VERS Development and Thinking Howard Quenault and Nicholas Leask.
-
Upload
melvin-bodge -
Category
Documents
-
view
224 -
download
3
Transcript of VERS Development and Thinking Howard Quenault and Nicholas Leask.
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 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