VPRS 13854 Generation Victoria Imaged Records - CD Roms [Records Not Transferred]

Full description

Generation Victoria Archival Documentation Project

ASAP (the Australian Science Archives Project) was awarded the contract to undertake the classification and indexing of the records held by the Corporate Unit, Production Technology and the Research and Development Department. The first step in the project was the establishment of classification and indexing protocols in order to effectively process the estimated 2 km of records identified in the initial survey.

Processing ran from February to August 1995. The method used to process such a large quantity of records in such a short period of time involved:

Re-sighting the records identified as being included in the project in the initial walk through in November 1994,
Accessioning these records, to establish physical control and gather information to aid in the classification of the records,
Identifying series groupings and classifying these series according to the agreed protocols,
Inventory Processing the series of records according to the classification protocols,
Arranging for the transfer of records requiring imaging;, and
Developing the contextual information - Series and Provenance.

Classification
In order to deal with the mixture of records, a classification system was devised taking into account the operational, evidential and historical value of the records. Records were appraised at the Series level and allocated to a particular class in order that processing could take place.

Indexing Terms
A set of indexing tersm was defined for use in the processng of the records. These terms were based around a set of 23 Major Terms which identified the major power station, mine and other entities.

Records processed under Generation Victoria Round 2 have been included in the database as they were disaggregated to the Generating Businesses. This also includes details of the location of an item, ie whether it is in the custody of a generating company, service provider or in shared secondary storage.

Generation Victoria Records Project Round 2

Generation Victoria Records Project Round 2 ran from August 1995 to July 1997 and was established to deal with both the information and records needs of the continuing generation operations and the ongoing liabilities of the SECV. The Generation Victoria Records Project Round 2 involved:
-dispersal of records processed under Round 1 of the Generation Victoria Records Project,
-ongoing access and management of records in the custody with ASAP,
;accession, classification, processing and dispersal of remaining records held at Monash House, Melbourne,
-accession, classification, processing and dispersal of remaining records held at various sites in the Latrobe Valley,
-advice and recommendations on the continuing use and access of electronic records,
-closure of the Technical Library, Morwell, Main Drawing Office and the CAD electronic drawing system.

CLASSIFICATION - follow on
The classification system was determined at the outset of the first phase of the project, in consultation with both the members of the Generation Victoria Steering Committee and with those within the various organisation.

Class 1 Records - All records of a technical nature which have ongoing operational value, ie/records vital for the construction, operation and maintenance of power stations and mines; and all records with technical and administrative nature which have ongoing legal value, ie/ relating to processes which may become subject to litigation; which were shared by two or more of the business, are classified as Class 1, retained and treated as permanent records and imaged.

Class 2 Records - All records of a technical nature which have ongoing operational value, ie/records vital for the construction, operation and maintenance of power stations and mines; and all records with technical and administrative nature which have ongoing legal value, ie/ relating to processes which may become subject to litigation; which are relevant to only one of the business units, are classified as Class 2, retained and treated as permanent records.

Class 3 Records - Records that were not required by any of the Generating Companies or SECV Office of the Administrator however have ongoing historical value were classified as Class 3 and transferred to the Public Record Office.

Class 4 Records - All records of a common administrative nature and is not required by any of the Generating Companies or SECV Office of the Administrator were classified as Class 4. Using the Public Record Office General Disposal Schedules and Disposal Schedules for Common Administrative Records, SECV Disposal Schedules and Disposal Schedule developed by ASAP where required, retention dates were set.

Class 5 Records - Records which duplicated records in any other class, or could be destroyed under the provision of Normal Administrative Practice as defined by the Public Record Office and could be disposed of without further authorisation were classified as Class 5.


Location / Ownership
Box Number field is used to record the number of the box in which the item is located or some other code which enables the storage and retrieval of the items. The Generation Victoria Records Project uses an alpha numeric numbering system. The alpha prefix reflects not only the location of the records but also ownership of the records.

Alpha Prefix include the following:
Prefix - Ownership - Location
A - Shared Records (more than one business) - Public Record Office of Victoria
B - Loy Yang B Power Station - Eddison Mission
C - SECV Office of the Administrator - AusDoc Information Management
D - Records Pending Destruction - Hazelwood - Secondary Storage
H - Hazelwood Power Station - Hazelwood Power Corporation
J - Jeeralang Gas Turbine Station - Ecogen
L - Loy Yang A Power Station - Loy Yang Power
M - Morwell Briquette and Power - Energy Brix
N - Newport Power Station - Ecogen
O - Yallourn Power Station - AusDoc Information Management
P - Loy Yang Project - Loy Yang Power
S - Southern Hydro - Vic Hydro
W - Yallourn W Power Station - Yallourn Energy
V - Public Record Office - Public Record Office of Victoria
X - Morwell Mine - Hazelwood Power Corporation
Y - Yallourn Mine - Yallourn Energy
Z - Loy Yang Mine - Loy Yang Power
ENV - Shared Records - Envirogen
GEOEN - Shared Records - GeoEng
HRL - Shared Records - Herman Research Laboratory
SKM - Shared Records - Sinclair Knight and Merz
WBM - Shared Records - WBM


Generation Victoria Records - Collection Statistics

The records cover the date range 1883 - 1996. There are 69,969 inventory database entries including 3,128,346 digitally imaged A4 equivalent pages and a total shelf length of 2316.664 linear metres.

Accessions
There were 404 Accessions.
The Accession identifier range is BPMO97/0001 to WBMM95/0017.

Series
There have been 899 series defined.
The Series identifier range is MELS0001 to MORS0436.

Provenances
There have been 132 creators/custodians defined.
The Provenance identifier range is GVR0001 to GVR0132.

Inventory
There are 69,969 inventory database entries.
The Inventory identifier range is GVRA00001 to SECC07321.
The Inventory Date Range is 1883 to 1996.
There have been 64,852 Inventory entries classified as having on-going value and 5,117 classified as disposable.
The total collection occupies 231,666 linear cm. The collection is housed in 143,403 files, binders or boxes.

Records Processing
Inventory Processing started on this collection on 27/02/1995.
The latest additions were made on 25/10/1999.
The latest modifications were made on 25/10/1999 2:25:43 PM.
This collection profile was updated on 15/12/1999.