Victorian Electronic Records Strategy


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Introduction

Standard
(Version 1)
  Specification 1
  Specification 2
  Specification 3

Standard
(Version 2)
  Specification 1
  Specification 2
  Specification 3
  Specification 4
  Specification 5
  Advice 9
  Advice 10
  Advice 11
  Advice 12
  Advice 13
  Advice 14

Home > Standard > Standard (Version 2) >Specification 5 > Introduction

1 Introduction

The purpose of this Specification is to specify the mechanisms used to export electronic records to PROV.

This covers four aspects:

The Manifest that documents are export to PROV
The physical mechanism of exporting (i.e. media formats accepted by PROV).
The encoding of the VEOs on the physical export media.
The mechanism by which acceptance by PROV of the responsibility for preserving an Electronic Record is indicated to an agency.

The Specification does NOT cover the broader process of transferring records to PROV. This broader process includes, for example, negotiation about what records are to be transferred and when, decisions about whether the records will be open for public access, the preparation of documentation on the records, and similar tasks. For information about this broader process, please see:

PROS 97/004, Transfer and Storage of Public Records (and associated specifications)
Guidelines for the Documentation and Transfer of Permanent Records to Public Record Office Victoria
Transferring Electronic Records to PROV

These documents are available from the PROV web site (http://www.prov.vic.gov.au/records/standards.asp visited 29 June 2006).

In particular, it should be noted that the receipt of the acceptance message by the agency simply indicates that custody of the records has been accepted by PROV and that PROV has taken responsibility for the preservation of those records. The message does not indicate anything about the processing of the transfer within PROV.

PROV expects that the formats and mechanisms used to export electronic records to PROV will change over time. Over a period of time it is expected that the media accepted will change. Media formats have a life cycle and PROV will only accept media in its mature, widely deployed part of the life cycle. For example, 1/2 inch tape is obsolete and consequently expensive to accept. CDs are currently a mature technology which is widely deployed.

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