VERS Development and Thinking Howard Quenault and Nicholas Leask

KERF Keeping Electronic Records Forever 1995 Problem: Digital Records

Key Thinking - KERF We have a problem, solution urgent Digital objects can be Records PROV and Agencies are accountable Digital Records may need long retention Traditional wisdom challenged – data and applications inseparable Records frozen and separated from applications Maintain form, content and context Plan for media migration

Proof of Concept Keeping Electronic Records Forever 1998 Electronic Records Proof of Concept VERS Final Report Demonstrator System 1995 Problem: Digital Records

Key Thinking - POC POC works, solution achievable Deal with lifecycle/continuum Capture at creation Capture records to long term format Capture context as metadata Lock records for authenticity/immutability Automate as much as possible Minimum metadata set defined Archiving strategy/technology required A standard for digital records format is required

Keeping Electronic Records Forever 1998 Electronic Records Proof of Concept VERS Final Report Demonstrator System 2000 First Department Implementation VERS Standard V Problem: Digital Records

Key Thinking – Leadership from senior levels within Government Undertaking a practical project in the real world was required to advance understanding Need to deal with the whole problem - people, process and technology: VERS is not just a system Communication and stakeholder mgmt is key Target custodians of document rich areas or those at greatest risk of document loss Implementations of this scale require dedicated resources

VERS COE Keeping Electronic Records Forever 1998 Electronic Records Proof of Concept VERS Final Report Demonstrator System 2000 First Department Implementation VERS Standard V Problem: Digital Records 2002 VERS Centre of Excellent VERS Readiness Assessment VERS Standard V2 Digital Archive

Key Thinking – VERS COE Develop VERS V2 standard based on lessons learned at DOI Design and implement Digital Archive Support agencies in: –Understanding VERS –Improving their digital records/VERS capability –Getting ready for progressive implementation –Linking in with their strategic approach to Information Mgmt Establish vendor/product compliance program Establish Departmental Assessment program Vendors will build in capability over time

Department Assessment

Department Assessment Stages Stage 1 – Deploy Primary Capability –Deploy a primary capability (for example a VERS compliant EDM or ERM system) which will deliver value to the organisation as a solution to basic EDM/ERM requirements and as a platform for future leverage. Stage 2 – Deploy to Key Business Processes –After the initial basic implementation, begin to focus on the organisation’s high value and long term temporary records needs and understand which core business processes would benefit from management requirements and records capture automation. Stage 3 – Deploy Enterprise-wide –Deploy for remaining processes and systems as an enterprise solution for electronic records management. This may include support for advanced capabilities such as, inter-departmental process integration and automation, or electronic record discovery.

Now Keeping Electronic Records Forever 1998 Electronic Records Proof of Concept VERS Final Report Demonstrator System 2000 First Department Implementation VERS Standard V Problem: Digital Records 2002 VERS Centre of Excellent VERS Readiness Assessment VERS Standard V2 Digital Archive 2005 – Now Sustaining VERS Revised Standards Projects in Government Digital Archive Enhancement

Key Thinking – Sustaining Agencies continue to need support in achieving VERS compliance Agencies continue to need support in most information management domains All PROV standards need revision to better align with and support VERS compliance The Digital Archive can be improved through “second-generation” enhancements Dealing with digital records requires a holistic approach dealing with people, process and technology

Lessons Learnt Having a standard makes sense Design in VERS don’t tack it on Recognise that recordkeeping is not front-of-mind for the business Seek out the opportunities Be flexible about implementation models Make cost of entry as low as possible Collaborate extensively

Questions?