Digital transition
Digital transition is the process of moving towards and improving digital records management processes.
The Victorian Government Digital Strategy sets a vision for a digital Victoria, which includes transitioning ways of thinking, and developing skills towards a fully digital environment. While most work is being done digitally, hardcopy records may still exist. For example, people may keep both the digital and paper records after a digitisation project. Some processes may still use paper or other hardcopy records. Organisations may hold hardcopy legacy records that are still important.
Shifting to digital recordkeeping requires developing stronger technology skills, including understanding systems, software applications and platforms. There are multiple co-existing approaches to managing records, including information management, enterprise architecture, and data management, and some of these may need to be adjusted to meet Victorian legislative requirements for recordkeeping. Technologies and the environments digital records are managed within are constantly evolving and changing. Emerging areas include artificial intelligence technologies, cyber security, data sharing and access regimes, backup technologies and enterprise mobility. To manage records well, staff need access to relevant system and software controls that may traditionally have been held exclusively by information technology staff.
Continuous improvement methods and similar approaches can help with identifying what processes, practices and skill sets need to evolve to address the ever-changing digital environment. Options for continuous improvement are located on the assessment and monitoring topic page.
Digital transition map
To assist organisations with planning digital transition projects, PROV has developed a Digital Transition Map. This map is designed to flag where information about digital transition can be found on our website.
View the interactive Digital Transition Map (.docx) (.pdf)
The map is arranged into three main components:
- Born digital: which covers integrity, governance and management of digital records
- By sector: which provides sector specific advice
- Hardcopy: which covers disposal/transfer processes and management by topic.
Born digital
All business systems contain records, but not every system is designed with the functionality to manage records well. The majority of current records (which includes data and information) are created and captured digitally. Business processes often include automation and other technical tools as part of their design. All digital records must retain their integrity, be managed under good governance frameworks, and follow best practice methods appropriate to their context.
Records of continuing value must remain accessible for as long as they are required. PROV has developed a long-term sustainable format called a VERS Encapsulated Object (VEO) for the preservation of digital records.
Permanent value digital records (as well as some long-term temporary records) should be converted into VEOs to ensure they remain usable and retain their contextual integrity. System decommission or procurement projects provide opportunities for organisations to review records preservation requirements and potentially transfer records to PROV.
Sector specific
Different sectors across Victorian government often have recordkeeping requirements that are specific to their area. This may be based around needing to abide by the same legislation and regulations such as Local Government organisations. Or it may be related to a similar purpose such as emergency service organisations. The area of focus will impact on what records are needed and how they are best managed.
Hardcopy
The main hardcopy records that exist are older records that remain relevant to the business and legacy records that have been inherited from previous operational structures. Some records may be due for disposal, whether that be destruction or transfer to PROV as State Archives. Some may need to be held in approved storage facilities (APROSS) or are being held by PROV but may be retrieved as needed.
Digitisation converts hardcopy records into digital formats so they can be accessed and used digitally. For ongoing records such as correspondence received in hardcopy, including digitisation as part of the capture process may be a viable option. For older records in storage or legacy records, the costs of digitisation projects may mean that digitisation is not a viable option, and that managing the hardcopy records remains the most effective way to manage the records.