2.2.1 Projects & Achievements

Ruth Information Management

MAV Business Classification Scheme

The MAV ECM Step Program participants in collaboration with the RIMPA Local Government Chapter Victoria are developing a Business Classification Scheme for the Sector based on Function, Activities, Transactions /Subject. The project aims to assist Councils apply standardised language and lifecycle controls from creation through to disposal or preservation.

The benefits of working together on common language will flow on to assist community and users of public records both current and future in discovery of their important information asset. One of the current difficulties of discovery is that language meaning changes over time and much historical information that has been used to describe many public records have lost contextual meaning. File and document naming that is based on organisational structure, personal preferences, localised language, acronymns, abbreviations lose meaning over time and the sector recognises that there are better ways of describing information for future discovery. Functions, activities and transactions remain consistent and therefore this is the approach the sector has agreed to adopt.

This project intends to use the collective knowledge of the sector to develop and maintain the naming conventions and business rules for control of local government records. The project deliverables include:-

1. A file naming convention based on function, activity and transaction/subject that is simple for record practitioners to apply

2. Scope notes that provide context to titling

3. Language that assists with linking to the General Retention Authorities from record creation/capture

4. Naming that Users can relate to their everyday work

5. Business Rules for Document Control to assist maintain/identify records of like together

The Business Classification Scheme is a living document, and will need to be continually reviewed in order to maintain its clarity and meaning.


Back Scanning and Digitisation Project

The 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 life of the partnership.


Presenters included:

Ruth Edge – Evaluation Panel Chairman

Allison McNaulty – Public Records Office Victoria (PROV)

Sandra Bower – Grace Records Management

Cameron Spence – MAV

Members of the Evaluation Panel also contributed to the meeting, with their experiences as part of the evaluation process and reasons for selection of the tenderer.

Project Governance

Grace Records Management, in conjunction with the PROV, MAV and Councils have form a Project Board and a Project Committee.


The Project Board consisting of MAV and Grace Records Management managed the Contract.

The Project Committee administers and guides the project to meet the goals and objectives identified as key deliverables. Council’s share a vision for the transition from paper to paper-less over the life of the project, for improved records management, that in turn supports more responsive customer service delivery for their communities and reduces the cost burden to council’s in storage and management of records.

About the Tender

Of the 47 councils who have signed to participate in this tender, 6 have elected to pilot stage one of the project.
Services provided include:

  • Offsite Storage Service
  • Provision of related Goods and Services
  • Courier Service
  • Image on Demand Service
  • Project Management of targeted bulk imaging (sector targeted record series) and individual council bulk scanning
  • Confidential Bin Service
  • Confidential Hard Copy Record Destruction Service
  • Image Data Storage Service

Councils are supported with project management guidance, documentation templates and support.

All participating councils may have access to the Internal External Services Cost Comparison Matrix which can assist councils determine which services to adopt and which series of records should be imaged. For access to this document log in to the members only section.