Council should keep and manage their electronic records in compliance with standards approved under the State Records Act and with Australian Standard AS ISO 15489, Records Management issued as a code of best practice under the Act. The Government expects the same standards of recordkeeping to apply in the electronic environment as in the paper environment. Council should identify all …

The Back Scanning and Digitisation Project Tender has been awarded to Grace Records Management. Councils met at the offices of the Municipal Association of Victoria (MAV) on 12th May 2011 for an Information Session on the evaluation and selection of the successful Tenderer. In addition,a high level road map was presented on how the project will be managed over the …

Council should keep and manage their electronic records in compliance with standards approved under the State Records Act and with Australian Standard AS ISO 15489, Records Management issued as a code of best practice under the Act. The Government expects the same standards of recordkeeping to apply in the electronic environment as in the paper environment. Council should identify all …

Specifications: Are a detailed and exact set of measurable requirements which define the criteria for a Standard. Part of the ECM Step Program development is to map PROV Advices, Guides, Standards and Templates to the elements of the ECM Step Guide.  This will assist members to manage their compliance program. Information produced as part of the ECM Step Program is published …

Advices: The PROV has issued Advices to Victorian agencies on current recordkeeping issues. These are aids to support the record keeping programs and compliance with the PROV issued Standards. Part of the ECM Step Program development is to map PROV Advices, Guides, Standards and Templates to the elements of the ECM Step Guide.  This will assist members to manage their …

Guidelines: These are Explanatory notes from PROV which assist practitioners to facilitate implementation of requirements. Part of the ECM Step Program development is to map PROV Advices, Guides, Standards and Templates to the elements of the ECM Step Guide.  This will assist members to manage their compliance program. Information produced as part of the ECM Step Program is published in …

Standards: Are a set of principles that state a level of requirement. Part of the ECM Step Program development is to map PROV Advices, Guides, Standards and Templates to the elements of the ECM Step Guide.  This will assist members to manage their compliance program. Information produced as part of the ECM Step Program is published in the members only Knowledge …

The Investment Logic Map and Matrix assists the practitioner determine the value proposition of digitisation and offsite storage. For assistance with using the Matrix contact Ruth Edge 1300 368 333 BackscanningDataCollectionWorksheet FINAL

  The purpose of this page is to provide useful tools for ECM Step Program participants to use in delivery of record keeping and associated activities that support best practice business and service delivery. Here you will find Advices you can modify to educate your users.  You will find educational and promotional guides and training tools.  You will provide templates …

A full lifecycle program involves the following:- Manage: is the process of developing, implementing and operating overarching management control systems covering Governance, Audit & Monitoring, Compliance Management, Risk Management, Security Management, Content Management – Search & Retrieve, Library Services (Check-in,Check-Out), Version Control, Audit Control, Tracking and Business Process Management Capture: is the process of identifying content within council’s business domain …

Councils, the MAV, PROV and RIMPA came together with Grace Records Management in 2010 to develop a Storage and Digitisation Program.  Initially the Program was to focus on storage of hard copy  records and back scanning of high access and high value records.  Beginning with 6 pilot Councils, the Program has grown to include more than 60 Councils across Victoria, …

As records of government agencies, electronic records, like records in other formats, are subject to legislation such as the Freedom of Information Act and to legal processes such as discovery and subpoenas. The records may also be required by Royal Commissions, the Courts, auditors and other people or bodies to whom or which they may be subject. For assistance on …

Council’s objectives for using information management and technology to deliver council services will be supported by maintaining electronic records in electronic form where it is appropriate to do so. Electronic records are more accessible and generally have greater value than printed versions of them. Some kinds of electronic records, such as compound documents, cannot be maintained in hard copy form …

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The guides will assist the practitioner in managing their classification and their disposal programs. Classification – Project Meeting Request Template Classification – Project Meeting Update Template eassure – MAV Workshop Products – Classification – Fact Sheet – April 2012 eassure – MAV Workshop Products – Disposal – Inventory Survey eassure – MAV Workshop Products – Disposal – New File Request …

Welcome to the ECM Step Guide User Website. Enterprise Content Management: In the context of Victorian Local Government ECM is defined as the policy framework, strategic plan, tactical and operational practices used to capture, manage, store, preserve and deliver all forms of content relating to the business of Council. Electronic Content Management: is a subset of enterprise content management in …

Please see attached files Eassure – Recordkeeping Email Alert – Records Access V2 Eassure – Recordkeeping Email Alert – Responsibilities for Recordkeeping V2 Eassure – Recordkeeping Email Alert – Sentencing Records V1 Eassure – Recordkeeping Email Alert – What is a Record and Document V2 Eassure – Recordkeeping Email Alert – Whats in a Name V1

Please see attached documents: Eassure – Induction Program Presentation Final Eassure – Induction Training – Staff Comprehension Check Questions final Eassure – Recordkeeping Summary Slides for General Introduction Final Statement of Responsbility Template Final Training Evaluation Survey Final Training Needs Analysis Form Final  

Please see attached files Eassure – Survey Records Management EDRMS

Please see attached files Draft ECM Survey Eassure – Survey Records Management EDRMS Eassure – Survey Records Management Service Delivery

Please see attached files Eassure – Operational KPIs for Records Management