{ "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_global_initiatives_structured": false, "n_global_initiatives": 0, "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." }, "global_initiatives": 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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