Victorian Electronic Records Strategy


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Step by Step Guide
Introduction

Step 1:
Decide to do it
  Task 1
  Task 2
  Task 3

Step 2:
Discover what needs to be done
  Task 1
  Task 2
  Task 3
  Task 4

Step 3:
Design a system
  Task 1
  Task 2
  Task 3
  Task 4
  Task 5

Step 4:
Implement the system
  Task 1
  Task 2
  Task 3
  Task 4
  Task 5

Step 5:
Maintain the system
  Task 1
  Task 2
  Task 3
  Task 4

Home > Toolkit > Step by Step

Step-by-Step Guide

The Step-by-Step Guide: A road map to a VERS implementation.

This Guide provides:

assistance to Victorian Government agencies and departments moving to a VERS-compliant system;
an action program for organisations implementing VERS-model
assistance on problem areas.

The Guide will help you:

plan for your VERS implementation
assist in establishing milestones and project goals
give you a head start by providing access to work already done by others that may be reused or modified to form part of your own project
achieve compliance with the VERS standard by clearly identifying the prescribed (ie. non-optional) results expected at the end of a VERS implementation.

It is designed to make your VERS implementation as informed and streamlined as possible, and to ensure that you have access to help, advice and documentation at all stages of the process.

There are several paths through the Toolkit on the way to achieving VERS compliance. The diagram below illustrates the paths you may take. The diagram also illustrates the potential integration of a VERS compliance project with an Australian standard Designing and Implementing a Recordkeeping System project for your whole organisation.

Information about each Step is provided at three levels:

Overview: A summary of the goals and key activities of the Step suitable for presenting VERS models to decision-makers and explaining VERS to other organisation members. Each Overview is downloadable as a PDF document.

Tasks: Details on activities and how to conduct them, and a list of products expected from the particular Step. It includes examples, links to templates and other documents, and answers common questions.

The Guide is an online resource (providing hyperlink navigation), but consolidated PDF files are downloadable. You can download a file for each complete Step, or a single Zip archive of all five Steps. (Note: The Zip archive contains only the html text. It does not include the extra products and downloads offered in the Steps).

Connections to Designing & Implementing a Recordkeeping System

Substantial collaborative work by the National Archives of Australia and the State Records Authority of NSW has been devoted to producing a methodology for information management. This methodology, known as Designing & Implementing Recordkeeping Systems (DIRKS), provides a practical road map for organisations implementing the approach laid down in Australian Standard AS 4390, Records Management and the International Standard on Records Management, ISO 15489.

DIRKS is a best-practice methodology for the management of records and information. This includes designing and implementing recordkeeping systems.

The VERS step-by-step guide has used the principles and steps laid down in the DIRKS methodology as a master system for organisation and classification. Each of the five VERS steps is related to one or more DIRKS steps. The correlation is clearly stated in each step. While this guide does not exactly mirror the DIRKS steps, and it contains more explanatory and exemplary information, it is in no way inconsistent with the DIRKS process at any stage.

The guide's adherence to the DIRKS system means that those using this step-by-step guide can do so with the confidence that they are using an Australian-standard, comprehensive, approved system to organise their activities. Electronic records projects using VERS can therefore be more easily and smoothly integrated into whole-of-organisation records management activities and systems, as the two are designed to be compatible.

Consolidated PDF files are available for each complete step of the guide. To download files, right-click on a hyperlink, choose "Save Target As...", and select a target folder.
Download Step 1
Download Step 2
Download Step 3
Download Step 4
Download Step 5
Download Zip archive of all 5 Steps

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