VERS Development and Thinking

Howard Quenault andNicholas Leask

KERFKeeping Electronic Records Forever

1995Problem:

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 ConceptKeeping Electronic Records Forever

1998Electronic Records Proof of Concept

VERS Final Report

Demonstrator System

1995Problem:

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

VERS@DOIKeeping Electronic Records Forever

1998Electronic Records Proof of Concept

VERS Final Report

Demonstrator System

2000First Department Implementation

VERS Standard V1

VERS@DOI

1995Problem:

Digital Records

Key Thinking – VERS@DOI• 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 COEKeeping Electronic Records Forever

1998Electronic Records Proof of Concept

VERS Final Report

Demonstrator System

2000First Department Implementation

VERS Standard V1

VERS@DOI

1995Problem:

Digital Records

2002VERS 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.

NowKeeping Electronic Records Forever

1998Electronic Records Proof of Concept

VERS Final Report

Demonstrator System

2000First Department Implementation

VERS Standard V1

VERS@DOI

1995Problem:

Digital Records

2002VERS 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?