June 2020

COVID-19 and working remotely

Recordkeeping tips for working remotely

It's no surprise to everyone that the Coronavirus (COVID-19) pandemic has created new challenges and stresses for all public servants. Working remotely has been difficult for anyone who relies on a central workplace, hardcopy records, face to face communication and regular meetings. However there have been upsides, for instance executives gaining a better understanding of, and reliance on, digital records.

We've been pleased that our relationships with agencies have continued to thrive remotely. Communication has been ongoing, consideration is high and work output maintained.

In response to the changes and challenges of working from home, PROV has published tips about maintaining good recordkeeping practices whilst working remotely .

Thank you to everyone - PROV and agency staff, well done.

VERS changes underway

Updates to the Standards and Vendor Certification

We have been busy during the COVID-19 lockdown, implementing some Victorian Electronic Records Strategy changes in support of up-to-date digital recordkeeping and preservation in Victorian Government.

The VERS Standards (PROS 99/007 and PROS 15/03) have been replaced by the new PROS 19/05 Create, Capture and Control Standard. There are now five Specifications under PROS 19/05, providing instructions about digitisation, metadata, long term sustainable formats and Version 3 VEO creation. See this blog post and this web page for further information.

We have also decided to retire the VERS Vendor Certification Program. Under this program, PROV certified commercial systems against the requirements of the old VERS Standard, PROS 99/007. From next year, PROV will cease certifying products. Instead, vendors and agencies will be able to 1) self-assess the recordkeeping capability of their systems using PROV’s RKAT tool; and 2) submit VEOs to PROV for testing and validation. See this blog post for further information.

Lastly, PROV will accept digital records transferred as either Version 2 or Version 3 VEOs. We have published technical packages on our website so that vendor and agency software developers can maintain their existing Version 2 VEO tools/processes, or start developing Version 3 VEO tools/processes. Agencies can also continue to use and purchase commercial VEO creation products.

Storage Standard review

Review of PROV Storage Standard and Specifications

Thank you to those who have provided feedback on the revised Storage Standard Principles and Requirements. We are still able to accept comments up until 5 June, so please submit any final feedback on them to alison.mcnulty@prov.vic.gov.au. Once they are finalised, the more detailed Specifications will be developed.

Service Delivery

A reminder about services

The Digital Archive Program is a significant project currently being undertaken to update and improve our entire digital archiving environment. The implementation of the new digital archive will mean faster digital ingest and enhanced capability to describe, preserve and provide access to public records.

As a result of this work we are unable to commence new transfer projects and have reduced capacity to take on new records transfer and RDA development projects.

Get more information about these projects and what it means for you on our Projects' page.

Digital transition

New topic page

The Victorian Government is progressing towards fully digital workplaces. While most work is already being done electronically, records are still being captured and managed in paper format, which can be expensive and inefficient.

To assist agencies in transitioning to digital recordkeeping, PROV has recently redeveloped our online advice. Our updated Digital transition page now features three pathway diagrams to help agencies determine:

When records should be managed digitally
Recordkeeping requirements for business systems
When digital records should be converted into VEOs

We've also updated our interactive digital transition map document to flag where all relevant information about digital transition can be found on our website.

Check out our Digital transition advice here on our website.

Online galleries and exhibitions

PROV's free online exhibitions

Public records, or government state archives, are a preserved record of Victoria's development.

These online exhibitions and galleries tell some of Victoria's most significant historical stories.

Check out the online galleries and exhibitions at our website here.

Note: These stories are best viewed on Google Chrome.

Recordkeeping training

A reminder about PROV's online training module

A reminder to our readers that PROV have an online learning module available via our website (perfect if you're working remotely!).

Recordkeeping Essentials covers the basic rules around recordkeeping in the Victorian public sector.

Check out Recordkeeping Essentials here.