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Electronic Records Management and Funding Solutions

Explore the timeline, development, and business case of VERS, aiming to ensure retention and access to electronic records using strategic funding and innovative solutions in Victoria.

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Electronic Records Management and Funding Solutions

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  1. VERS Funding and Business Case Development Justine Heazlewood

  2. VERS History Timeline Visioning Research Testing Product Budget Ensure retention/access electronic records Keeping Electronic Records Forever $.25 mill Final report 1995 $.57 mill Victoria Electronic Records Strategy 1997 Test theory Test bed Final report $4.8 mill Long term ERKS requirements Implement tested solution VERS@DOI VERS EDRMS 1999 VERS Standard $2.7 mill 2002 Training VERS Centre of Excellence Support roll out VERS Assessment VERS Standard Build digital archive Compliance testing Toolkit Consultancy $5.5 mill Digital Archive Repository requirements $1.0 mill 2004 Continue roll out Compliance testing Compliant products Consultancy Projects Consultancy Refresh VERS 2010

  3. Keeping Electronic Records Forever • $250k (Microeconomic Reform funding) 1995/96 • PROV, Ernst & Young, CSIRO, Melbourne Uni • Problem: how to ensure the retention of, and ongoing access to, digital records created today and in the future • Solution: that records be “frozen” into a static view/print only format at the time of their creation … in a to-be-developed or determined Representation Format through … with satisfactory and evidentiary quality replicability • Learnings • Data driven approach (not systems) • Capture at creation

  4. Business Case • Prototype to test proposed solution • People • Technology • Process • Would enable detailed costings to be developed • Would enable identification of long term formats and standards

  5. Victorian Electronic Records Strategy • $570k (Microeconomic Reform funding) 1997/98 • PROV, CSIRO, Ernst & Young • Aims • To demonstrate that it was possible to capture and preserve electronic records in such a way that they were readily accessible in the long term. • To provide a set of functional descriptions for electronic archiving which can be used by Victorian government agencies to implement electronic archiving systems and strategies.

  6. Victorian Electronic Records Strategy • Product: Test bed system to prototype "future state" electronic document processing and record capture system using Department of Infrastructure records and record capture processes • Learnings • capture of electronic records into long term format, with much of the contextual information captured automatically, is possible and achievable • archiving of electronic records is possible and achievable • Recommendations • that PROV specify a preferred long term electronic record format, based on the format described in this report • that PROV specify a minimum metadata set that should be associated with every electronic record, informed by the metadata set used in this project • that the Victorian Government proceed to implement an electronic archiving strategy based on long term electronic record format.

  7. Business Case • Implement the Strategy through pilot project • Maintain Victoria’s global leadership • Minimise risk to Government of loss of records • Commercialise Government IP • Reduce cost of storage, recovery

  8. VERS@DOI • $4.8M (SET funding) 1999/00 – 2000/01 • Department of Infrastructure, PROV • Aims • Operationalise the Strategy • Develop long term electronic record keeping capability within a Department (reduce cost and risk) • Provide results to rest of Government

  9. VERS@DOI • Products • Tender with requirements for long term records creation and management • VERS Standard (v.1) • ERMS rolled out in DoI • Learnings • Capture at creation can be difficult (cost/benefit) • Technology not yet fully adopted (digital signatures) • Metadata extension required

  10. Business Case • Implement VERS across all Departments • Support roll-out of successful model (VERS@DOI) across wovg • Build digital archive • More costly to do nothing

  11. VERS Centre of Excellence • $8.2M (ERC) 2002/03 – 2003/04 • Not fully funded • Aims • Provide support to government implementations • Assess progress for all Departments • Build digital archive at PROV

  12. VERS Centre of Excellence • Products • Toolkit • VERS Standard (v.2) • Assessments • Training • Consultancy • Digital Archive

  13. Business Case • Successful model in CoE • VERS Implementation not complete but underway • Cost savings and risk mitigation • Continued leadership

  14. Sustaining VERS • $1M (ERC) 2004/05 – • Aims • Provide support to government implementations • Assess progress • Products • Consultancy • Training • Maintain Standard • Provide access to VERS IP • Compliance assessment for software

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