VERS Funding and Business Case Development

Justine Heazlewood

VERS History

2002

2004

1995

1999

1997

$4.8 mill

$2.7 mill

$5.5 mill

$.57 mill

$.25 mill

$1.0 mill

Timeline Visioning Research Testing Product Budget

Ensure retention/access electronic records

Keeping Electronic Records Forever

Final report

Test theoryVictoria Electronic Records Strategy Test bed Final report

Implement tested solution

VERS@DOI VERS EDRMS

VERS Standard

Support roll out VERS Centre of Excellence

TrainingVERS Assessment

Compliance testing VERS Standard

Toolkit

Digital Archive

Continue roll out

Build digital archive

Repository requirements

Long term ERKS requirements

Consultancy

Compliance testing

Consultancy Consultancy Projects

2010 Refresh VERS

Compliant products

Keeping Electronic Records Forever

• $250k (Microeconomic Reform funding) 1995/96• PROV, Ernst & Young, CSIRO, Melbourne Uni• Problem: how to ensure the retention of, and ongoing

access to, digital records created today and in the future• Solution: that records be “frozen” into a static view/print

only format at the time of their creation … in a to-be-developed or determined Representation Format through … with satisfactory and evidentiary quality replicability

• Learnings– Data driven approach (not systems)– Capture at creation

Business Case

• Prototype to test proposed solution– People– Technology– Process

• Would enable detailed costings to be developed

• Would enable identification of long term formats and standards

Victorian Electronic Records Strategy

• $570k (Microeconomic Reform funding) 1997/98• PROV, CSIRO, Ernst & Young• Aims

– To demonstrate that it was possible to capture and preserve electronic records in such a way that they were readily accessible in the long term.

– To provide a set of functional descriptions for electronic archiving which can be used by Victorian government agencies to implement electronic archiving systems and strategies.

Victorian Electronic Records Strategy

• Product: Test bed system to prototype "future state" electronic document processing and record capture system using Department of Infrastructure records and record capture processes

• Learnings – capture of electronic records into long term format, with much of the

contextual information captured automatically, is possible and achievable

– archiving of electronic records is possible and achievable• Recommendations

– that PROV specify a preferred long term electronic record format, based on the format described in this report

– that PROV specify a minimum metadata set that should be associated with every electronic record, informed by the metadata set used in this project

– that the Victorian Government proceed to implement an electronic archiving strategy based on long term electronic record format.

Business Case

• Implement the Strategy through pilot project

• Maintain Victoria’s global leadership

• Minimise risk to Government of loss of records

• Commercialise Government IP

• Reduce cost of storage, recovery

VERS@DOI

• $4.8M (SET funding) 1999/00 – 2000/01

• Department of Infrastructure, PROV

• Aims– Operationalise the Strategy– Develop long term electronic record keeping

capability within a Department (reduce cost and risk)

– Provide results to rest of Government

VERS@DOI

• Products– Tender with requirements for long term records

creation and management– VERS Standard (v.1)– ERMS rolled out in DoI

• Learnings– Capture at creation can be difficult (cost/benefit)– Technology not yet fully adopted (digital signatures)– Metadata extension required

Business Case

• Implement VERS across all Departments

• Support roll-out of successful model (VERS@DOI) across wovg

• Build digital archive

• More costly to do nothing

VERS Centre of Excellence

• $8.2M (ERC) 2002/03 – 2003/04

• Not fully funded

• Aims– Provide support to government

implementations– Assess progress for all Departments– Build digital archive at PROV

VERS Centre of Excellence

• Products– Toolkit– VERS Standard (v.2)– Assessments– Training– Consultancy– Digital Archive

Business Case

• Successful model in CoE

• VERS Implementation not complete but underway

• Cost savings and risk mitigation

• Continued leadership

Sustaining VERS

• $1M (ERC) 2004/05 – • Aims

– Provide support to government implementations– Assess progress

• Products– Consultancy– Training– Maintain Standard– Provide access to VERS IP– Compliance assessment for software