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VERS Funding and Business Case Development

VERS Funding and Business Case Development. Justine Heazlewood. VERS History. Timeline. Visioning. Research. Testing. Product. Budget. Ensure retention/access electronic records. Keeping Electronic Records Forever. $.25 mill. Final report. 1995. $.57 mill.

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VERS Funding and Business Case Development

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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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