VERSExporter for Records

Preserving permanent electronic records, which are being produced in the regular course of business, has become a challenge for many organizations. Public Records office of Victoria (PROV) came up with a strategy for preserving long term electronic records known as Victorian Electronic Records Strategy (VERS). VERS standard specifies a metadata scheme which retains the basic information for an electronic record to aid in preserving its context even after a long period of time. VERS specifies a system-independent approach which relies on XML rather than specific applications (like Office, PDF) to export the record and its metadata.

For a record keeping system to be VERS compliant, it must satisfy 5 specifications:

1: System Requirements for Preserving Electronic Records - This covers the overall functions that a record-keeping system must perform to preserve electronic records for a substantial period.

2: VERS Metadata Scheme - This covers the metadata that a record-keeping system must hold to conform to VERS.

3: VERS Standard Electronic Record Format - This covers the technical definition of the VERS Encapsulated Object (VEO) format; the mandatory long-term format for records.

4: VERS Long Term Preservation Formats - This covers the data formats that PROV accepts as suitable for representing documents for a significant period.

5: Export of Electronic Records to PROV - This contains details of the approved media and mechanisms by which PROV will accept an export of electronic records.

 

Oracle WebCenter Content – Records meets specification 1 out-of-the-box and allows new metadata to be defined as per specification 2.

VERSExporter by TEAM

VERSExporter will help meet specifications 3, 4 and 5 which involves generating the VEOs and storing them in the file system. This solution will create an XML representation of the latest version of the electronic record including its metadata (e.g. the context and history). The electronic document needs to be available in one of the formats – Text, PDF-A, PDF, TIFF, JPEG, JPEG-2000, and MPEG-4. In case of electronic contents which are in other formats, the web version (PDF) is used; this is because PDF preserves a key characteristic of a record – which is to preserve the appearance of the record as the original creator saw it. This document is converted into base64 data and included as part of the XML object. This XML object representation of the electronic record is then digitally signed to protect the authenticity of the contents. The XML rendition of a record is created when the content is registered into the system.