VERS Development and
Thinking
Howard Quenault and
Nicholas Leask
KERF
1995
Problem:
Digital
Records
Keeping
Electronic
Records
Forever
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
1995
1998
Problem:
Digital
Records
Keeping
Electronic
Records
Forever
Electronic
Records Proof
of Concept
Demonstrator
System
VERS Final
Report
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@DOI
1995
1998
2000
Problem:
Digital
Records
Keeping
Electronic
Records
Forever
Electronic
Records Proof
of Concept
First
Department
Implementation
Demonstrator
System
VERS@DOI
VERS Final
Report
VERS
Standard V1
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 COE
1995
Keeping
Electronic
Records
Forever
Problem:
Digital
Records
Electronic
Records Proof
of Concept
1998
2000
2002
First
Department
Implementation
VERS Centre
of Excellent
VERS Final
Report
Demonstrator
System
VERS@DOI
VERS
Standard V2
VERS
Standard V1
VERS
Readiness
Assessment
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
1995
Keeping
Electronic
Records
Forever
Problem:
Digital
Records
Electronic
Records Proof
of Concept
1998
2000
2002
2005 –
Now
First
Department
Implementation
VERS Final
Report
Demonstrator
System
VERS
Standard V1
VERS@DOI
VERS Centre
of Excellent
VERS
Standard V2
VERS
Readiness
Assessment
Digital Archive
Sustaining
VERS
Projects in
Government
Revised
Standards
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?