How do I register as a User?
Why/When to Register 1
How to
Register – Public User 1
How to
Register – Government User 3
Forgotten
Password. 5
Forgotten
password question. 5
I
don’t have a Forgotten password question. 5
How do I use
a Forgotten password question?. 5
Updating My
Details. 7
Reset My
Password. 8
When should
I reset my password?. 8
How do I
reset my password?. 8
Training. 8
Privacy
Policy. 8
All Public and Government users must register as a User to
be able to order physical records for viewing. Other actions, such as
searching, browsing the catalogue or viewing digital records online, do not
require a user to be registered.
Staff from Government Agencies must register as a Government
user. This will enable them to use the online catalogue to search for and
order records, including closed records for which the Agency is responsible.
If you already have an active Archives@Victoria user
account, you do not need to re-register, but you will need to log in before
placing an order.
Public Users can register online using the Public
User Registration form.
Government Users can register online using the Government
User Registration form.
Step 1: Navigate to the Public
User Registration page. Links to this page can be found on the ‘Access
the Collection’ homepage or from the Log In page.
Step 2: Fill in the details on the Public User Registration
page. Click on the ‘Continue’ button. The Terms and
Conditions page will be displayed.
Title: Select the title that you are known by.
First Name: Enter your first name (mandatory field).
Family Name: Enter your family name (mandatory
field).
Postal Address, Suburb or Town, Postcode: Enter your
postal address details (mandatory fields).
State, Country: Enter your state and country of residence
(mandatory fields). If the country is other than Australia, ensure that
the state value is entered accordingly – Select ‘Other’ from
the State drop-down box and enter the state name in the ‘Other’
field.
Phone, Fax, DX, Email: Enter any contact details you
wish to provide.
Preferred contact: Select the method you would prefer
PROV to use to contact you. It is not mandatory to select a preferred
contact. If a preferred contact is selected, ensure that the respective
contact type text box is filled in. E.g. If the preferred contact is
‘Email’, the ‘Email’ field must be populated.
Password: Enter a password for the account. All
characters except spaces can be used (mandatory field). For security
purposes, don’t write down your password. It is best to choose a
password that you will remember, but that will be hard for someone else to
guess.
Confirm Password: Re-enter the password (mandatory
field).
Forgotten Password Question: Select a Forgotten
Password Question. This question will be used to authenticate you if you
have forgotten your password. It is not mandatory to select a Forgotten
Password Question. How does the Forgotten
Password work?
Answer: Enter the answer to the selected Forgotten
Password Question. Providing the correct answer will authenticate you if
you have forgotten your password. This field is case sensitive, so you
must enter exactly the same answer if you have forgotten your password.
Continue: When all the necessary details have been entered,
click on the ‘Continue’ button to proceed to the next step.
Exit: Click on the ‘Exit’ button to leave
the form without saving any changes.
Privacy Statement: Click on this link to view
PROV’s privacy statement.
Step 3: To accept the Terms and Conditions of the user
account, click on the ‘I Accept’ button.
To change any registration details, click on the
‘Back’ button.
Step 4: After clicking on the ‘I Accept’ button,
a Public User account is created and the Public User Account Confirmation page
is displayed. The User ID for the new account is displayed. To log
into the online catalogue in the future, you will need this User ID and the
password you entered on registration.
Click on the ‘Continue’ button. The Access
the Collection homepage will be displayed. You will automatically be
logged into the online catalogue and can begin ordering records. How do I order and view records?
Please note: Registration must be finalised on your next
visit to the reading room to view ordered records. You will need to show
Reference staff some form of identification (for example, a driver’s
license or student card) and a User ID card will be issued to you. This
card is required to view physical records that have been ordered through the
online catalogue.
Before visiting the Reading Rooms, you might like to read PROVguide 27
Reading Room Conditions.
Step 1: Navigate to the Government
User Registration page. Links to this page can be found on the ‘Access
the Collection’ homepage or from the Log In page.
Step 2: Fill in the details on the Government User
Registration page. Click on the ‘Continue’ button. The
Terms and Conditions page will be displayed.
Title: Select the title that you are known by.
First Name: Enter your first name (mandatory field).
Family Name: Enter your family name (mandatory
field).
Position: Enter your position within the Agency
(mandatory field).
Office: Enter the name of your office
Section: Enter the name of your section
Delivery Address, Suburb or Town, Postcode, State:
Enter your delivery address details. Closed records will be sent to this
address. This address cannot be a post office box.
Postal Address, Suburb or Town, Postcode, State:
Enter your postal address details, if you wish correspondence to be sent
somewhere other than your Delivery Address.
Phone: Enter phone contact details for business hours
(mandatory field)
Fax, DX, Email: Enter any additional contact details you
wish to provide.
Password: Enter a password for the account (mandatory
field). All characters except spaces can be used (mandatory field).
For security purposes, don’t write down your password. It is best
to choose a password that you will remember, but that will be hard for someone
else to guess.
Confirm Password: Re-enter the password (mandatory
field).
Continue: When all the necessary details have been
entered, click on the ‘Continue’ button to proceed to the next
step.
Exit: Click on the ‘Exit’ button to leave
the form without saving any changes.
Privacy Statement: Click on this link to view
PROV’s privacy statement.
Step 3: To accept the Terms and Conditions of the user
account, click on the ‘I Accept’ button.
To change any registration details, click on the
‘Back’ button.
Step 4: After clicking on the ‘I Accept’ button,
a Government User account is created and the Government User Account
Confirmation page is displayed. The User ID for the new account is
displayed.
The new account has a status of ‘Pending’.
To activate the account, click on the ‘Government User Account
Authorisation form’ link and download the form. Once the form is
completed and manager authorisation obtained then the form should be submitted
to PROV for approval so your account can be activated.
Click on the ‘Continue’ button. The Access
the Collection homepage will be displayed. You will be able to search,
browse and view digital records online, but you won’t be able to order
physical records until the account has been activated.
PROV will contact you once the account has been activated.
Before visiting the Reading Rooms, you might like to read PROVguide 27
Reading Room Conditions.
Forgotten
Password
Forgotten password questions allow Public Users to reset
their passwords without having to contact a PROV Reference Officer. For
security reasons, Government users do not have Forgotten password
questions.
If you are a Government User, or a Public User who
didn’t select a Forgotten password question at registration, contact PROV (1800 657 452) to
reset your password.
If you have forgotten your password and want to reset it
using a Forgotten password question, click on the ‘Log In’
menu. From the Log In page, click on the ‘Forgotten your password
question’ link.
Step 1: The Forgotten your password page will be
displayed. Enter the User ID that you received at registration and click
on the ‘OK’ button.
Step 2: The Forgotten Password Question that was selected
during registration will be displayed. Enter the answer that you entered
during registration and click on the ‘OK’ button. Remember
that the answer is case sensitive.
Step 3: If the correct answer was entered, the Reset
Password page is displayed. Enter a new password in the ‘New
Password’ field. All characters except spaces can be used.
For security purposes, don’t write down your password. It is best
to choose a password that you will remember, but that will be hard for someone
else to guess.
Re-enter the password in the ‘Confirm Password’
field and click on the ‘OK’ button. The new password for your
account will be saved. The Access the Collection homepage will be
displayed.
If an incorrect Forgotten password answer was entered, you
will need to contact PROV (1800
657 452).
To update account details, select the ‘My Account
Details’ option from the ‘My Details’ menu. You will
have to be logged in to access this option. The My Account Details page
will be displayed.
All details on this page can be updated except for the
account User ID, and for Government Users, the Agency No. cannot be
updated.
When account details have been updated, click on the
‘Save’ button. The User Update Confirmation page will be
displayed. Click on the ‘Continue’ button to use the online
catalogue.
If Government Users need to update other account details
that are not visible on this page, such as their Manager Details, they will
need to contact PROV (1800 657
452).
If you think someone knows your password, you should reset
it.
To reset your password, select the ‘Reset My
Password’ option from the ‘My Details’ menu. You will
have to be logged in to access this option. The Reset Password page will
be displayed.
Enter a new password in the ‘New Password’ field. All
characters except spaces can be used. For security purposes, don’t
write down your password. It is best to choose a password that you will
remember, but that will be hard for someone else to guess.
Re-enter the password in the ‘Confirm Password’
field and click on the ‘OK’ button. The new password for your
account will be saved. The Access the Collection homepage will be displayed.
PROV provides training on how to register as a Public or
Government User and how to use your account. Visit the PROV training web
page to see what training is available.
PROV respects the confidentiality of all User
information. For more information, please read the Privacy Statement.