A lot of events are happening in the world. Information is received and transmitted. But it is very important that the information is saved. Writing on paper is the first way to memorize information. For a long time there were archives. It is thanks to them that so many facts from the history of past years are known. In the modern world, information is usually left for use on a computer or on electronic media. Such storage occurs through special documents. Call it electronic archives. Next, consider the principle of their organization, rules of use and variety.
The concept
So, an archive is a structural organization that stores, manages and keeps records of certain documentation. This may be information relating to an individual or institution.
Electronic archives is an information storage system that allows you to automate and improve the business processes of an enterprise. This is accounting, technical, personnel and any other documentation. The search for the necessary paper is simplified and a large amount of space is freed up. Consider what the archive is for.
Need for archive
For what purposes it is necessary to create an electronic archive of documents of the organization:
- To store important information. A properly configured system reliably protects information. It also excludes the possibility of loss during transportation, transmission or fire.
- The search process for the desired document with the auto search mode is significantly accelerated. Reduced time to search for any information.
- It guarantees access control, document safety, and also does not allow its unauthorized modification. Use rights may be limited, which allows you to control any actions.
- All documentation is systematized.
- For the company standards are developed, classification of documents, as well as ordering. The ability to create a single base for an organization of any level. A profitable solution for a large company.
- Practical. Just manage any document. Easy to provide access.
Electronic archive system actions
The main actions of the electronic archive:
- Saving documentation.
- Registration.
- Providing the necessary data.
- The ability to use information, as well as edit as you wish.
- Information management as needed.
- Possibility of team work with documents.
Add some more significant archive functions:
- Introduction of the necessary document and its preservation.
- Easy search and browse.
- Ability to print.
- Easy and quick way to find the right document.
- Inability to delete.
- Access restriction to documents is allowed.
- Backup and save possible.
- The function of viewing the history of creation, the receipt of changes in the document.
- Integration with existing systems.
Stages of creation
It is necessary to consider how an electronic archive is created. The stages of its formation are as follows:
- To analyze the activities of the enterprise. Set up the system so that it covers all work processes.
- Develop rules for using the system. Set priority programs.
- Provide the possibility of replenishment. Optimize existing information.
- Documents need to be scanned or converted into electronic form.
- Next, you need to enter new data, register and establish communication with other objects.
Archive Formation
In order to enter information into an electronic archive, you must:
- Select departments whose information requires transfer and archiving.
- Determine the composition of cases.
- Perform all the steps of transferring information to storage.
The first stage of storing information in an electronic archive includes the following steps:
- Convert to the desired format.
- Attaching additional files: certificates, electronic signatures, applications.
- Indication of the index of the case, the number of pages, headings, dates.
- Create an inventory.
Information, as on paper, must be verified. Examination on electronic media is carried out taking into account:
- Authenticity.
- The presence of a digital signature.
Information should be processed and reproduced without special software. The storage function must be configured for at least 10 years.
Archive Subsystems
It should be noted what the electronic system consists of. The hardware includes:
- System server
- Workstations.
- Network hardware.
The operation of subsystems cannot be clearly delineated.
Typical subsystem functions:
- Entering scanned documents, processing, translation of documents into electronic form.
- Introduction of documents created in electronic form initially.
- Long-term storage of documentation.
- Hardware Management Applications.
- Processing scanned documents.
How to facilitate the storage and exchange of information in the enterprise
Organization of an electronic archive allows the company to optimize the company's activities. It should include not only accounting and economic documentation, but also programs that open:
- Sound files.
- Video.
- Photo.
- Voicemail
There is a regulatory and methodological framework that regulates the work with the archive at the legislative level:
- The Institute of Documentation and Archiving published "Recommendations on the Acquisition, Recording and Organization of the Storage of Electronic Documents in the Archives of Organizations."
- Order of the Ministry of Culture of Russia dated March 31, 2015 No. 526 approved the "Rules for organizing the storage, acquisition, recording and use of documents of the Archival Fund of the Russian Federation and other archival documents in government bodies, local authorities and organizations."
Varieties
The following types of electronic archives are distinguished:
- Archival paperwork is necessary for enterprises.
- Financial and economic documentation - for accounting and payments.
- Project documentation.
- Regulatory documents - standards, copyrights, regulatory framework.
- Technical documentation.
- Legal documents, contracts.
- HR documentation. Employment contracts, personal files, orders, instructions within the company.
- Design documentation. Blueprints.
Electronic archives are an opportunity to provide information storage. How to optimize this process, we will talk further.
Storage of information in the archive
In order to guarantee the safety of information, it is necessary to take care of this at the stage of system development. To store an electronic archive you must:
- Create the best conditions for the content of information carriers.
- Establish a scheme for posting information in the archive.
- Regularly monitor the availability of objects and their storage conditions.
- Check the status of storage media.
- Create backups.
- Develop a system for translating and rewriting information on more modern media.
- Monitor the appearance of virus programs to prevent unauthorized access.
Meeting these conditions will protect and preserve your information.
Archive Programs
Electronic archives are programs for storing documents that should be optimized for a particular enterprise. Add some functions, remove some. Table forms, sample forms can be added and adjusted.
An electronic archive is a program that is necessary for working with GOSTs, SNiPs, standards, established rules and requirements.
Allows you to easily find the necessary document of past years.
The program includes:
- Electronic document management.
- Storage of documents currently in force.
- Creating links to network folders.
- Saving scanned documents and images.
- The ability to register a document.
- Export to Excel.
- Date setting when creating and placing documents.
- Easy and simple search for the required document by the selected parameter.
- Establishing links between documents.
- Compilation of the history of the issuance of documents to employees.
- Work with documents on a local network.
- The use of different colors when dividing documents by status or category.
- The ability to differentiate access rights to certain documents.
Mail Archive
Consider the positive aspects of the email archive:
- Incoming messages are ordered.
- Easy to find the letter you need.
- Guaranteed safety of information received.
- Optimization of office work processes.
- Backup allows you to reliably store information in case of accidental deletion.
- Messages of already dismissed employees are saved. It can be used to clarify internal conflicts.
It is known that information from the email archive can be used in court.
If you send an email to the website’s email address, it will automatically be copied to the website owner’s address. Thus, you can view the archive of electronic addresses of received messages or sent.
A few tips for archiving an email:
- Letters should be stored on the e-mail server.
- If there is no archiving function, the letter can be saved as a document and then archived.
- It is advisable to create a separate folder for the archive.
- Move you need to move the information you want to save.
- You can configure automatic archiving for a certain type of information.
- Archiving will help save the date, event.
- You should use the quick search function of the necessary letters in the archive.
Archiving in e-mail makes it possible to timely empty the mailbox for new information or more important. Access to folders is available only from the computer on which they were archived.
State Archive
The State Electronic Archive stores a single database of a scientific reference apparatus and links to their electronic images.
Electronic archives made it possible to create a reading room with terminal machines. Previously, information had to be searched for weeks and months, but now it’s only a few minutes or seconds.
Thanks to computer technology, the main archive has been converted into electronic form. The document description will easily translate to a real document.
The information retrieval system of the state archive is presented as follows:
- Registration cards of archival files.
- Image of electronic inventories.
- Electronic backup of archive funds.
The electronic archive of the region performs the following tasks:
- Provides access to digital documents and their safety.
- Creates electronic copies of paper documents.
- Provides optimized automatic search for the necessary information.
- It has remote access to storage documents.
Information storage methods
Consider how digital information is currently stored:
- Write to optical discs. The downside is that the amount of information is limited. Some devices do not read. There is a possibility of mechanical damage and loss of information.
- Recording on a USB flash drive, memory card. There are also restrictions on the amount of information. Very versatile in connecting to computers. Protected against mechanical damage.
- Writing to a hard magnetic disk. Convenient and practical, but the device may overheat. Hold a very large amount of information.
- Create automatic backups. Archiving and saving information to your hard drive.
Is there legal force in an electronic document
I would like to dwell on the legal significance of electronic documents. The nuances are as follows. An electronic digital signature (EDS) is required. only if it is available does the document have legal force.
To issue an EDS, you must contact the certification center with a license to issue such documents. There you can get a key certificate.
The procedure for storing electronic documents:
- Protect against unauthorized access and patches.
- Access must be available to all interested parties.
- You must retain the ability to confirm the authenticity of the electronic document throughout the retention period.
- It should be possible to provide a copy of the document on paper.
The electronic archive of documents in each state has its own standards and methods for maintaining this kind of workflow.