The VERS 3 (V3) VEO validation program supports agencies and vendors in creating valid VERS Encapsulated Objects (VEOs). To be considered ‘valid’, V3 VEOs must pass a technical and archival assessment.
The assessment ensures V3 VEOs meet the requirements of the PROS 19/05 Create, Capture and Control Standard and its specifications and guidelines.
See our VEO Creation page and Standards Framework page for further information.
This standard allows V3 VEOs to be flexible in representing records, less complex, and improves storage efficiency. Previous standards and specifications (VERS 2) were incorporated into the current standard to harmonise all recordkeeping and technical requirements into one single standards framework.
Who should enter the validation program?
The validation program is accessible to:
- agencies undertaking a digital records transfer for the first time
- agencies using a product not seen by PROV before to create V3 VEOs as part of a digital records transfer, with or without vendor consultation
- agencies testing, procuring, developing, or implementing a new system that will be capable of generating V3 VEOs
- vendors independently developing new products or a new version of a product that will be capable of generating V3 VEOs.
Commencing VERS 3 VEO validation
Agencies and vendors that have generated V3 VEOs in accordance with the requirements of the PROS 19/05 Standard and its specifications and guidelines can submit the VEOs to PROV for validation testing.
For agencies undertaking a digital records transfer for the first time, or using a product not seen by PROV before to create V3 VEOs as part of a digital records transfer, please see:
VERS 3 VEO validation step-by-step for digital records transfers
For agencies implementing a new system that is capable of generating V3 VEOs, or vendors independently developing new products capable of generating V3 VEOs, please see:
VERS 3 VEO validation step-by-step for commercial products
Our technical development packages are available on the PROV VEO creation products page. They include tools to test and troubleshoot your VEOs as well as information on any forthcoming updates to technical development packages.
Technical and archival assessment
Validation of V3 VEOS includes both a technical and archival assessment. To be considered ‘valid’, VEOs must pass both assessments.
The technical assessment will address the requirements outlined in the standards and specifications to ensure a technically valid VEO is created and has the capacity to capture full and accurate records. When undertaking a transfer, a ‘valid’ VEO can also be successfully ingested into the PROV Digital Archive.
The archival assessment will determine whether the VEOs represent the way the records were created, arranged, and managed within the originating agency recordkeeping system. While a VEO may be perfectly ‘valid’ from a technical perspective, they should also provide an authentic representation of a record and can be accurately represented within PROV’s Archival Control Model.
The V3 VEOs will be validated against the requirements outlined within the following PROV documents:
- PROS 19/05 Create, Capture and Control Standard
- PROS 19/05 S2 Minimum Metadata Specification
- PROS 19/05 S3 Long Term Sustainable Formats Specification
- PROS 19/05 S4 Constructing VEOs Specification
- PROS 19/05 S5 Adding Metadata Packages to VEOs Specification
- PROS 19/05 G Guide to Representing Records in VEOs
Please note that only the V3 VEOs themselves will be validated. Agencies and vendors will submit a sample of V3 VEOs to PROV for assessment, not the system itself. See the below Step-by-Steps for further details.
Commercial products and the specifications they have been successfully validated against will be listed on the VERS 3 commercial VEO creation products page.
System Self-Assessment
The PROV Recordkeeping Assessment Tool (RKAT) includes a module for self-assessment of systems against the requirements of the PROV recordkeeping standards. The module is accessible via the RKAT web page.
