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3 Physical Transfer Mechanisms
This part of the Specification covers the physical export of
electronic records to PROV. PROV will only accept electronic records when
written on approved media.
To export VEOs to PROV using physical media, the agency must:
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Come to an agreement about the proposed transfer with the the
Documentation and Disposal Team at PROV.
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Comply with the documentation and transfer requirements
described in the Guidelines for Transfer. (see http://www.prov.vic.gov.au/records/standards.asp
visited 29 June 2006).
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Generate a collection of representative VEOs for testing by PROV
along with a sample Manifest. At least two VEOs will be required (a File VEO
and a Record VEO).
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Create a Manifest for the Set that is being transferred. The form
of a Manifest is defined in section 4.
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Send an email to the transfer archivist at PROV, attaching the Manifest.
The transfer archivist will inform you when the Set can be accepted.
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Create the Set on the transfer media and ship them to the transfer
archivist at PROV.
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When PROV has accepted custody of the VEOs, the transfer
archivist will send an acceptance report. The acceptance report is defined in
section 5. This may take several weeks due to the requirements for validation, quarantine, archival quality assurance, and final approval. An agency must not destroy their copy of a record until PROV has accepted custody of the
record using an acceptance report.
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It is possible that not all VEOs will be accepted by the digital
archive. Reasons for non-acceptance include:
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Malformed VEOs
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Duplication of VEOs
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VEOs infected by viruses
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Transfer of VEOs that are not covered by the transfer agreement
It is the agency’s responsibility to correct, if
possible, the errors that caused the VEOs to be rejected. The VEOs that have
not been accepted must then be resubmitted to PROV. This will involve the
submission of a new Set, including the creation of a new Manifest and new
transfer media. This process will continue until all of the VEOs have been
successfully accepted by PROV.
3.1 Labelling of Media
3.2 Media accepted by PROV
3.2.1 Compact discs
3.2.2 DVDs
3.2.3 DDS tape
3.2.4 LTO tape
3.3 Archiving Software
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