The True Meaning of
Electronic Archiving (EDMS)
EDMS, Knowledge Article, Records Management, by Administrator
People believed that e-archiving (EDMS) is the process of
converting documents, paper documents to electronic documents by scanning
through scanners and storage through storage media circulation. According to
this belief, many Government and private enterprises believes in no doubt that
you archive all of their files and paper documents and are ready to enter the
digital world and electronic government waged.
The fact that concept – assuming health-contrary- to the modern
day full of electronic documents that are already stored on an electronic
storage media do not require us to any scan operations, does that mean that
it’s archived? If so, since there is no need for content management systems or
archiving systems and just saved to the hard drive of your computer and end up.
Of course this is illogical, everything we have done here just
store information not archived or so-called Imaging. EDMS is primarily
responsible for the registration information of value to an enterprise to
manage and keep them as long as possible or even forever. This simply means
that the electronic archiving of document conversion and documentation at the
end of its documentary legal records cannot prejudice or change in the original
content for protection and easy access when needed, it is not enough to scan a
document to tell him that archived electronically.
In fact, archiving in accordance with this concept we practice
all process in everyday you when you write a letter to anyone what you are
dealing here with a can modify and change but once sent this letter to her had
become a record cannot modify because it already sent and here we are talking
about an archived log retention period shortened or increased and disagree and conservation
and its way of storing.
Therefore, the electronic archiving are simply records management process that
ensures protection, maintenance and accessibility and begin from the moment of
creating the document and ending
with destroyed or legacy is preserved forever, not only in volume or scanning.
Log Record can be defined as information that is recorded and maintained and
managed by the person or body or establishment either for legal purposes or for
its value for business. Records that are no longer on any establishment kept
confined to paper only, but now includes a number of information sources that
are no longer as important as paper documents and mail halls and instant
messages, Web pages and information sent through social networks, all of this
information may be recorded in accordance with their importance.
Of course not all registry information must, otherwise it will
show us a tremendous amount of records you might not find a place to save. For
business to adopt a clear strategy for records management are:
1. Determine what information you have registered and from
different sources.
2. Select the necessary categories in which to place those
records building.
3. The time taken to keep these records for each classification
is selected there is no need to maintain established for records forever
without clear justification.
4. Select the required action to destroy records when the
retention period expires.
5. Training and education of all staff in established and aware
of the importance of the Treaty and what records should be kept.
For this to happen it must be for a special regime established
to have records management and document management system not only. Records
management system is responsible for maintaining information any establishment,
registration and management of electronic archives in accordance with the rules
and laws and customs in this area. And records management system is an
essential part of content management system, because any record was initially
content before walking to a legal record. Use a records management system one
of the most important fundamentals of electronic government and electronic
Commerce alike because electronic movements be provided by the electronic
Government or e-commerce needs to define and determine legality and recorded
legally and formally.
Records management system consists of at least the following
essential elements:
1. Tools for classifying records: the heartbeat of the records
management system, which is a clear classes and categories only needed records
established or depending on the nature of the activity. Is here identifying
laws and policies that followed and established in archive each of such
categories where the system will automatically apply those policies and laws at
every register kept on each category and without interference to end-user
system.
2. Tools for creating records: including scanning paper
documents and link with other systems to retrieve information or movements
executed electronically as with resource management systems and so here we
are talking about the rest of the components of content management system
usually are essential because they are working to create the document before it
becomes a record.
3. Operations management tools and depreciation to record: the
selected depreciation policies either according to the laws established by
public law shall specify the retention period for each record type and proper
disposal at the end of that period either destroy electronic record or paper or
both or review to keep etc.
4. Confidentiality management tools that enable security and
confidentiality policies for records it determines who has the right vision or
view a log, and specify handling of confidential and private. This also
includes encryption and signing halls and keeping privacy policies with the
same document through the system, not only through copyright Right Management
Systems Management.
5. Non-electronic records management tools: this need because it
may not be necessary to keep the paper assets of non-electronic records are
retained in the records and alumni managed alongside electronic archive.
6. Long-term storage: a key element in the electronic archiving
system is not sufficient to ensure that records via software only, but we must
ensure that no prejudice or change records across the storage devices where
there are special storage techniques to ensure that records.
7. Checking and testing: a most important element, which ensures
that no fraud is exposed or combustion or any wrongful conduct may have been
archived records provide detailed information on the movements of users in the
system including system managers or administrators.
The Main benefits for any establishment of possession of the
records management system and a clear strategy that can be summarized as
follows:
1. Treaty protection, memory protection information.
2. To save the rights of people.
3. Easy access to information and thus increase productivity so
that 40 percent of employee time wasted searching for information.
4. Avoid losing any information of relevance may be established
or society.
But there are difficulties such as:
1. Accept such kind of staff regulations will face strong
opposition, especially in the beginning and here you need training and
knowledge transfer for knowing each one why this system is an addition to the
provision of appropriate tools that help to use the system integrity being used
with common desktop software and easy user interface, etc.
2. Difficulty of accounting information to be registered as
complex and non-strutted data and here you need-in addition to the availability
of systems-business automation within the established by the automated log
archive records automatically when you end the transaction.
3. The difficulty of developing a clear strategy for records
management, lack of knowledge and competencies here rely on world standards in
this area and the experiences of others but this does not
mean we need Arab standards and experiences.
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