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
The Public Sector Innovation Strategy sets out six themes for what great innovation looks like in the public sector. This is accompanied by a set of actions to put innovation in motion. These are whole of government themes and actions that are enabled by and align closely with a digital workplace. Glossary Table 5: Terms and Abbreviations and Abbreviations Definition Compliance by design A process of developing a software system that implements a business process in such a way that its ability to meet specific compliance requirements is ascertained. Formal methods are typically involved to automate compliance rule verification. Digital workplace The digital workplace is made up of the common digital tools, data and processes that employees use. The workplace includes the physical environment along with the devices and applications connected to a network accessing system, supported by documents, data and information for VPS employees to perform their role and tasks. Digitalisation The process of moving to digital business practices. It involves using digital technology to change a business model and provide new revenue and value-producing opportunities. Digitisation The process of converting analogue source material into numerical format. DPC Department of Premier and Cabinet DTF Department of Treasury and Finance DPC Enterprise Solutions Branch, Department of Premier and Cabinet HR Human resources In scope All Victorian Departments and Victoria Police Information management (IM) The collection and management of information from one or more sources and the distribution of that information to one or more audiences. This involves the organisation of and control over the structure, processing and delivery of information. Network Infrastructure that enables communication between various devices through a series of protocols to exchange information. Physical signature Handwritten depictions of someone’s name, nickname. Physical signatures serve as a proof of identity on documents. PROV Public Record Office Victoria