Last updated:

May 27, 2020

Digital transition

Digital transition refers to the process of moving away from hardcopy records management and adopting digital processes.

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

Moving to a fully digital workplace can reduce costs and inefficiencies associated with simultaneously managing records in both paper and electronic formats.

 

 Digital transition map

To assist agencies with planning digital transition projects, Public Record Office Victoria (PROV) has developed a Digital Transition Map. This map is designed to flag where information about digital transition can be found on PROV’s website. 

View the interactive Digital Transition Map below.

 

 

Digital transition pathways

PROV has developed the following pathways to help guide agencies make decisions around adopting digital processes.

 

Born digital stay digital

Use this Born Digital Stay Digital Pathway to determine when records should be managed digitally.

To view full-size, click on image (recommended browser: Chrome)

Information held in paper is generally much less discoverable and accessible than digital information.

PROV encourages Victorian Government to embrace born digital, stay digital recordkeeping approaches and avoid costly retrospective digitisation practices where possible.

See our Digitisation page for further information.


Digital recordkeeping by design

Use this Digital Recordkeeping by Design Pathway to determine recordkeeping requirements for business systems.

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It is important to consider recordkeeping requirements when implementing systems that manage and exchange information. Before implementation, agencies need to consider:

  • The volume, types and required retention periods of records to be managed.
  • How recordkeeping can be actioned and/or embedded within the new system design.

See PROV’s Recordkeeping Standards for further information and our forthcoming Recordkeeping Assessment Tool (RKAT). RKAT will allow agencies to assess whether systems meet PROV requirements for managing records.

See our Document Library to find Retention and Disposal Authorities (RDAs) applicable to your agency.

 

Digital forever: Digital records preservation

Use this Digital Records Preservation Pathway to determine when digital records should be converted into VEOs.

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Records of continuing value must remain accessible for as long as they are required. PROV has developed a long-term format called a VEO for the preservation of digital records. 

Permanent value digital records (as well as some long-term temporary records) should be converted into
VEOs. System decommission or procurement provide opportunities for agencies to review records preservation requirements and potentially transfer records to PROV.

See our VEO creation and Digital records transfer step-by-step pages for further information.

See our Appraisal page for further information about permanent and temporary value records.