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VERS STORY | STANDARD | ASSESSMENT | PROJECTS | DIGITAL ARCHIVE | TRAINING | TOOLKIT | PUBLICATIONS | |
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1 Introduction This Specification (Specification 1) contains the functions that a recordkeeping system must support if it is to preserve records for a significant period. This Specification is mandatory for any system that holds permanent electronic records; that is, those records judged to be of permanent value to the State of Victoria. Permanent records are specified in an agency's disposal authority. It is strongly recommended that systems that hold long-term temporary records for a significant period should also conform to this specification. A significant period is one where the records have a life longer than the expected life of:
In this Specification, a recordkeeping system is considered to be the entire system holding records. The system may include business processes, one or more software applications that manage records (which may or may not be named a 'records management system'), and any supporting computer systems (such as storage networks and servers). In consequence, the functions required in this Specification may be the responsibility of an agency, the vendor of a recordkeeping application, or the vendor of a supporting system. The Specification covers only those functions necessary to support long-term preservation using VERS. A complete recordkeeping system must support many other functions as well. A number of model requirements have been published covering the wider functions that a recordkeeping system must support. Several of these model requirements are listed in the associated advice (Advice 10). There are many different ways in which these functions could be implemented depending on the applications from which records are captured and the computer technology chosen. | |||||
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