VPRS 15689 List of Authorised File Classifications

This series consists of the authorised file classifications used by Melbourne 2006 Commonwealth Games Corporation (VA 4782) to classify and arrange the records maintained by their Electronic Document Management System (EDMS). The EDMS was implemented in 2004, and was used by Melbourne 2006 Commonwealth Games Corporation to track and manage all records (both electronic (including email) and hardcopy) received or created by the Corporation. Records were transferred to Public Record Office Victoria (PROV) as VEOs (VERS Encapsulated Objects) in accordance with the Victorian Electronic Records Strategy (VERS) Standard.No Business Classification Scheme was created in order to specify the descriptors and keywords to be used by Melbourne 2006 Commonwealth Games Corporation staff. Hierarchical classification headings provided a means to identify the location of records captured by first identifying the organisational division responsible for the records, and then navigating the secondary heading levels. Primary and secondary level classification headings were set by the Records Manager, whereas third level classification headings were free text and specified by users of the system as required. File naming conventions were not specified by the Corporation.Primary level classification headings were based primarily on organisational divisions. They included:Personal FoldersCeremonies & EventsExecutiveFinance & Business ServicesMarketing & CommunicationsOperationsProject Planning, Risk & StrategySales & CommercialTraining & Test Area.Secondary level classification headings were function-based, and sometimes contained one or more sub-functional secondary level headings.Third level classification headings were free-text folders and documents. There were both electronic and hardcopy records. Symbols were used as a quick reference to the kind of document captured. Although files were allocated numbers, these were rarely identified by number within the classification structure.The EDMS used was a configuration of TRIM software produced by Tower Software with a three tier container hierarchy.Records were arranged by File and Record Type and assigned a unique identifier based on an alphabetical record type code, and a number.The classification structure was constructed to conform to the requirements of VERS as specified by PROV Standard PROS 99/007 Management of Electronic Records. The format of the records, structure of the metadata collated about each record, and other aspects of the records follow guidelines set out by the Standard.In keeping with the Victorian and Federal Governments' focus on e-governance, more public records traditionally retained in paper format were being created and managed within an electronic environment. VERS was initiated to address issues concerning best management of electronic records, such as the long term preservation of electronic records in a readable and accessible format, association of the context of an electronic record with the document(s), and the preservation of the evidential quality of electronic records. Centralisation of recordkeeping systems through using methodologies such as DIRKS (Designing and Implementing Record Keeping Systems), which was developed by State Records of New South Wales and endorsed by the Australian Standard on Records Management (AS ISO 15489), provided the best means of approaching management of electronic records in a manner which conformed with ideals of e-governance. Recordkeeping decisions, such as the identification of public records worthy of permanent retention, can be made at the point of records creation, which enables more appropriate metadata to be collated regarding the documents concerned.

本系列包含2006年墨尔本英联邦运动会公司（Melbourne 2006 Commonwealth Games Corporation，档案组号VA 4782）用于对其电子文件管理系统（Electronic Document Management System，EDMS）所维护的档案进行分类与整理的官方文件分类方案。该电子文件管理系统于2004年上线，由2006年墨尔本英联邦运动会公司用于追踪、管理该公司接收或生成的所有档案（含电子档案<包括电子邮件>与纸质档案）。根据维多利亚州电子记录策略（Victorian Electronic Records Strategy，VERS）标准，相关档案以VERS封装对象（VERS Encapsulated Objects，VEO）格式移交至维多利亚州公共档案馆（Public Record Office Victoria，PROV）。
2006年墨尔本英联邦运动会公司未制定业务分类方案，以规定工作人员需使用的描述符与关键词。分级分类标题可用于定位档案：首先识别负责该档案的组织部门，再依次导航至次级分类标题层级。分类的一级、二级标题由档案管理员设定，而三级分类标题为自由文本，由系统用户根据需求自行指定。该公司未规定文件命名规范。
一级分类标题主要基于组织部门设置，包括：个人文件夹、仪式与活动、行政事务、财务与商务服务、营销与传播、运营管理、项目规划、风险与战略、销售与商务、培训与测试区。
二级分类标题基于职能设置，部分二级分类标题下设一个或多个子职能次级标题。
三级分类标题为自由文本形式的文件夹与文档。档案涵盖电子与纸质两种载体，通过符号快速标识所归档文件的类型。尽管档案均分配了编号，但在分类结构中极少以编号进行识别。
本次使用的电子文件管理系统为Tower Software公司开发的TRIM软件配置版，采用三层容器层级结构。档案按文件与记录类型进行整理，并基于字母式记录类型代码与编号分配唯一标识符。
该分类结构的构建符合维多利亚州公共档案馆标准PROS 99/007《电子档案管理》（Management of Electronic Records）所规定的VERS要求。档案格式、每条档案的元数据整理结构及其他档案相关规范均遵循该标准的指导原则。
为响应维多利亚州与联邦政府对电子政务的重视，以往以纸质形式留存的公共档案正逐步在电子环境中生成与管理。VERS的设立旨在解决电子档案管理的相关问题，例如确保电子档案可长期以可读、可访问的格式留存、关联电子档案与其上下文文档，以及保障电子档案的凭证性。
通过采用新南威尔士州档案馆开发并获澳大利亚档案管理标准（AS ISO 15489）认可的DIRKS（档案管理系统设计与实施，Designing and Implementing Record Keeping Systems）等方法论实现档案管理系统的集中化，是符合电子政务理念的电子档案最佳管理路径。在档案创建阶段即可做出档案管理决策（例如识别需永久留存的公共档案），从而能够为相关文档收集更合适的元数据。