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Volunteers make a big impact at PROV

Learn about the invaluable contributions of the volunteers at Public Record Office Victoria.

Published:
Thursday 6 November 2025 at 10:00 am
Two black and white photos of volunteers working at Public Record Office Victoria's Victorian Archives Centre. Left: volunteer displaying PROV volunteers with a photo they were digitising from the Melbourne Harbour Trust collection. Right: volunteers working at computer desks in an open office setting.

Every week, Public Record Office Victoria (PROV) welcomes a group of eager volunteers through its doors of the Victorian Archives Centre.

The volunteers play a key role in helping to preserve Victoria’s public records for future generations. They also help to make PROV’s collection as accessible as possible to researchers and the public.

PROV volunteers at work
PROV volunteers with a photo they were digitising from the Melbourne Harbour Trust collection.

PROV trains the volunteers on a variety of tasks, including:

  • creating archival data for PROV’s online catalogue
  • transcribing text from original records
  • processing records into archival containers
  • indexing parts of the collection
  • creating digital images of original records
  • repackaging records to aid their preservation.

Recently, volunteers completed a list of historic letters from the Department of Education. The letters are more formerly known as 'Central Registered Correspondence Files.'

Over 4 years, 132 volunteers wrote descriptions of more than 250,000 letters. The descriptions will soon be added to PROV’s online catalogue, making it easier to search these fascinating records.

PROV volunteers working at computer desks in an open office setting.
PROV volunteers hard at work.

“Our volunteers are passionate about Victoria’s history. That passion led to more than 8,000 dedicated volunteer hours last financial year!” said Volunteer Team Leader Amanda Nichols.

“Their tireless efforts ensure the archives are more accessible for all.”

So why do the volunteers do it?

There are many reasons PROV’s volunteers love helping out. Volunteers shared in a survey that their favourite things about volunteering at PROV were:

  • the interesting work
  • working with historical records
  • social interaction
  • the work fits with their interest in research or family history.

One of the biggest testaments to how much PROV’s volunteers value the opportunity is in the length of their service(opens in a new window). More than 30 volunteers have volunteered with PROV for over a decade, and several over 15 years. Some have even been volunteering more than 2 decades!

Interested in volunteering? While PROV isn’t currently recruiting new volunteers, they’ll begin recruitment again soon. In the meantime, you can put your name on their waiting list and read more about volunteering for PROV(opens in a new window).

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