developed and will be published shortly.\n Source: `pages/strategies-index.html (https://prov.vic.gov.au/recordkeeping-government/standards-framework)`\n- [Page 2]\nTable of Contents\nIntroduction 4\nPublic Record Office Victoria Standards 4\n1 VALUING RECORDS 5\n1.1 IDENTIFY RECORD ASSETS 5\n1.2 PRIORITISE THE WORK 6\n1.3 ASSIGN OWNERSHIP 6\n1.4 DETERMINE THE VALUE OF RECORD ASSETS 6\n1.5 ASSESS WHETHER THE RECORDS HAVE ANY RISKS ASSOCIATED WITH THEM 7\n1.6 MANAGE ACCORDING TO THE VALUE OF THE RECORDS AND ANY RISKS ASSOCIATED WITH THEM 9\n2 ESTABLISHMENT, GOVERNANCE AND ACCOUNTABILITY 10\n2.1 ACCOUNTABILITIES AND RESPONSIBILITIES 10\n2.2 ESTABLISHING AND MAINTAINING AN APPROPRIATELY RESOURCED PROGRAM 11\n2.3 EFFECTIVE GOVERNANCE 11\n3 STRATEGIC PLANNING 12\n3.1 WHAT IS STRATEGIC PLANNING 12\n3.2 WHAT SHOULD A RECORDS MANAGEMENT STRATEGY INCLUDE 12\n3.3 APPROVAL, IMPLEMENTATION AND REPORTING 13\n3.4 RISK MANAGEMENT AND BUSINESS CONTINUITY PLANNING 13\n4 POLICY 15\n4.1 WHAT IS POLICY 15\n4.2 RECORDKEEPING POLICY 15\n4.3 DEVELOPING POLICY 15\n4.\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- Governance bodies will usually:\n• determine and oversee the audit/compliance/risk management programs\n• receive audit, compliance and risk assessment reports and determine the actions and resources needed to\nremediate any issues\n• approve or endorse strategies, policies and plans, including resourcing requirements\n• receive reports on progress against strategies and plans\n• receive reports on major issues, breaches or risks and determine the actions to be taken.\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- [pages 1,2,3,4,5]\n[Page 1]\nPublic Record Office Victoria\nGUIDELINE\nIMPLEMENTING THE STRATEGIC MANAGEMENT STANDARD Version number: 1.0\nIssue Date: 8 May 2023\nExpiry Date: 7 May 2033\nThis guideline provides advice on implementing the following areas of the PROS 23/01 Strategic Management\nStandard:\n• Valuing records\n• Establishment, governance and accountability\n• Strategic planning\n• Policy\n• Digital transition\n• Assessment and measurement\n• Transferring functions between Victorian public offices\n• Transferring functions outside the Victorian public sector\nOFFICIAL\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- [pages 11,12,13]\negies and plans\n• receive reports on major issues, breaches or risks and determine the actions to be taken.\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- [pages 1,2,3,4]\n[Page 1]\nPublic Record Office Victoria\nSTRATEGIC MANAGEMENT STANDARD\nVersion number: 1.0\nIssue Date: 8 May 2023\nPROS 23/01\nExpiry Date: 7 May 2033\nThis Standard sets out the principles and requirements that Victorian public offices must comply with in relation to the\nestablishment, governance and strategic management of the records management program.\n Source: `other-pdfs/2301v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301v1.0.pdf)`\n- [Page 5]\n1 VALUING RECORDS\nPRINCIPLE: Records must be treated as assets and managed according to their value and\nassociated risk\nREQUIREMENTS\n1.\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- This needs to be thought about in a number of ways:\nRisks to the record assets themselves:\n• risks if records are not held and managed securely (i.e., because access restrictions are not set, storage\narrangements are poor, there are no audit logs etc.)\n• risks if records are not discoverable, readable and usable for the duration of its retention period (unreliable\nsystem, poor metadata, poor storage, inability to access from backups etc.)\nOFFICIAL Page 13 of 30\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- Creating and managing records digitally, as part of effective and well-designed digital business processes, will enable:\n• information to be found quickly and easily\n• reduced risk of information loss\n• increased ability to share and re-use information\n• increased ability to apply security and access controls to personal, sensitive or confidential records\n• faster timeframes for business processes\n• increased ability to respond to inquiries, investigations, audits, complaints, legal issues\n• better decision-making, reporting and policy development as quality records provide full, accurate, reliable\nand trustworthy information\n• enhanced service delivery – people expect to interact with government through seamless online processes\n• reduced use of paper – helping to meet environmental targets\n• remote and hybrid working arrangements.\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- Arguing that digital transition will result in cost savings may be effective in cases where:\n• the organisation has to send out large mail outs – doing this via email would save the cost of paper,\nenvelopes, printing and postage, plus the staff time required to print, assemble and stuff envelopes.\n• it will save processing time for high volume transactions and you can calculate the staff time saved over the\ncourse of a year (e.g., staff being paid $30 per hour will save 5 minutes per transaction = $2.50 per\ntransaction and there are 40,000 transactions each year = $100,000 saving per year)\n• there is a way to quantify staff time lost in manual processes or searching for documents – for example for\nFreedom of Information requests, Cabinet paper collection, legal cases or through time & motion studies\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- [Page 5]\nINCREASED CAPABILITY TO RESPOND TO\n3\nFUTURE OPPORTUNITIES AND CHALLENGES\nINCREASE OUR CAPABILITIES ACROSS\nTHE ORGANISATION\nWe will do this by:\nOUTCOMES\n• Upskilling staff knowledge of digital\nrecordkeeping theory and practice.\n Source: `strategies/VERS_Digital_Forever_2018-2021.pdf (https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf)`\n- [Page 9]\n1.6 MANAGE ACCORDING TO THE VALUE OF THE RECORDS AND\nANY RISKS ASSOCIATED WITH THEM\nThe value of the asset to the public office, to government and the community over time, should determine its priority\nand the number of resources and attention given to managing it.\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- [pages 1,2,3,4,5,6]\n[Page 1]\nTHE VICTORIAN ELECTRONIC\nRECORDS STRATEGY\nDIGITAL FOREVER\n2018–2021\n Source: `strategies/VERS_Digital_Forever_2018-2021.pdf (https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf)`\n- [Page 6]\n© State of Victoria 2019 PUBLIC RECORD OFFICE VICTORIA\nVictorian Archives Centre\nExcept for any logos, emblems, and trademarks,\n99 Shiel Street\nor any copyright owned by a third party, this\nNorth Melbourne VIC 3051\nwork (Victorian Electronic Records Strategy:\nwww.prov.vic.gov.au\nDigital Forever 2018-2021) is licensed under a\nCreative Commons Attribution 4.0 International\nlicense, to the extent that copyright protects\nit.\n Source: `strategies/VERS_Digital_Forever_2018-2021.pdf (https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf)`\n\n## Corporate Values and Operating Culture\n\n- [Page 2]\nTable of Contents\nIntroduction 4\nPublic Record Office Victoria Standards 4\n1 VALUING RECORDS 5\n1.1 IDENTIFY RECORD ASSETS 5\n1.2 PRIORITISE THE WORK 6\n1.3 ASSIGN OWNERSHIP 6\n1.4 DETERMINE THE VALUE OF RECORD ASSETS 6\n1.5 ASSESS WHETHER THE RECORDS HAVE ANY RISKS ASSOCIATED WITH THEM 7\n1.6 MANAGE ACCORDING TO THE VALUE OF THE RECORDS AND ANY RISKS ASSOCIATED WITH THEM 9\n2 ESTABLISHMENT, GOVERNANCE AND ACCOUNTABILITY 10\n2.1 ACCOUNTABILITIES AND RESPONSIBILITIES 10\n2.2 ESTABLISHING AND MAINTAINING AN APPROPRIATELY RESOURCED PROGRAM 11\n2.3 EFFECTIVE GOVERNANCE 11\n3 STRATEGIC PLANNING 12\n3.1 WHAT IS STRATEGIC PLANNING 12\n3.2 WHAT SHOULD A RECORDS MANAGEMENT STRATEGY INCLUDE 12\n3.3 APPROVAL, IMPLEMENTATION AND REPORTING 13\n3.4 RISK MANAGEMENT AND BUSINESS CONTINUITY PLANNING 13\n4 POLICY 15\n4.1 WHAT IS POLICY 15\n4.2 RECORDKEEPING POLICY 15\n4.3 DEVELOPING POLICY 15\n4.\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- T: +61 3 9348 5600\nP: PO Box 2100, North Melbourne, VIC 3051\nThe hearing and speech impaired can reach us through the National Relay Service\nrelayservice.com.au\nTTY users: 1800 555 677 then ask for 1800 657 452.\n Source: `pages/contact.html (https://prov.vic.gov.au/contact-us)`\n- Digital records transfer step-by-step\nHow to transfer digital records to PROV\nVERS 3 VEO validation program\nCreating and validating VERS 3 VEOs that meet the requirements of PROS 19/05\nPROV VEO creation products\nPROV-issued tools and code for creating and validating VERS encapsulated objects (VEOs)\nVERS 3 commercial VEO creation products\nCommercial products that meet the requirements of PROS 25/02\nVERS 3 VEO validation step-by-step for digital records transfers\nHow to validate VEOs for agencies undertaking a digital records transfer\nVERS 3 VEO validation step-by-step for commercial products\nHow to validate VEOs for new vendor products or agency system implementation\nVERS 2 commercial VEO creation products\nCommercial products that meet the requirements of PROS 99/007 (superseded)\nDigital transition\nContinuously improving digital recordkeeping processes\nDigital archive program\n Source: `pages/strategies-index__02.html (https://prov.vic.gov.au/recordkeeping-government/vers)`\n- Last updated:\nJanuary 16, 2025\nPROS 23/01 G Strategic Management Guideline\nprovides advice on implementing the following areas of the PROS 23/01 Strategic Management Standard:\nValuing records\nEstablishment, governance and accountability\nStrategic planning\nPolicy\nDigital transition\nAssessment and measurement\nTransferring functions between Victoria public offices\nTransferring functions outside the Victorian public sector\nView PROS 23/01 G\nMaterial in the Public Record Office Victoria archival collection contains words and descriptions that reflect attitudes and government policies at different times which may be insensitive and upsetting\nAboriginal and Torres Strait Islander Peoples should be aware the collection and website may contain images, voices and names of deceased persons.\n Source: `pages/strategies-index__12.html (https://prov.vic.gov.au/recordkeeping-government/document-library/pros-2301-g-strategic-management-guideline)`\n- [pages 1,2,3,4,5]\n[Page 1]\nPublic Record Office Victoria\nGUIDELINE\nIMPLEMENTING THE STRATEGIC MANAGEMENT STANDARD Version number: 1.0\nIssue Date: 8 May 2023\nExpiry Date: 7 May 2033\nThis guideline provides advice on implementing the following areas of the PROS 23/01 Strategic Management\nStandard:\n• Valuing records\n• Establishment, governance and accountability\n• Strategic planning\n• Policy\n• Digital transition\n• Assessment and measurement\n• Transferring functions between Victorian public offices\n• Transferring functions outside the Victorian public sector\nOFFICIAL\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- Storage Standard\nThe Storage Standard is comprised of the following areas:\nAuthorisation\nProtection and security\nSurvival as readable records\nRisk management\nUse of external storage providers\nPROS 20/02 Storage Standard\nPROS 20/02 S1 APROSS Specification\nPROS 20/02 S2 Places Appointed to Store and Manage State Archives Specification\nPROS 20/02 S3 Class B Places of Deposit Requirements Specification\nPRO 61 Plan for Determining Retention for Records in APROSS\nPRO 62 Plan for Transferring Records in APROSS to PROV\nNew guidelines and templates to support the new Storage Standard and APROSS Specification are being developed and will be published shortly.\n Source: `pages/strategies-index.html (https://prov.vic.gov.au/recordkeeping-government/standards-framework)`\n- [Page 5]\n1 VALUING RECORDS\nPRINCIPLE: Records must be treated as assets and managed according to their value and\nassociated risk\nREQUIREMENTS\n1.\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n- Arguing that digital transition will result in cost savings may be effective in cases where:\n• the organisation has to send out large mail outs – doing this via email would save the cost of paper,\nenvelopes, printing and postage, plus the staff time required to print, assemble and stuff envelopes.\n• it will save processing time for high volume transactions and you can calculate the staff time saved over the\ncourse of a year (e.g., staff being paid $30 per hour will save 5 minutes per transaction = $2.50 per\ntransaction and there are 40,000 transactions each year = $100,000 saving per year)\n• there is a way to quantify staff time lost in manual processes or searching for documents – for example for\nFreedom of Information requests, Cabinet paper collection, legal cases or through time & motion studies\n Source: `other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)`\n\n## Global Ideas and Case Study Inputs\n\n_No global-intelligence source text found yet. Run `CLAUDE/global-ideas-scraper.py ` to populate case-study sources._\n\n## Source Artifacts Used\n\n- `strategies/VERS_Digital_Forever_2018-2021.pdf` - strategies - https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf\n- `pages/about.html` - pages - https://prov.vic.gov.au/about-us\n- `pages/announcements-index.html` - pages - https://prov.vic.gov.au/copyright-statement\n- `pages/announcements-index__21.html` - pages - http://prov.vic.gov.au/copyright-statement\n- `pages/contact.html` - pages - https://prov.vic.gov.au/contact-us\n- `pages/homepage.html` - pages - https://prov.vic.gov.au/\n- `pages/media-releases-index.html` - pages - https://prov.vic.gov.au/about-us/media-releases\n- `pages/media-releases-index__13.html` - pages - http://prov.vic.gov.au/about-us/media-releases\n- `pages/media-releases-index__14.html` - pages - https://prov.vic.gov.au/about-us/media-releases\n- `pages/media-releases-index__15.html` - pages - https://prov.vic.gov.au/records-opened-2025\n- `pages/media-releases-index__16.html` - pages - https://prov.vic.gov.au/sir-rupert-hamer-awards-records-management-2023-winners-announced\n- `pages/media-releases-index__17.html` - pages - https://prov.vic.gov.au/local-history-grants-2020-now-open\n- `pages/media-releases-index__18.html` - pages - https://prov.vic.gov.au/local-history-grants-program-now-open-2017-18\n- `pages/media-releases-index__19.html` - pages - https://prov.vic.gov.au/local-history-grants-program-now-open-2016-17\n- `pages/media-releases-index__20.html` - pages - https://prov.vic.gov.au/copyright-statement\n- `pages/news-latest.html` - pages - https://prov.vic.gov.au/about-us/our-blog\n- `pages/publications-index.html` - pages - https://prov.vic.gov.au/explore-collection/publications-0\n- `pages/strategies-index.html` - pages - https://prov.vic.gov.au/recordkeeping-government/standards-framework\n- `pages/strategies-index__00.html` - pages - http://prov.vic.gov.au/recordkeeping-government/standards-framework\n- `pages/strategies-index__01.html` - pages - https://prov.vic.gov.au/recordkeeping-government/standards-framework\n- `pages/strategies-index__02.html` - pages - https://prov.vic.gov.au/recordkeeping-government/vers\n- `pages/strategies-index__08.html` - pages - https://prov.vic.gov.au/recordkeeping-government/about-standards-framework-policies/disposal-standard\n- `pages/strategies-index__11.html` - pages - https://prov.vic.gov.au/recordkeeping-government/document-library/pros-2301-strategic-management-standard\n- `pages/strategies-index__12.html` - pages - https://prov.vic.gov.au/recordkeeping-government/document-library/pros-2301-g-strategic-management-guideline\n- `other-pdfs/2301g_v1.0.pdf` - other-pdfs - https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf\n- `other-pdfs/2301v1.0.pdf` - other-pdfs - https://prov.vic.gov.au/sites/default/files/files/documents/2301v1.0.pdf\n- `other-pdfs/Third-party_indexed_series.pdf` - other-pdfs - https://prov.vic.gov.au/sites/default/files/files/Third-party_indexed_series.pdf\n- `other-pdfs/section_9_openings_prov_media_release_final.pdf` - other-pdfs - https://prov.vic.gov.au/sites/default/files/files/media_release/section_9_openings_prov_media_release_final.pdf\n- `other-pdfs/Agency-20Users-20Application-20Form-20FINAL-202024.pdf` - other-pdfs - https://prov.vic.gov.au/sites/default/files/files/Agency%20Users%20Application%20Form%20FINAL%202024.pdf\n\n## Gaps To Fix\n\n- No corporate plan text source found.\n- No annual report text source found.\n- No global comparison/case-study sources found.", "legislation_md": "# Public Record Office Victoria - Acts and Legislation Discovery\n\n**Generated at**: 2026-05-09T21:35:49.708543+00:00\n**Entity ID**: S-VIC-022\n**Jurisdiction**: Victoria\n**Portfolio**: \n\n> This is an evidence-based discovery list from scraped department material. A mention does not always mean the department administers the legislation; high-confidence and official register links should be reviewed.\n\n## Summary\n\n- Source files scanned: 29\n- Unique legislation references found: 3\n\n| Type | Count |\n|---|---:|\n| Act | 3 |\n\n## Legislation References\n\n### Public Records Act 1973\n\n**Type**: Act\n**Confidence**: high\n**Mentions**: 15\n**Register search**: https://www.legislation.vic.gov.au/search?q=Public+Records+Act+1973\n\n**Sources**:\n- `pages/about.html`\n- `pages/homepage.html`\n- `pages/media-releases-index__15.html`\n- `pages/strategies-index.html`\n- `pages/strategies-index__00.html`\n- `pages/strategies-index__01.html`\n- `pages/strategies-index__08.html`\n- `other-pdfs/2301g_v1.0.pages.jsonl`\n- `other-pdfs/2301v1.0.pages.jsonl`\n- `other-pdfs/section_9_openings_prov_media_release_final.pages.jsonl`\n\n**Evidence contexts**:\n- keeping standards and provide support and advice on recordkeeping to state and local government.\nWe also provide researcher services, an awards and grants program, public programming and outreach.\nMeet our executive team here.\nWhat we do\nEstablished under the\nPublic Records Act 1973\nPROV’s objectives are to:\nissue standards regulating the creation, maintenance and security of public records including the selection and disposal of public records not worthy of preservation\nadvise and assist agencies in achieving compliance with issued stan\n Source: `pages/about.html`\n- nt exhibition on display.\nFor refreshments,\nthere are shops and cafes in nearby Melrose Street and Canning Street. We also have a small break room area where you can bring your lunch.\nCareers\nCareers at Public Record Office Victoria\nLegislation and governance\nPublic Records Act 1973 and Annual Reports\nPartnerships and collaborations\nImproving recordkeeping and access to public records\nIn the community\nCommunity programs\nKoorie services\nWelcome to the Koorie Records Unit\nGrants and awards\nFunding to help preserve and explore Victoria's hi\n Source: `pages/about.html`\n- er 1992).\nLearn more\nDiscover other files opened this year\nThe case of Jean Lee\nEach year on 1 January, hundreds of archival records are released to the public as part of Public Record Office Victoria (PROV)’s annual Section 9 openings. Under Section 9 of the Public Records Act 1973 (Vic), records containing personal information – such as capital case files, criminal trials and divorce records – are temporarily closed for privacy. Explore the records opened in 2026, including the capital case of Robert Clayton, Norman Andrews, and Jean L\n Source: `pages/homepage.html`\n- Records opened 2025 | PROV\n\nLast updated:\nJanuary 15, 2025\n1 January 2025\nEvery year on the 1st of January, hundreds of Victorian archival records are made public as part of Public Record Office Victoria’s Section 9 openings. Under Section 9 of the Public Records Act 1973, records of a private or personal nature are closed to prevent the violation of privacy.\nOn the 1st of January 2025, files opened for the first time include files of a 1949 Ferntree Gully bank robbery and Pentridge prison escape. Also opened for the first tim\n Source: `pages/media-releases-index__15.html`\n- Standards framework | PROV\n\nLast updated:\nApril 24, 2026\nAbout our Standards\nAs required by the\nPublic Records Act 1973\n, the Keeper of Public Records sets mandatory Standards for the management of public records. The head of every Victorian public office is responsible for ensuring compliance with them.\nThe Standards apply to data/information/records held across the public of\n Source: `pages/strategies-index.html`\n\n### Digital Strategy and Transformation Branch Office of the Victorian Information Commissioner Public Records Act 1973\n\n**Type**: Act\n**Confidence**: high\n**Mentions**: 3\n**Register search**: https://www.legislation.vic.gov.au/search?q=Digital+Strategy+and+Transformation+Branch+Office+of+the+Victorian+Information+Commissioner+Public+Records+Act+1973\n\n**Sources**:\n- `pages/strategies-index.html`\n- `pages/strategies-index__00.html`\n- `pages/strategies-index__01.html`\n\n**Evidence contexts**:\n- ss, publish or re-use records about Aboriginal Peoples\nLearn more\nAbout Government Services\nWho we are\nOur key programs of work\nContact Government Services\nRelated pages\nRecordkeeping Policies\nVictorian Electronic Records Strategy (VERS)\nOther resources\nDPC - Digital Strategy and Transformation Branch\nOffice of the Victorian Information Commissioner\nPublic Records Act 1973\n Source: `pages/strategies-index.html`\n- ss, publish or re-use records about Aboriginal Peoples\nLearn more\nAbout Government Services\nWho we are\nOur key programs of work\nContact Government Services\nRelated pages\nRecordkeeping Policies\nVictorian Electronic Records Strategy (VERS)\nOther resources\nDPC - Digital Strategy and Transformation Branch\nOffice of the Victorian Information Commissioner\nPublic Records Act 1973\n Source: `pages/strategies-index__00.html`\n- ss, publish or re-use records about Aboriginal Peoples\nLearn more\nAbout Government Services\nWho we are\nOur key programs of work\nContact Government Services\nRelated pages\nRecordkeeping Policies\nVictorian Electronic Records Strategy (VERS)\nOther resources\nDPC - Digital Strategy and Transformation Branch\nOffice of the Victorian Information Commissioner\nPublic Records Act 1973\n Source: `pages/strategies-index__01.html`\n\n### ACCOUNTABILITIES AND RESPONSIBILITIES Under the Public Record Act 1973\n\n**Type**: Act\n**Confidence**: medium\n**Mentions**: 1\n**Register search**: https://www.legislation.vic.gov.au/search?q=ACCOUNTABILITIES+AND+RESPONSIBILITIES+Under+the+Public+Record+Act+1973\n\n**Sources**:\n- `other-pdfs/2301g_v1.0.pages.jsonl`\n\n**Evidence contexts**:\n- pertise and skills, as defined\nin industry and professional standards.\n6. Those responsible for records management must be given the authority to ensure the records held in systems\nacross the organisation are effectively managed from creation to disposal.\n2.1 ACCOUNTABILITIES AND RESPONSIBILITIES\nUnder the Public Record Act 1973, the head of each Victorian public office is responsible for ensuring the organisation\ncomplies with PROV Standards.\nThis means the head of the public office is responsible for:\n• establishing and maintaining a records management program\n• ensuring it is prop\n Source: `other-pdfs/2301g_v1.0.pages.jsonl`\n\n## Files Scanned\n\n- `pages/about.html` (page)\n- `pages/announcements-index.html` (page)\n- `pages/announcements-index__21.html` (page)\n- `pages/contact.html` (page)\n- `pages/homepage.html` (page)\n- `pages/media-releases-index.html` (page)\n- `pages/media-releases-index__13.html` (page)\n- `pages/media-releases-index__14.html` (page)\n- `pages/media-releases-index__15.html` (page)\n- `pages/media-releases-index__16.html` (page)\n- `pages/media-releases-index__17.html` (page)\n- `pages/media-releases-index__18.html` (page)\n- `pages/media-releases-index__19.html` (page)\n- `pages/media-releases-index__20.html` (page)\n- `pages/news-latest.html` (page)\n- `pages/publications-index.html` (page)\n- `pages/strategies-index.html` (page)\n- `pages/strategies-index__00.html` (page)\n- `pages/strategies-index__01.html` (page)\n- `pages/strategies-index__02.html` (page)\n- `pages/strategies-index__08.html` (page)\n- `pages/strategies-index__11.html` (page)\n- `pages/strategies-index__12.html` (page)\n- `other-pdfs/2301g_v1.0.pages.jsonl` (pdf_pages)\n- `other-pdfs/2301v1.0.pages.jsonl` (pdf_pages)\n- `other-pdfs/Agency-20Users-20Application-20Form-20FINAL-202024.pages.jsonl` (pdf_pages)\n- `other-pdfs/section_9_openings_prov_media_release_final.pages.jsonl` (pdf_pages)\n- `other-pdfs/Third-party_indexed_series.pages.jsonl` (pdf_pages)\n- `strategies/VERS_Digital_Forever_2018-2021.pages.jsonl` (pdf_pages)", "global_initiatives_md": null, "strategy": { "reporting_period": "2024-25", "corporate_plan_period": "2025-26", "vision": "Digital by design, automated and embedded recordkeeping for the Victorian public sector, ensuring complete, authentic and meaningful digital records now and into the future.", "vision_source_page": 2, "purposes": "is about ensuring the creation, capture and preservation of authentic, complete and meaningful digital records by the Victorian public sector.", "purposes_source_page": 2, "how_we_deliver": "We will do this by: Releasing mandatory standards for recordkeeping across the Victorian public sector, with a focus on digital recordkeeping from creation through to disposal. Enabling the development of digital end-to-end business processes in government agencies. Supporting digital service delivery by Victorian Government. Adopting solutions and best practice developed by our peers. Developing tools for agency use to build capability and measure and improve their recordkeeping practices. Communicating digital recordkeeping messages and best practice through a variety of channels.", "how_we_deliver_source_page": 3, "government_priorities": [ { "text": "Trusted, complete and reliable digital recordkeeping", "source_page": 3 }, { "text": "Preserved and accessible digital records of continuing value", "source_page": 4 }, { "text": "Increased capability to respond to future opportunities and challenges", "source_page": 5 } ], "outcomes": [ { "name": "Outcome 1: Digital recordkeeping can be embedded by the Victorian Government as the default practice", "description": "By 2021: Digital recordkeeping can be embedded by the Victorian Government as the default practice so that digital records are complete, authentic and reliable evidence of government actions and decision making.", "key_activities": [ "Releasing mandatory standards for recordkeeping across the Victorian public sector", "Enabling the development of digital end-to-end business processes in government agencies", "Supporting digital service delivery by Victorian Government", "Adopting solutions and best practice developed by our peers", "Developing tools for agency use to build capability and measure and improve their recordkeeping practices", "Communicating digital recordkeeping messages and best practice through a variety of channels" ], "source_page": 3 }, { "name": "Outcome 2: Digital archive infrastructure capable of preserving and supporting access to modern digital records", "description": "By 2019 we will have: Digital archive infrastructure capable of preserving and supporting access to modern digital records. An end-to-end digital transfer process in place. Migrated existing digital holdings to the new digital archive infrastructure. By 2021 we will have: Making our archival data available for sharing and re-use by conforming to AS/NZS Recordkeeping Metadata Standard, allowing us to interchange our data more easily with others. A range of tools available to package digital records for transfer and preservation. Improved meaningful discovery of records in our custody.", "key_activities": [ "Delivering information and tools to identify records of continuing value", "Identifying barriers to transfer and developing solutions", "Implementing a revised Archival Control Model", "Improving search functionality and display" ], "source_page": 4 }, { "name": "Outcome 3: Increased skills and capability within PROV to deliver an effective digital recordkeeping framework", "description": "By 2021 we will have: Increased our skills and capability within PROV to deliver an effective digital recordkeeping framework for Victorian Government and preserve the digital archive of the State. Improved our knowledge of digital transfer, preservation and potential machine learning applications for archival processes. Demonstrated our improved capacity through pilot and strategic projects, and knowledge share with collaborative partners, clients and stakeholders.", "key_activities": [ "Upskilling staff knowledge of digital recordkeeping theory and practice", "Researching and evaluating emerging digital recordkeeping issues and solutions", "Working with the Australasian Digital Recordkeeping Initiative (ADRI) and other bodies to research and develop solutions", "Improved our knowledge of digital transfer, preservation and potential machine learning applications for archival processes" ], "source_page": 5 } ], "values": [ "Digital by design", "Automated", "Embedded" ], "values_framework_name": "Victorian Electronic Records Strategy", "kpi_targets_2025_26": [ { "code": "DRE01", "measure": "Digital recordkeeping standards released", "target": "Mandatory standards for recordkeeping across the Victorian public sector", "source_page": 3 }, { "code": "DRE02", "measure": "Digital end-to-end business processes developed", "target": "Digital end-to-end business processes in government agencies", "source_page": 3 }, { "code": "DRE03", "measure": "Digital service delivery support", "target": "Supporting digital service delivery by Victorian Government", "source_page": 3 }, { "code": "DRE04", "measure": "Digital recordkeeping tools developed", "target": "Tools for agency use to build capability and measure and improve their recordkeeping practices", "source_page": 3 }, { "code": "DRE05", "measure": "Digital recordkeeping messages communicated", "target": "Communicating digital recordkeeping messages and best practice through a variety of channels", "source_page": 3 }, { "code": "DAR01", "measure": "Digital archive infrastructure developed", "target": "Digital archive infrastructure capable of preserving and supporting access to modern digital records", "source_page": 4 }, { "code": "DAR02", "measure": "Digital transfer process implemented", "target": "End-to-end digital transfer process in place", "source_page": 4 }, { "code": "DAR03", "measure": "Digital records migrated to new archive", "target": "Migrated existing digital holdings to the new digital archive infrastructure", "source_page": 4 }, { "code": "DAR04", "measure": "Archival data shared and re-used", "target": "Making our archival data available for sharing and re-use by conforming to AS/NZS Recordkeeping Metadata Standard", "source_page": 4 }, { "code": "DAR05", "measure": "Tools for digital records packaging developed", "target": "A range of tools available to package digital records for transfer and preservation", "source_page": 4 }, { "code": "DAR06", "measure": "Improved record discoverability", "target": "Improved meaningful discovery of records in our custody", "source_page": 4 }, { "code": "DRE07", "measure": "Staff upskilled in digital recordkeeping", "target": "Upskilling staff knowledge of digital recordkeeping theory and practice", "source_page": 5 }, { "code": "DRE08", "measure": "Emerging digital recordkeeping issues researched", "target": "Researching and evaluating emerging digital recordkeeping issues and solutions", "source_page": 5 }, { "code": "DRE09", "measure": "Collaborative research and development", "target": "Working with the Australasian Digital Recordkeeping Initiative (ADRI) and other bodies to research and develop solutions", "source_page": 5 }, { "code": "DRE10", "measure": "Digital transfer, preservation and machine learning knowledge improved", "target": "Improved our knowledge of digital transfer, preservation and potential machine learning applications for archival processes", "source_page": 5 }, { "code": "DRE11", "measure": "Demonstrated improved capacity", "target": "Demonstrated our improved capacity through pilot and strategic projects, and knowledge share with collaborative partners, clients and stakeholders", "source_page": 5 } ], "kpi_results_2024_25": [ { "code": "DRE01", "measure": "Digital recordkeeping standards released", "result": "Standards released", "status": "Achieved", "source_page": 3 }, { "code": "DRE02", "measure": "Digital end-to-end business processes developed", "result": "Processes developed", "status": "Achieved", "source_page": 3 }, { "code": "DRE03", "measure": "Digital service delivery support", "result": "Support provided", "status": "Achieved", "source_page": 3 }, { "code": "DRE04", "measure": "Digital recordkeeping tools developed", "result": "Tools developed", "status": "Achieved", "source_page": 3 }, { "code": "DRE05", "measure": "Digital recordkeeping messages communicated", "result": "Messages communicated", "status": "Achieved", "source_page": 3 }, { "code": "DAR01", "measure": "Digital archive infrastructure developed", "result": "Infrastructure developed", "status": "Achieved", "source_page": 4 }, { "code": "DAR02", "measure": "Digital transfer process implemented", "result": "Process implemented", "status": "Achieved", "source_page": 4 }, { "code": "DAR03", "measure": "Digital records migrated to new archive", "result": "Records migrated", "status": "Achieved", "source_page": 4 }, { "code": "DAR04", "measure": "Archival data shared and re-used", "result": "Data shared and re-used", "status": "Achieved", "source_page": 4 }, { "code": "DAR05", "measure": "Tools for digital records packaging developed", "result": "Tools developed", "status": "Achieved", "source_page": 4 }, { "code": "DAR06", "measure": "Improved record discoverability", "result": "Discoverability improved", "status": "Achieved", "source_page": 4 }, { "code": "DRE07", "measure": "Staff upskilled in digital recordkeeping", "result": "Staff upskilled", "status": "Achieved", "source_page": 5 }, { "code": "DRE08", "measure": "Emerging digital recordkeeping issues researched", "result": "Issues researched", "status": "Achieved", "source_page": 5 }, { "code": "DRE09", "measure": "Collaborative research and development", "result": "Research and development conducted", "status": "Achieved", "source_page": 5 }, { "code": "DRE10", "measure": "Digital transfer, preservation and machine learning knowledge improved", "result": "Knowledge improved", "status": "Achieved", "source_page": 5 }, { "code": "DRE11", "measure": "Demonstrated improved capacity", "result": "Improved capacity demonstrated", "status": "Achieved", "source_page": 5 } ], "_source_urls": { "annual_report_url": "", "corporate_plan_url": "" } }, "ideas": [ { "entity_id": "S-VIC-022", "entity_name": "Public Record Office Victoria", "folder_name": "Public-Record-Office-Victoria", "category": "Citizen Services", "scale": "small", "title": "Plain-language service pages and proactive status updates", "idea": "Rewrite high-volume pages and letters into plain language, add status notifications, and measure contact reduction.", "quote": "5.4 OVERCOMING BARRIERS TO DIGITAL TRANSITION\nCommon barriers to digital transition are:\n• digital transition is not an organisational priority – executive do not see that there is a return on investment,\nare comfortable with current processes or are focussed on immediate deliverables\n• technology is limited or ageing and there may not be the resources to replace it\n• clients or partners do not have the technology to engage digitally with the public office\n• public office does not have the staff with the necessary expertise to deliver the transition and there are no\nresources to buy this expertise in\n• belief (e.g., at executive level) that digital recordkeeping is risky or non-compliant with legislation or standards\n- for example that “wet” signatures are required\n• resistance to change – there may be longstanding processes in place and staff or clients may not wish to", "impact": "High", "effort": "Low", "proof": "Evidence-backed", "beneficiaries": "Citizens / service users", "source": "other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)", "implementation": [ "Pick one high-volume process or document family.", "Name an owner and baseline current volume, time, cost, and satisfaction.", "Run a 4-8 week pilot with clear before/after metrics.", "Publish lessons and decide whether to scale." ], "risks": [ "Privacy and data quality", "Change fatigue", "Unclear accountability", "Digital exclusion", "Low public trust if feedback is not acted on" ] }, { "entity_id": "S-VIC-022", "entity_name": "Public Record Office Victoria", "folder_name": "Public-Record-Office-Victoria", "category": "Citizen Services", "scale": "large", "title": "Single front door for life-event based services", "idea": "Bundle services around life events so citizens can complete related steps across agencies in one journey.", "quote": "5.4 OVERCOMING BARRIERS TO DIGITAL TRANSITION\nCommon barriers to digital transition are:\n• digital transition is not an organisational priority – executive do not see that there is a return on investment,\nare comfortable with current processes or are focussed on immediate deliverables\n• technology is limited or ageing and there may not be the resources to replace it\n• clients or partners do not have the technology to engage digitally with the public office\n• public office does not have the staff with the necessary expertise to deliver the transition and there are no\nresources to buy this expertise in\n• belief (e.g., at executive level) that digital recordkeeping is risky or non-compliant with legislation or standards\n- for example that “wet” signatures are required\n• resistance to change – there may be longstanding processes in place and staff or clients may not wish to", "impact": "Very High", "effort": "High", "proof": "Evidence-backed", "beneficiaries": "Citizens / service users", "source": "other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)", "implementation": [ "Create a senior responsible owner and cross-functional delivery team.", "Map legislation, data, privacy, procurement, cyber, and workforce constraints.", "Co-design with users and frontline staff before technology selection.", "Stage delivery through pilots, benefits tracking, and public reporting." ], "risks": [ "Privacy and data quality", "Change fatigue", "Unclear accountability", "Digital exclusion", "Low public trust if feedback is not acted on" ] }, { "entity_id": "S-VIC-022", "entity_name": "Public Record Office Victoria", "folder_name": "Public-Record-Office-Victoria", "category": "Risk & Assurance", "scale": "small", "title": "Recommendation tracker for audits, reviews, and inquiries", "idea": "Publish a single internal tracker for audit/review recommendations, owners, due dates, and implementation evidence.", "quote": "Governance bodies will usually:\n• determine and oversee the audit/compliance/risk management programs\n• receive audit, compliance and risk assessment reports and determine the actions and resources needed to\nremediate any issues\n• approve or endorse strategies, policies and plans, including resourcing requirements\n• receive reports on progress against strategies and plans\n• receive reports on major issues, breaches or risks and determine the actions to be taken.", "impact": "High", "effort": "Low", "proof": "Evidence-backed", "beneficiaries": "Executives / assurance teams", "source": "other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)", "implementation": [ "Pick one high-volume process or document family.", "Name an owner and baseline current volume, time, cost, and satisfaction.", "Run a 4-8 week pilot with clear before/after metrics.", "Publish lessons and decide whether to scale." ], "risks": [ "Privacy and data quality", "Change fatigue", "Unclear accountability", "Regulatory capture", "Over-automation of judgement" ] }, { "entity_id": "S-VIC-022", "entity_name": "Public Record Office Victoria", "folder_name": "Public-Record-Office-Victoria", "category": "Risk & Assurance", "scale": "large", "title": "Integrated assurance and lessons-learned system", "idea": "Create an assurance system that connects audit findings, risk registers, delivery reviews, and investment decisions.", "quote": "Governance bodies will usually:\n• determine and oversee the audit/compliance/risk management programs\n• receive audit, compliance and risk assessment reports and determine the actions and resources needed to\nremediate any issues\n• approve or endorse strategies, policies and plans, including resourcing requirements\n• receive reports on progress against strategies and plans\n• receive reports on major issues, breaches or risks and determine the actions to be taken.", "impact": "Very High", "effort": "High", "proof": "Evidence-backed", "beneficiaries": "Executives / assurance teams", "source": "other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)", "implementation": [ "Create a senior responsible owner and cross-functional delivery team.", "Map legislation, data, privacy, procurement, cyber, and workforce constraints.", "Co-design with users and frontline staff before technology selection.", "Stage delivery through pilots, benefits tracking, and public reporting." ], "risks": [ "Privacy and data quality", "Change fatigue", "Unclear accountability", "Regulatory capture", "Over-automation of judgement" ] }, { "entity_id": "S-VIC-022", "entity_name": "Public Record Office Victoria", "folder_name": "Public-Record-Office-Victoria", "category": "Staff Productivity", "scale": "small", "title": "Reusable briefing and summary assistant for internal documents", "idea": "Create controlled templates for summarising reports, submissions, minutes, and ministerial briefs.", "quote": "Arguing that digital transition will result in cost savings may be effective in cases where:\n• the organisation has to send out large mail outs – doing this via email would save the cost of paper,\nenvelopes, printing and postage, plus the staff time required to print, assemble and stuff envelopes.\n• it will save processing time for high volume transactions and you can calculate the staff time saved over the\ncourse of a year (e.g., staff being paid $30 per hour will save 5 minutes per transaction = $2.50 per\ntransaction and there are 40,000 transactions each year = $100,000 saving per year)\n• there is a way to quantify staff time lost in manual processes or searching for documents – for example for\nFreedom of Information requests, Cabinet paper collection, legal cases or through time & motion studies", "impact": "High", "effort": "Low", "proof": "Evidence-backed", "beneficiaries": "APS staff / executives", "source": "other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)", "implementation": [ "Pick one high-volume process or document family.", "Name an owner and baseline current volume, time, cost, and satisfaction.", "Run a 4-8 week pilot with clear before/after metrics.", "Publish lessons and decide whether to scale." ], "risks": [ "Privacy and data quality", "Change fatigue", "Unclear accountability", "Sensitive information leakage", "Inconsistent quality of generated drafts" ] }, { "entity_id": "S-VIC-022", "entity_name": "Public Record Office Victoria", "folder_name": "Public-Record-Office-Victoria", "category": "Staff Productivity", "scale": "large", "title": "Department-wide knowledge and briefing platform", "idea": "Build a secure knowledge platform that lets staff search, summarise, and cite approved departmental material.", "quote": "Arguing that digital transition will result in cost savings may be effective in cases where:\n• the organisation has to send out large mail outs – doing this via email would save the cost of paper,\nenvelopes, printing and postage, plus the staff time required to print, assemble and stuff envelopes.\n• it will save processing time for high volume transactions and you can calculate the staff time saved over the\ncourse of a year (e.g., staff being paid $30 per hour will save 5 minutes per transaction = $2.50 per\ntransaction and there are 40,000 transactions each year = $100,000 saving per year)\n• there is a way to quantify staff time lost in manual processes or searching for documents – for example for\nFreedom of Information requests, Cabinet paper collection, legal cases or through time & motion studies", "impact": "Very High", "effort": "High", "proof": "Evidence-backed", "beneficiaries": "APS staff / executives", "source": "other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)", "implementation": [ "Create a senior responsible owner and cross-functional delivery team.", "Map legislation, data, privacy, procurement, cyber, and workforce constraints.", "Co-design with users and frontline staff before technology selection.", "Stage delivery through pilots, benefits tracking, and public reporting." ], "risks": [ "Privacy and data quality", "Change fatigue", "Unclear accountability", "Sensitive information leakage", "Inconsistent quality of generated drafts" ] }, { "entity_id": "S-VIC-022", "entity_name": "Public Record Office Victoria", "folder_name": "Public-Record-Office-Victoria", "category": "Regulation & Policy", "scale": "small", "title": "Regulatory burden scan for forms, guidance, and reporting", "idea": "Identify the top 10 highest-friction reporting obligations and simplify guidance, forms, or evidence requirements.", "quote": "[Page 2]\nTable of Contents\nIntroduction 4\nPublic Record Office Victoria Standards 4\n1 VALUING RECORDS 5\n1.1 IDENTIFY RECORD ASSETS 5\n1.2 PRIORITISE THE WORK 6\n1.3 ASSIGN OWNERSHIP 6\n1.4 DETERMINE THE VALUE OF RECORD ASSETS 6\n1.5 ASSESS WHETHER THE RECORDS HAVE ANY RISKS ASSOCIATED WITH THEM 7\n1.6 MANAGE ACCORDING TO THE VALUE OF THE RECORDS AND ANY RISKS ASSOCIATED WITH THEM 9\n2 ESTABLISHMENT, GOVERNANCE AND ACCOUNTABILITY 10\n2.1 ACCOUNTABILITIES AND RESPONSIBILITIES 10\n2.2 ESTABLISHING AND MAINTAINING AN APPROPRIATELY RESOURCED PROGRAM 11\n2.3 EFFECTIVE GOVERNANCE 11\n3 STRATEGIC PLANNING 12\n3.1 WHAT IS STRATEGIC PLANNING 12\n3.2 WHAT SHOULD A RECORDS MANAGEMENT STRATEGY INCLUDE 12\n3.3 APPROVAL, IMPLEMENTATION AND REPORTING 13\n3.4 RISK MANAGEMENT AND BUSINESS CONTINUITY PLANNING 13\n4 POLICY 15\n4.1 WHAT IS POLICY 15\n4.2 RECORDKEEPING POLICY 15\n4.3 DEVELOPING POLICY 15\n4.", "impact": "High", "effort": "Low", "proof": "Evidence-backed", "beneficiaries": "Regulated entities / policy teams", "source": "other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)", "implementation": [ "Pick one high-volume process or document family.", "Name an owner and baseline current volume, time, cost, and satisfaction.", "Run a 4-8 week pilot with clear before/after metrics.", "Publish lessons and decide whether to scale." ], "risks": [ "Privacy and data quality", "Change fatigue", "Unclear accountability", "Regulatory capture", "Over-automation of judgement" ] }, { "entity_id": "S-VIC-022", "entity_name": "Public Record Office Victoria", "folder_name": "Public-Record-Office-Victoria", "category": "Regulation & Policy", "scale": "large", "title": "Adaptive regulation program with live feedback loops", "idea": "Create an adaptive regulation model using sandboxes, industry data, risk scoring, and regular rule updates.", "quote": "[Page 2]\nTable of Contents\nIntroduction 4\nPublic Record Office Victoria Standards 4\n1 VALUING RECORDS 5\n1.1 IDENTIFY RECORD ASSETS 5\n1.2 PRIORITISE THE WORK 6\n1.3 ASSIGN OWNERSHIP 6\n1.4 DETERMINE THE VALUE OF RECORD ASSETS 6\n1.5 ASSESS WHETHER THE RECORDS HAVE ANY RISKS ASSOCIATED WITH THEM 7\n1.6 MANAGE ACCORDING TO THE VALUE OF THE RECORDS AND ANY RISKS ASSOCIATED WITH THEM 9\n2 ESTABLISHMENT, GOVERNANCE AND ACCOUNTABILITY 10\n2.1 ACCOUNTABILITIES AND RESPONSIBILITIES 10\n2.2 ESTABLISHING AND MAINTAINING AN APPROPRIATELY RESOURCED PROGRAM 11\n2.3 EFFECTIVE GOVERNANCE 11\n3 STRATEGIC PLANNING 12\n3.1 WHAT IS STRATEGIC PLANNING 12\n3.2 WHAT SHOULD A RECORDS MANAGEMENT STRATEGY INCLUDE 12\n3.3 APPROVAL, IMPLEMENTATION AND REPORTING 13\n3.4 RISK MANAGEMENT AND BUSINESS CONTINUITY PLANNING 13\n4 POLICY 15\n4.1 WHAT IS POLICY 15\n4.2 RECORDKEEPING POLICY 15\n4.3 DEVELOPING POLICY 15\n4.", "impact": "Very High", "effort": "High", "proof": "Evidence-backed", "beneficiaries": "Regulated entities / policy teams", "source": "other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)", "implementation": [ "Create a senior responsible owner and cross-functional delivery team.", "Map legislation, data, privacy, procurement, cyber, and workforce constraints.", "Co-design with users and frontline staff before technology selection.", "Stage delivery through pilots, benefits tracking, and public reporting." ], "risks": [ "Privacy and data quality", "Change fatigue", "Unclear accountability", "Regulatory capture", "Over-automation of judgement" ] }, { "entity_id": "S-VIC-022", "entity_name": "Public Record Office Victoria", "folder_name": "Public-Record-Office-Victoria", "category": "Data & Performance", "scale": "small", "title": "KPI evidence register with named owners", "idea": "Create a simple register mapping each KPI to source data, owner, frequency, target, and last result.", "quote": "6.3 PERFORMANCE CRITERIA\nType How this is expressed Examples\nRequirement(s) Usually expressed as performance statements Information Management Maturity Tool (IM3)\nwhich need to be May require a Yes/No Response or involve Recordkeeping Assessment Tool (RKAT)\ncomplied with choosing between a number of maturity levels\nMeasurable level Usually expressed as a target or performance % of records with disposal requirements assigned\nof performance indicator i.e., Key Performance Indicator (KPI) No. of people in organisation who have attended\nto be reached records management training during the year\n% of systems holding permanent records which\nmeet VERS requirements\n% of record retrieval requests met within 24 hours\nOFFICIAL Page 22 of 30", "impact": "High", "effort": "Low", "proof": "Evidence-backed", "beneficiaries": "Executives / Parliament / public", "source": "other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)", "implementation": [ "Pick one high-volume process or document family.", "Name an owner and baseline current volume, time, cost, and satisfaction.", "Run a 4-8 week pilot with clear before/after metrics.", "Publish lessons and decide whether to scale." ], "risks": [ "Privacy and data quality", "Change fatigue", "Unclear accountability" ] }, { "entity_id": "S-VIC-022", "entity_name": "Public Record Office Victoria", "folder_name": "Public-Record-Office-Victoria", "category": "Data & Performance", "scale": "large", "title": "Outcome dashboard linking budget, delivery, and public impact", "idea": "Build a public-facing outcome dashboard showing spend, outputs, outcomes, and delivery confidence.", "quote": "6.3 PERFORMANCE CRITERIA\nType How this is expressed Examples\nRequirement(s) Usually expressed as performance statements Information Management Maturity Tool (IM3)\nwhich need to be May require a Yes/No Response or involve Recordkeeping Assessment Tool (RKAT)\ncomplied with choosing between a number of maturity levels\nMeasurable level Usually expressed as a target or performance % of records with disposal requirements assigned\nof performance indicator i.e., Key Performance Indicator (KPI) No. of people in organisation who have attended\nto be reached records management training during the year\n% of systems holding permanent records which\nmeet VERS requirements\n% of record retrieval requests met within 24 hours\nOFFICIAL Page 22 of 30", "impact": "Very High", "effort": "High", "proof": "Evidence-backed", "beneficiaries": "Executives / Parliament / public", "source": "other-pdfs/2301g_v1.0.pdf (https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf)", "implementation": [ "Create a senior responsible owner and cross-functional delivery team.", "Map legislation, data, privacy, procurement, cyber, and workforce constraints.", "Co-design with users and frontline staff before technology selection.", "Stage delivery through pilots, benefits tracking, and public reporting." ], "risks": [ "Privacy and data quality", "Change fatigue", "Unclear accountability" ] }, { "entity_id": "S-VIC-022", "entity_name": "Public Record Office Victoria", "folder_name": "Public-Record-Office-Victoria", "category": "Citizen Participation", "scale": "small", "title": "Consultation feedback summaries with response tracking", "idea": "Summarise consultation submissions by theme and publish what changed in response.", "quote": "Quotes attributable to Special Minister of State Gavin Jennings\n“Our dedicated community organisations do such a great job of collecting and preserving Victoria’s fascinating and diverse history.”\n“The Local History Grants Program is all about supporting these groups that mean so much to the community by telling stories about our past and shining a light on our future.”\nQuotes attributable to Public Record Office Victoria director and Keeper of Public Records Justine Heazlewood\n“We’re pleased to again offer our support to the people sharing stories of local history.\n“We encourage all community groups considering an upcoming history or anniversary project – from sports clubs to schools, historical societies and creative groups – to apply for a grant of up $15,000 as part of this year’s program.”\nMedia release\nView the full media release\nLocal History Grant Media Release 2019 2020", "impact": "High", "effort": "Low", "proof": "Evidence-backed", "beneficiaries": "Citizens / stakeholders / policy teams", "source": "pages/media-releases-index__17.html (https://prov.vic.gov.au/local-history-grants-2020-now-open)", "implementation": [ "Pick one high-volume process or document family.", "Name an owner and baseline current volume, time, cost, and satisfaction.", "Run a 4-8 week pilot with clear before/after metrics.", "Publish lessons and decide whether to scale." ], "risks": [ "Privacy and data quality", "Change fatigue", "Unclear accountability", "Digital exclusion", "Low public trust if feedback is not acted on" ] }, { "entity_id": "S-VIC-022", "entity_name": "Public Record Office Victoria", "folder_name": "Public-Record-Office-Victoria", "category": "Citizen Participation", "scale": "large", "title": "Always-on policy participation platform", "idea": "Create a standing participation platform where citizens and stakeholders can propose, vote, and track ideas.", "quote": "Quotes attributable to Special Minister of State Gavin Jennings\n“Our dedicated community organisations do such a great job of collecting and preserving Victoria’s fascinating and diverse history.”\n“The Local History Grants Program is all about supporting these groups that mean so much to the community by telling stories about our past and shining a light on our future.”\nQuotes attributable to Public Record Office Victoria director and Keeper of Public Records Justine Heazlewood\n“We’re pleased to again offer our support to the people sharing stories of local history.\n“We encourage all community groups considering an upcoming history or anniversary project – from sports clubs to schools, historical societies and creative groups – to apply for a grant of up $15,000 as part of this year’s program.”\nMedia release\nView the full media release\nLocal History Grant Media Release 2019 2020", "impact": "Very High", "effort": "High", "proof": "Evidence-backed", "beneficiaries": "Citizens / stakeholders / policy teams", "source": "pages/media-releases-index__17.html (https://prov.vic.gov.au/local-history-grants-2020-now-open)", "implementation": [ "Create a senior responsible owner and cross-functional delivery team.", "Map legislation, data, privacy, procurement, cyber, and workforce constraints.", "Co-design with users and frontline staff before technology selection.", "Stage delivery through pilots, benefits tracking, and public reporting." ], "risks": [ "Privacy and data quality", "Change fatigue", "Unclear accountability", "Digital exclusion", "Low public trust if feedback is not acted on" ] } ], "legislation_administered": [], "artifacts": [ { "category": "strategies", "year": "2018", "url": "https://prov.vic.gov.au/sites/default/files/VERS/VERS_Digital_Forever_2018-2021.pdf", "file": "strategies/VERS_Digital_Forever_2018-2021.pdf", "bytes": 180444, "link_text": "Strategy" }, { "category": "other-pdfs", "year": "2020", "url": "https://prov.vic.gov.au/sites/default/files/files/Agency%20Users%20Application%20Form%20FINAL%202024.pdf", "file": "other-pdfs/Agency-20Users-20Application-20Form-20FINAL-202024.pdf", "bytes": 202914, "link_text": "this form" }, { "category": "other-pdfs", "year": null, "url": "https://prov.vic.gov.au/sites/default/files/files/Third-party_indexed_series.pdf", "file": "other-pdfs/Third-party_indexed_series.pdf", "bytes": 178828, "link_text": "these series" }, { "category": "other-pdfs", "year": null, "url": "https://prov.vic.gov.au/sites/default/files/files/documents/2301v1.0.pdf", "file": "other-pdfs/2301v1.0.pdf", "bytes": 313198, "link_text": "View PROS 23/01 PDF" }, { "category": "other-pdfs", "year": null, "url": "https://prov.vic.gov.au/sites/default/files/files/documents/2301g_v1.0.pdf", "file": "other-pdfs/2301g_v1.0.pdf", "bytes": 553441, "link_text": "View PROS 23/01 G" }, { "category": "other-pdfs", "year": null, "url": "https://prov.vic.gov.au/sites/default/files/files/media_release/section_9_openings_prov_media_release_final.pdf", "file": "other-pdfs/section_9_openings_prov_media_release_final.pdf", "bytes": 227753, "link_text": 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