Last updated:

May 22, 2020

About the principles

To help ensure the creation, capture and preservation of authentic, complete and meaningful digital records, the Victorian public sector should enable the following three principles:

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Born Digital Stay Digital

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.

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

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See our Digitisation page for further information.

 

Digital Forever

Records of continuing value must remain accessible for as long as they are required. PROV has developed a long-term format called a VERS Encapsulated Object (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.

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

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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.

 

Digital Recordkeeping by Design

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.

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

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See State Archives and Records NSW’s Checklist for assessing business systems and PROV’s Recordkeeping Standards for further information.

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