hardcopy format. This has resulted in the change in practice across agencies. In Victoria, these digital processes are already being undertaken by some agencies such as VAGO, and can be used as examples of best practice. In addition, there is a clear opportunity to review and improve the way records created in the Microsoft Office suites are managed with the introduction of Microsoft Office 365. All departments are transitioning to Microsoft Office 365 over time and will have to address the question of how to achieve record keeping and security compliance. Desired state Record keeping is digital by default and records management and compliance is largely invisible to the user and embedded in systems. Records digitalisation will help achieve compliance by design, effectively removing compliance from the desktop. Departments proactively transfer permanent records to the PROV digital archive. Initiatives Encourage digital record keeping new requirements will accelerate the transition to digital record keeping: The government will set a deadline for departments to stop producing new records for records that are born digital. The deadline will require departments to use, maintain, and store records in digital format, and digitally transfer these to the PROV archive in line with existing policy. It will not apply retrospectively to existing paper records or to records that are born on paper i.e. incoming hard copy correspondence. The government will set a deadline from which departments will only work with digital records. Departments will be required to digitise all new incoming and new hard copy documents that have business value. It will not apply retrospectively to existing paper records. All existing SoDs (e.g. HR, Finance etc.) will be updated to ensure departments transfer all permanent records no longer required for current business to PROV when these systems are upgraded. Develop Microsoft Office 365 guidelines DPC will work closely with a department implementing Office 365 to develop best-practice advice on how to achieve records and security compliance in the Microsoft Office 365 environment. This advice will be document as a guideline and will include approaches for automating the application of metadata and movement of records into appropriate repositories making the process invisible to the end user. Not all departments will implement Microsoft Office 365 in the same way, including how they integrate existing records management systems. However, there will be commonalities and opportunities to learn from each other. Selecting a department currently working with CenITex would increase the opportunity to solutions and approaches. Implementation Initiative Detail
hardcopy format. This has resulted in the change in practice across agencies. In Victoria, these digital processes are already being undertaken by some agencies such as VAGO, and can be used as examples of best practice. In addition, there is a clear opportunity to review and improve the way records created in the Microsoft Office suites are managed with the introduction of Microsoft Office 365. All departments are transitioning to Microsoft Office 365 over time and will have to address the question of how to achieve record keeping and security compliance. Desired state Record keeping is digital by default and records management and compliance is largely invisible to the user and embedded in systems. Records digitalisation will help achieve compliance by design, effectively removing compliance from the desktop. Departments proactively transfer permanent records to the PROV digital archive. Initiatives Encourage digital record keeping new requirements will accelerate the transition to digital record keeping: The government will set a deadline for departments to stop producing new records for records that are born digital. The deadline will require departments to use, maintain, and store records in digital format, and digitally transfer these to the PROV archive in line with existing policy. It will not apply retrospectively to existing paper records or to records that are born on paper i.e. incoming hard copy correspondence. The government will set a deadline from which departments will only work with digital records. Departments will be required to digitise all new incoming and new hard copy documents that have business value. It will not apply retrospectively to existing paper records. All existing SoDs (e.g. HR, Finance etc.) will be updated to ensure departments transfer all permanent records no longer required for current business to PROV when these systems are upgraded. Develop Microsoft Office 365 guidelines DPC will work closely with a department implementing Office 365 to develop best-practice advice on how to achieve records and security compliance in the Microsoft Office 365 environment. This advice will be document as a guideline and will include approaches for automating the application of metadata and movement of records into appropriate repositories making the process invisible to the end user. Not all departments will implement Microsoft Office 365 in the same way, including how they integrate existing records management systems. However, there will be commonalities and opportunities to learn from each other. Selecting a department currently working with CenITex would increase the opportunity to solutions and approaches. Implementation Initiative Detail
Digital-Workplace-Strategy.docx