Author: Government recordkeeping

About the changes

The Certification Program has been of value over many years to vendors and agencies alike. Under this program, Public Record Office Victoria (PROV) certified commercial vendor products against the requirements of VERS Version 2: PROS 99/007 Management of Electronic Records Standard. We now believe both agencies and vendors would benefit from a more flexible approach.

From 30 June 2020 we will begin the transition from Version 2 to Version 3 VEO creation, using the new specifications within PROS 19/05 Create, Capture and Control Standard.


Current VERS Version 2 system implementations

The phase out of the VERS Certification Program will be managed to minimise impact on products already certified under the current program.

Please be assured that:

  • Products certified by PROV can continue to be purchased and used.
  • Digital records transferred to PROV as VEOs from existing VERS Version 2 certified products will continue to be accepted.

Key dates

1 July 2021 – Assessment for product certification against the requirements of VERS Version 2 (PROS 99/007) will cease.

1 July 2025 – Vendor self-certification of existing VERS Certified products against VERS Version 2 will cease.


Two new initiatives will be phased in

VEO Validation Program

PROV will test and validate the capability of systems to generate Version 3 VEOS in accordance with PROS 19/05 Specifications. PROV validation of VEOs will be available for:

  • Vendor supplied VEOs upon vendor request
  • Agency supplied VEOS upon agency request 
  • Agency supplied VEOS when transferring permanent records to PROV.

Our VERS products web page will be rebranded as a 'Commercial VEO creation products' page. On this new page we will continue to list all products certified under PROV 99/007 as well as products that create valid VEOs under PROS 19/05. 


System Self-Assessment

The PROV Record Keeping Assessment Tool (RKAT) includes a module for self-assessment of systems against the requirements of the PROV recordkeeping standards and will be available for use by both agencies and vendors via PROV’s website.

The beta version of RKAT will be released before June 2020.


Further information

If you have any queries regarding this matter, please contact us.

Material in the Public Record Office Victoria archival collection contains words and descriptions that reflect attitudes and government policies at different times which may be insensitive and upsetting

Aboriginal and Torres Strait Islander Peoples should be aware the collection and website may contain images, voices and names of deceased persons.

PROV provides advice to researchers wishing to access, publish or re-use records about Aboriginal Peoples