Enterprise Repositories and Systems
Effective July 1, 2018, the Vermont State Archives and Records Administration (VSARA) is responsible for ensuring that low-cost, secure repositories and systems for public records, regardless of format, are available at an enterprise or statewide level and managed and operated in a manner that supports compliance with generally accepted record-keeping principles, industry standards, best practices, the Public Records Act, 3 V.S.A. § 117, and, where applicable, 3 V.S.A. § 218.
As a new mandate, VSARA is currently in the process of identifying industry standards and best practices for new repositories and systems as well as auditing requirements for existing enterprise or statewide level records repositories and systems. Conducting audits on current repositories and systems will help VSARA and public agencies, particularly state agencies, understand: (1) how well their specific recordkeeping requirements are being met by existing statewide repositories and systems; and (2) what liabilities and/or risks they are facing, perhaps without their knowledge, because a repository or system lacks the internal controls and activities necessary to be managed and operated in a manner that supports compliance.
At this time, VSARA manages and operates three statewide repositories or systems for public records: the State Records Center; the State Archives; and the Digital State Archives. The Agency of Digital Services manages and operates all the others, including the State’s implementation of Microsoft Office 365, a system which contains the bulk majority of public records produced or acquired in the course of state agency business (email, documents, audio, instant messaging, etc.). The VISION Financial System and Vermont Payroll and Human Resources Systems are additional examples of statewide systems used by multiple agencies and departments.