2 Victorian Electronic Records Strategy

The VERS approach provides a framework within which it is possible to capture and archive electronic records into a long-term format that is not dependent on a particular computer (hardware or software) system.

The VERS model considers that records exist within folders (files). It supports the aggregation of data (information) relating to a particular topic and advocates the management of this information at the file level rather than the individual record level. This is a continuation of the approach taken to records and files in the paper environment.

The approach relies on the use of published 'standards' for software and storage (e.g. XML - eXtensible Markup Language - a text-based standard) rather than the use of specific applications or programs which may change over time and become incompatible with requirements for recordkeeping.

VERS is sufficiently flexible to support any electronic record in any format. The strategy is primarily focused on providing long-term preservation of electronic records, but day-to-day use of electronic records is also supported. Recordkeeping requires a long-term approach, but computer systems and applications change or become obsolete very rapidly. Several issues have been identified as an impediment to the long-term management of electronic records.

• Document formats change and become unreadable over time.
• Electronic objects can be subject to undetectable change, thereby making it difficult to maintain the evidentiary and accountability status of the records.
• The context of an electronic record, and its relationship to other records, can easily be lost.
• Existing systems for managing electronic documents do not preserve the content, structure, context and evidential integrity of the record for as long as the record may be required.

Each of these issues has been addressed in the development of the Victorian Electronic Records Strategy.

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