User:PROV Public Programs/Sandbox

Add Koorie Records Unit

Add possibly Access and repository and preserevation details

Certainly add VERS but edit text below or re-write

Possibly add Record Services but edit heavily to make generic, re-write or leave out ( strengthen bits in main article)

Separate Wikipedia page:

Needs editing to be less like an advertisement.

Victorian Electronic Records Strategy (VERS)

This is my preliminary bit.

We don’t need to put the VERS bit up until we are ready. I need input form others on this section.

I need input to write this area and may include:
 * •	VERS Standard issued by Keeper of Public Records
 * •	Certification of vendors against standard
 * •	Current status (2007) certification of vendors against standards proceeding?
 * •	Roll out and acceptance across Vic Government ??
 * •	VERS Compliant records already transferred into archival custody (Digital Archive)?(new page? Or an achievement?)
 * •	VERS relationship / developments with metadata etc world wide etc?
 * •	Relationship with eg DIRKS
 * •	The future

(The following is all HOWARD’s stuff. Needs to be edited down to be informative and not advertisory in nature.)

Introduction
Public Record Office Victoria (PROV) developed the Victorian Electronic Records Strategy (VERS) in response to need across Victorian Government for a solution to issues of electronic records creation, capture, management, disposal, preservation and access. VERS has been adopted by Victorian government to be applied across all Victorian government agencies.

VERS is a world-leading solution to the problem of capturing, managing and preserving electronic records. It comprises a framework of standards, guidance, training, consultancy and implementation projects, which is centred around the goal of reliably and authentically archiving electronic records.

VERS is promoted globally and has been accepted and used by archival institutions, national and international Governments and local and global product vendors.

VERS Mission
The VERS Mission is:

'To promote the understanding and effective adoption of VERS across Victorian Government - and beyond, leading to accurate, reliable and authentic electronic records, supporting open and accountable Government and preserving digital heritage.'

The Strategy
The Victorian Electronic Records Strategy specifies a standard format for electronic records. The Strategy:
 * is generic but extensible, so that it will work in conjunction with existing recordkeeping and business practices
 * ensures that all records are stored in a documented format, to enable viewing of records in the future, regardless of the system that created them
 * specifies methods to automate the capture of records from the desktop and business systems
 * specifies ways and forms in which to capture information about records and encapsulate this with the records to ensure that records in the future will be understood in context
 * details a method for securing records so that any changes are detectable

Leading Edge
VERS is applying the latest technologies and concepts to the problem of long term preservation:
 * XML (eXtensible Markup Language): Recognised as the standard in system interoperability and data exchange
 * Encapsulation: Metadata and document content are wrapped up together into a single object
 * Extensible schemas: Allows the standard schema to be extended through the inclusion of new components
 * Digital Signatures: Used in an innovative and practical manner, providing authenticity and integrity for each record while retaining the possibility of changing the records in a controlled manner.
 * Multiple document content: Each record can contain multiple documents that together form a record
 * Relationships: Many different relationships can be described to link individual records together

Benefits
VERS supports the recordkeeping requirements of business units and allows more activities to be moved from expensive manual and paperbound processes to processes that are supported by technology. Depending on the specific needs of each business unit, the adoption of VERS delivers significant benefits that can be derived from:
 * Reduced risk through capturing and maintaining accurate and authentic digital records
 * Increased accountability through the improved transparency in government business processes
 * Significantly improved accessibility to records over time and distance
 * Reduced paper record handling and storage
 * Increased discovery and reuse of records
 * Reduced cost and time to respond to FOI requests
 * Reduced cost for transfers of records

Links
Public Record Office Victoria - http://www.prov.vic.gov.au

VERS Web Site - http://www.prov.vic.gov.au/vers/vers/default.htm

VERS Standard (Management of Electronic Records PROS 99/007 (Version 2)): - http://www.prov.vic.gov.au/vers/standard/version2.htm

Separate WIKIPEDIA PAGE on Record Services from DB

NEEDS STRONG EDITING TO SHOW BROAD FUNCTIONS RATHER THAN DETAIL. SHOULD BE GENERIC ENOUGH TO LAST BEYOND THE NEXT RESTRUCTURES Record Services Record Services supports the delivery of best-practice records management across the Victorian public sector, advice and guidance on retention and disposal, and the preservation of all records of permanent value. These goals are delivered through: •	utilising and valuing PROV staff knowledge and commitment •	communicating best-practice records management processes and policies across the whole of Victorian government •	building partnerships with stakeholders to raise PROV’s profi le •	making records more visible and accessible through new technology and better-aligned documentation, transfer and disposal practices Record Services staff work closely with government records managers and the information industry to provide solutions to recordkeeping problems and issues. PROV has instigated the following initiatives to support a client focus: •	The establishment of client liaison officers enables PROV to develop a closer business relationship with its clients and to promote its recordkeeping services and consultancies. •	The annual completion of the VERS assessment route maps provides PROV with a forecast of new recordkeeping initiatives that inner budget departments intend to undertake during the following year. •	The annual completion of the VERS departmental assessments assists PROV in developing and maintaining a map for the adoption and maintenance of recordkeeping initiatives across the ten inner departments. •	The promotion of consultancy services provides clients with ongoing access to highly experienced consultants to support all aspects of digital recordkeeping. Teams and activities Digital Archive The launch of the Digital Archive during the 2006 offered improved online access to PROV’s collection, and the secure transfer, storage and retrieval of government electronic records. Using a simple internet web browser, anyone in the world can now browse through the catalogue of PROV’s physical and digital collection. They can also view any open electronic records stored in the Digital Archive. In August 2005 the first phase of the Digital Archive introduced a more advanced search and browse capability across both physical and digital collections. PROV also delivered an improved ordering service for physical records. The second (and final) phase of the Digital Archive was launched in March 2006, providing enhanced capabilities for accepting electronic records for permanent storage. PROV is now working with several Victorian government agencies on digital record transfers and has already taken receipt of electronic records from the Departments of Infrastructure and Justice. PROV has also embarked on an extensive program of digitisation. This involves taking physical records from the collection, making digital copies, and storing them in the Digital Archive. The records are then widely available: researchers can access them without having to physically visit one of PROV’s reading rooms. In 2006 we commenced our largest ever digitisation project (Wills, VPRS 7591 and Probate, VPRS 28), which will continue through 2007. Together these series include more than one million items. These records will be stored in and accessed from the Digital Archive. PROV has also placed digitised copies of records from the Public Transport Collection (VPRS 12800) and the Melbourne 1956 Olympics (VPRS 10742) into the Digital Archive. The online service can be accessed at www.access.prov.vic.gov.au. Archival Systems The Archival Systems team is responsible for the support and maintenance of, and further enhancements to, the Digital Archive and Archives One systems. Together these systems manage PROV’s physical and electronic repositories. The team also provides expert technical assistance and business process analysis, and delivers business systems training. During 2005–2006 the team focused primarily on the smooth transition of the Digital Archive from development to operation. This included: •	a comprehensive training program provided to PROV staff •	development of system documentation, helpdesk processes and procedures, and a comprehensive Disaster Recovery plan •	technical transition planning and execution – the Archival Systems team worked closely with the project team to ensure the Digital Archive was constructed and confi gured as per the original design, and undertook thorough acceptance testing •	development of a new set of processes and procedures for helpdesk incident and change •	management, based on ITIL recommendations (a best-practice model for service delivery round the world) •	establishment of a PROV User Group and Change Control Board to effectively manage all future canges across PROV archival systems Standards and Compliance The Standards and Compliance team develops PROV’s regulatory framework, which provides a structure for the ongoing development of standards, advice and policies to support best-practice recordkeeping solutions across the Victorian government. Objectives for work units within the Standards and Compliance section are: •	Standards and Policy – to ensure records management standards and policies are relevant, useful, durable and widely adopted. •	Compliance – to increase state government compliance with PROV’s records management framework. Standards and Policy. The Standards and Policy unit is responsible for the development of relevant and useful recordkeeping standards and policies for the Victorian public sector, and for the development of advice to agencies on current issues in recordkeeping. In 2005–2006 key activities were: •	Advice to agencies on messaging technologies and recordkeeping. PROV issued an Advice to Victorian public sector agencies about the recordkeeping implications of messaging technologies. These technologies are being used increasingly in the course of government business, and present particular recordkeeping challenges. The Advice assists agencies to identify issues relating to business conducted via messaging technologies, and to implement cultural and procedural changes to support this. •	Advice to agencies on records of outsourced activities. Extensive research and consultation led to the development of an Advice to agencies on the management of records created by contractors and other external providers. The Advice assists agencies to ensure contracts with service providers address recordkeeping requirements, and that records resulting from the work are managed in accordance with agency requirements. The Advice will be published in July 2006. •	Appraisal Policy. The PROV Appraisal Policy will be published early in 2006–2007. The policy was developed in consultation with Victorian stakeholders, and with extensive input from national and international experts in the fi eld. It is a signifi cant step forward for PROV, as it is a statement about the rigorous analytical process that lies behind appraisal decisions. This will be developed further in the next financial year with the publication of specifications and criteria for appraisal and disposal. •	Documentation framework. As part of a push to ensure consistency in published material, PROV has developed a documentation framework to define and control specific document types. This has led to the development of templates and standard elements for internal and external documents, and will ensure documents are consistent and easily interpreted. •	Newborn Screening Cards (Guthrie Cards). PROV continues to participate in the Victorian Newborn Screening Review Committee and in 2005–2006 provided expert advice in the development of a report to the Minister for Health. PROV also assisted in fi nalising storage and custody arrangements for the Guthrie Cards. An updated Retention and Disposal Authority has been developed and will be issued early in the new financial year. •	Legislative developments. PROV provided expert advice during the year to several reviews on the development of legislation, including the Crimes (Document Destruction) Act 2006. An Advice on the new Act will be issued later in 2006. Compliance. Compliance staff continued to develop frameworks to help agencies comply with best-practice recordkeeping standards. PROV has been building closer working relationships with regulatory bodies including the Offi ce of the Ombudsman, Privacy Victoria and the Auditor-General’s Offi ce, with the aim of: •	developing tools for records management compliance checking •	reviewing records management standards to include compliance elements •	having regular communication and interaction •	developing support and advice mechanisms This year the Compliance unit provided support for the development and management of the 2006–2007 VERS Departmental Assessment, and the VERS compliance elements of the digital transfer for Melbourne 2006. VERS Compliance. In 2005–2006, PROV continued to build on the successes of previous years in the area of products compliant with the VERS Standard. Five new products and one agency system were tested and demonstrated the capability of meeting all or part of the requirements of PROS 99/07: Standard for the Management of Electronic Records. This brings to a total of ten the VERS-compliant products from which agencies may select, with VERS-compliant recordkeeping systems installed in the Essential Services Commission, Department of Justice and Department of Infrastructure. As at 30 June 2006 there were nine products undergoing VERS compliance. The growth in the number of VERS-compliant products being certifi ed looks set to continue, with a steady increase in the number of vendors indicating their intention to test new products in 2006–2007. Two changes to the VERS Compliance Certification Program will become operational from 1 July 2006: •	Product testing will only be accepted for compliance against VERS version 2. •	Vendor products will be removed from the ‘Products Undergoing VERS Compliance’ (www.prov.vic.gov.au/vers/compliance/undergoing.htm) website once a period of six months has elapsed since initial registration for compliance, unless a date for testing has been set. These changes will ensure that applications and the testing process are both current and that applications are actively working towards VERS compliance. See www.prov.vic.gov.au/vers/compliance/certifi ed.htm, for further information. Documentation and Disposal The Documentation and Disposal team works with government agencies to appraise government records, select records for permanent preservation as part of Victoria’s state archives, and establish retention periods for records not required as archives. The team manages the programmed transfer of permanent records to the custody of PROV, and creates and publishes archival documentation so that the state’s archives are preserved, understood and accessible. During 2005-2006, a major focus for the team has been a review of the archival documentation and transfer process. New guidelines to support the process and to assist agencies were developed. This documentation will provide agencies with an overview of the revised transfer and documentation process, procedures for physical and digital transfers, and new forms to use. The new guidelines will complement the existing formal specifications and provide agencies with more up-to-date information. Authorised disposal staff appraise and authorise the disposal of public records through the preparation and review of Retention and Disposal Authorities, issued as Standards under the Public Records Act 1973. Retention and Disposal Authorities permit the lawful disposal of public records and normally apply for ten years from the date of issue. During 2005–2006 eight new Retention and Disposal Authorities were issued and ten variations made to existing authorities. Archives created: records transferred to PROV Archival documentation is created to preserve records and their context, and to ensure the records may be accessed and understood in the future. Records series and their provenance are registered within Archives One (PROV’s archival control database) and ultimately published on PROV’s online catalogue at www.access.prov.vic.gov.au. During 2005–2006, 160 agency registrations and 1,568 series registrations were reviewed and approved for publication on PROV’s online catalogue, while 29 new agencies and 505 new series were registered. In preparation for the transfer of records, 1,168 new consignments were registered. Staff transferred and shelved 1,825 metres of records in 50 accessions during the year, a considerable increase over 2004–2005.