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Digitisation Project

The passage of the new Victorian Evidence Act has removed any legal question about the admisibility of digitised copies of records. Many Victorian agencies will wish to use these changes to digitise and dispose of their physical original records.

This project provides a framework for the digitisation and subsequent disposal of original records. It consists of three documents:

• General Disposal Authority for Converted Records This provides the legal authority to dispose of source records once they have been converted (e.g. digitised). It states the general requirements that agencies must meet before they can dispose of their source records, and also gives categories of records that cannot be disposed of even though they have been converted.
• Specification on Digitisation Requirements This specification gives the minimum requirements that agencies must meet when digitising physical originals in order to subsequently dispose of them. It also provides guidance as to the processes that an agency must have in place to meet these minimum requirements.
• Specification on Digitisation Image Requirements This specification gives the minimum image requirements for particular types of original records such as documents, plans, and photographs.

A presentation describing these three documents can be found here

Exposure drafts available

A public comment period has commenced for these three documents, and we would encourage everyone affected by the new documents to read and comment on the proposals. We would particularly welcome comment from agencies currently digitising, or planning to digitise, physical records, and vendors that carry out digitising.

The following documents can be download:

Presentation on Proposed PROV Digitisation Standards	232 KB
Exposure Draft for General Disposal Authority for Converted Records	232 KB
Exposure Draft for Specification on Digitisation Requirements	840 KB
Exposure Draft for Specification on Digitisation Image Requirements	750 KB
Digitisation Standard Feedback Form	88 KB

The deadline for comments for these three documents is 30 April 2009. Comments should emailed to andrew.waugh@prov.vic.gov.au

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