Digital record transfer FAQs

There is no standard timeframe for a digital record transfer. Timeframes vary depending on your resources, access to records and data, and technical capability.

Our Digital Transfer team works closely with agencies throughout the process. We can assist with archival requirements and provide some technical support, particularly if you are creating VEOs for the first time.

In our experience, transfer projects are more likely to be completed successfully when they are:

• included in organisational planning
• built into staff work plans
• appropriately resourced.

Completing appraisal and identifying permanent records before starting the transfer can also save time.

For help planning a future transfer, see our Digital records transfer step-by-step guidance.

A successful digital record transfer usually involves a mix of business, records management and technical staff.

Recent successful projects have generally included a broader group in initial meetings to discuss the scope and resources needed.

This often includes:

• managers
• records managers
• subject matter experts
• technical specialists with knowledge of the business system and access to the data.

Once the project commences, we work with records managers and subject matter experts on archival requirements and with technical specialists on the technical steps needed to complete the transfer.

Our blog post on the Metro Tunnel Early Works records transfer is a useful example of how internal skills and knowledge can support a successful digital transfer.

No. We do not expect records managers to be technical experts.

Records management knowledge is still essential, because understanding how a record was created, managed and used in its business context helps determine how the VEO should be structured.

However, digital transfers do include technical work. It is helpful to involve your IT team early in the planning process. They can help answer questions about:

• how your system works
• how records and data are stored
• how records can be captured in a VEO.

Our specifications and guidelines supporting the PROS 25/02 Create, Capture and Control Standard include both archival and technical requirements to consider when planning a transfer.

A VEO is a VERS Encapsulated Object. It is a digital preservation format developed by PROV for the long-term management of digital records.

A VEO contains a digital record together with the information needed to understand, manage and preserve it over time. This includes the record’s content, metadata and integrity information in a single package.

This means a VEO can be understood on its own and linked to its wider context in the collection.

At a basic technical level, a VEO is a zip file containing the digital record, xml files that hold metadata and digital signatures needed to ensure integrity, and a ReadMe text file containing basic details about the VEO and references to the specifications. 

PROV supports 2 types of VEO:

• Version 3 (V3) VEOs, which are the newer and more flexible format
• Version 2 (V2) VEOs, which are an earlier format still supported.

For more information, see our VEO creation topic page.

The metadata requirements for VEOs are specified in:

• PROS 19/05 S4 Constructing VEOs Specification
• PROS 25/02 S5 Adding Metadata Packages to VEOs Specification
• PROS 19/05 G Representing Records in VEOs Guideline.

During transfer, the focus is very much on ensuring the capture of key record metadata required by future users to identify and understand the context in which the record was created, maintained and used by the business.

No. The PROS 19/05 S3 Minimum Metadata Specification is aimed at defining the minimum metadata required to be captured for records when created or received by an agency. It isn’t used to specify the minimum metadata required to be included in a VEO. 

The metadata requirements for VEOs are specified in: 

• PROS 19/05 S4 Constructing VEOs Specification
• PROS 25/02 S5 Adding Metadata Packages to VEOs Specification
• PROS 19/05 G Representing Records in VEOs Guideline.

Yes. Open records will be available to the public through our Catalogue and can be viewed without a login.

For closed records, agencies can apply for government user access so authorised staff can view records when needed.

Digital records display differently in the Catalogue, so we have developed instructional videos to help users to:

• access a digital record
• access records within a digital file.

Searching for digital records is similar to searching for physical records in the Catalogue. A useful place to start is with the agency responsible for the records, then browse the record series list.

For more information, see our Where to start page and watch the instructional videos on accessing digital records through the catalogue.
 

Accepted file formats are listed in the PROS 19/05 S3 Long Term Sustainable Formats Specification.

This specification excludes records in uncommon formats, or formats that rely on obsolete technology, because their long-term readability cannot be assured.

In our experience, many records created by government are in formats such as PDF and Word. Audiovisual formats are also becoming more common.

For the full list of accepted formats, see the PROS 19/05 S3 Long Term Sustainable Formats Specification.

There is flexibility in how agencies can deliver VEOs to us.

Many agencies choose to deliver records in person on a USB hard drive, while others use a secure online transfer method. There is no single delivery method, and agencies can choose the option that best meets their operational and security requirements.

The security classification of the records may affect the delivery method.