Victorian Electronic Records Strategy


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Vendor Compliance Program

NEW! (24.01.2007) A VERS Toolkit has been released. This model Java code for creating VEOs and manifests is available for download and use in your products at no cost. See below.

Public Record Office Victoria (PROV) runs a compliance program to test systems and products against the Standard for the Management of Electronic Records (PROS 99/007) (the VERS Standard). Statements of compliance can be issued for products sold by IT vendors (eg. records/document management software, digital storage media) or for systems implemented in an organisation (eg. the VERS@DOI system). Compliant products are listed on the VERS website. Fop more information about VERS and VERS Compliance, please see our Frequently Asked Questions page.

The compliance process tests products against the technical specifications within the VERS Standard. You can seek compliance for your system or product against any or all of the five specifications in version 2 of the VERS Standard.

The VERS Standard prescribes a mandatory approach to keeping electronic records for the long term. Over the coming decade, all Victorian government public sector agencies will be moving towards managing their electronic records in VERS-compliant systems. This includes central government departments, local government, public hospitals, public schools and government-owned business enterprises.

PROV also offers a free consultancy service that provides advice in how to go about achieving VERS Compliance and general advice on designing and implementing VERS compliant recordkeeping systems. Please contact the VERS compliance certification program on the number listed below for more information.

For vendors of IT products, a statement of VERS-compliance could help in marketing products to Victorian government agencies. For organisations working towards VERS-compliance, the compliance program could help in the selection of products.

In 2003 PROV issued Version 2 of the VERS Standard. The compliance process for Version 2 gives applicants:

flexibility in the way VERS can be implemented within a product
guidance in implementing VERS
a compliance process which includes some self-certification.

Currently PROV is testing for compliance against Version 2 of the VERS Standard. We recommend that vendors and organisations seek compliance against Version 2 as it is a more efficient and streamlined process and contains more relevant and up-to-date information than previous versions. Please note that from 1 July 2006 PROV will not be accepting applications for Version 1.2 compliance.

VERS Technical Training is a one day session that provides context and background to the VERS Standard and to the creation of VEOs (VERS Encapsulated Objects). PROV recommends this course for those undergoing VERS Compliance. Check the Training Calendar for details.

The Compliance Process

Step 1:Download the compliance test pack Version 2.

Step 2:Complete the Statement of Compliance (for Specifications 1 and 2) or the Checklists (for Specifications 3 – 5), including applicant statements if necessary. The compliance process will not be undertaken without PROV first receiving the relevant Statement or Checklist.

Note: Checklists include Mandatory Requirements and Conditional Requirements. Mandatory Requirements must be present in order for a system to be compliant. Conditional Requirements need only be present where a specific condition is also met.

Step 3: Send the completed checklists to PROV.

VERS Compliance Certification Program
Public Record Office Victoria
PO Box 2100
North Melbourne VIC 3051
Fax: +61 3 9348 5656
Email: prov.vers.compliance@dvc.vic.gov.au

Step 4: PROV will assign an application number, and list the product in the Compliance section of our website (see Products Undergoing Compliance). PROV will provide information about configuring the product for testing. Products will be removed if there has been no action for six months.

Step 5: Set up a test system in accordance with the configuration requirements sent by PROV. A team from PROV will use test scripts to test the system. The testing will be done by the vendor, with PROV staff observing. Check the Information for Vendors for details regarding requirements for VERS Compliance Testing.

Step 6: If the tests are satisfactory, the Keeper of Public Records will issue a Compliance Certification Statement. This statement will be included on the VERS website, and can be used in marketing the product.

Compliance materials

Version 2 test pack (Zip file for Download)

VERS Toolkit

PLEASE NOTE. To be VERS compliant, your product must go through the full VERS compliance certification process irrespective of whether you use the toolkit or not. PROV does not warrant that use of the toolkit will result in a product that is VERS compliant. See the license for more details.

Contact details:

VERS Compliance Certification Program
Public Record Office Victoria
PO Box 2100
North Melbourne VIC 3051
Tel: +61 3 9348 5600
Fax: +61 3 9348 5656
Email: prov.vers.compliance@dvc.vic.gov.au

For other contact details please refer to the Contact Us page

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