Last updated:

November 22, 2023

VERS version 3 requirements 

The requirements for version 3 of the Victorian Electronic Records Strategy (VERS) are outlined in PROS 19/05 Create, Capture and Control Standard, its associated specifications, and guidelines.  Victorian public offices must comply with the principles and requirements.

The requirements are designed to ensure the creation, capture and preservation of authentic, complete, and meaningful records as a VERS encapsulated object (VEO) version 3, PROV’s long-term digital preservation format.

Version 3 VEOs are more flexible than the superseded VERS Standard PROS 99/007 (aka VERS 2) allowing for improved representation of records as they were used and managed in their original recordkeeping systems.

In summary VERS 3 VEOs, or V3 VEOs, are successfully created when they meet the requirements specified by: 

Agencies and vendors creating VEOs can enter the VERS 3 VEO validation program to have their VEOs assessed by PROV against the technical and archival requirements set out in the standard and specifications. 

PROV has also developed a Recordkeeping Assessment Tool (RKAT) that includes a module for system self-assessment against the requirements of the PROV recordkeeping standards. 

 

Technical development packages

Freely available technical development packages are available from PROV so agencies or vendors can develop tools that generate VEOs for long-term preservation of permanent records and transfer to PROV. 

For further information on the VEO creation technical code and tools developed by PROV, please go to PROV VEO creation products page. 

 

VERS version 2 support

Agencies that have implemented and configured a system in accordance with PROS 99/007 requirements — namely VERS Version 2 VEO creation — can continue to refer to the PROS 99/007 Standard and its associated Specifications and Advices for the life of the system.

PROV will continue to accept digital record transfers in VERS Version 2 VEO format.

Versions of vendor products that were certified by PROV can continue to be used and purchased by Victorian Government agencies. 

See the VERS 2 commercial VEO creation products page for a list of available software. 

As of June 2021, PROV will only test vendor VEO creation validity for VERS version 3 VEOs against PROS 19/05 requirements. 

Vendors may continue to self-certify versions of their current products against PROS 99/007 until 30 June 2025.

 

 

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