Last updated:

April 10, 2019

About the action log

Public Record Office Victoria (PROV) recently issued a new Victorian Electronic Records Strategy: Digital Forever 2018-2021.

This log outlines the actions to be undertaken by PROV during 2018-2021 to meet the following goals of the strategy:

  1. Trusted, complete and reliable digital recordkeeping.
  2. Preserved and accessible digital records of continuing value.
  3. Increased capability to respond to future opportunities and challenges. 


Goal 1: Trusted, complete and reliable digital recordkeeping

Action Status
Incorporate and harmonise the VERS requirements with our revised Recordkeeping Standards to embed digital recordkeeping. IN PROGRESS
Define and publish a minimum metadata set for agency recordkeeping and transfer of records. IN PROGRESS
Release a new Recordkeeping Assessment Tool (RKAT) for agency use. IN PROGRESS
Publish digital recordkeeping transition roadmap. IN PROGRESS
Publish guidance on:
  • recordkeeping and cloud services – IN PROGRESS
  • Office 365 – IN PROGRESS
  • electronic approvals and signatures – COMPLETE 
  • digitisation and authorised disposal – IN PROGRESS
  • sustainable preservation formats  – IN PROGRESS
Release the Information Management Maturity Assessment Program 2017–2018 Report. COMPLETE
Release a recordkeeping awareness module using an online training platform. IN PROGRESS
Provide digital recordkeeping expertise to government information and data reform initiatives and projects. ONGOING
Deliver Records Management Network (RMN) events. Next RMN: 17 May 2019
Provide digital recordkeeping advice and support to agencies and sector groups. ONGOING
Publish papers and deliver talks on digital recordkeeping. ONGOING


Goal 2: Preserved and accessible digital records of continuing value

Action Status
Implement a new Archival Management System (Collective Access) to support the revised ACM. IN PROGRESS 
Implement a new Digital Archive System (DAS), storage, search and website infrastructure to manage ingest, store and provide access to digital records.  IN PROGRESS 
Migrate our existing digital holdings to the new DAS. IN PROGRESS 
Develop new VEO processing applications for efficient ingest of digital records and metadata.  IN PROGRESS 
Redevelop the VERS Product Certification Program to better support VEO creation.  IN PROGRESS 
Release new tools and guidance for packaging digital records including VEO creation, check and uplift processes. IN PROGRESS 
Embed the revised ACM, commencing with describing all new records transfers in accordance with the revised ACM. PLANNING COMMENCED
Plan and commence revision of our description practice manuals. PLANNING COMMENCED


Goal 3: Increased capability to respond to future opportunities and challenges

Action Status
Develop PROV’s expertise through collaboration with Australasian Digital Recordkeeping Initiative (ADRI) and Council of Australasian Archives and Records Authorities (CAARA) and contribute to a range of projects:
  • Machine Learning – COMPLETE
  • Digital transfer constraints  – IN PROGRESS
  • Long term preservation formats – IN PROGRESS
  • Software as a Service project – IN PROGRESS
Build on lessons learned by undertaking Phase 2 of the Machine Assisted Email Appraisal Proof of Concept. IN PROGRESS 
Improve PROV’s digital transfer practices through research and testing (in collaboration with ADRI).  IN PROGRESS 
Embed technical skills by developing and delivering in-house training for PROV staff on VEO creation, checking and ingest processes. IN PROGRESS