Working with Electronic Documents in Recordkeeping as an Empirical Basis for the Development of Electronic Archival Science in Ukraine

Abstract

The purpose of the article is to consider the history of the introduction of information technologies into processing electronic documents, issuesrelated to the emergence of electronic archival science, and some aspects of the digital transformation of the archival industry, in particular, electronic document circulation and the process of working with documents in record keeping and archival affairs, as well as technologies for documenting information of audiovisual documents, documents of personal origin in electronic form and electronic information resources that are accepted for storage at archival institutions of Ukraine. Research methods are based on the complex use of the principle of historicism, general scientific methods and methods of information analysis and synthesis, chronology, comparison, system-structural modulation, social communication methods. The scientific novelty is in the very fact that, based on the positive experience accumulated by archivists in Ukraine, the principles of the formation of the field of electronic archival science have been clarified, based on the results of the development of one of the main areas of archival affairs regarding the reception and transfering of documents in electronic form for permanent storage in archival institutions, the application of value examination and the collection of electronic documents by archival institutions, the peculiarities of accounting and storage of such documents, etc., which begin with the appropriate organization of clerical processes regarding electronic documents. The principles of the development of the current regulatory and legal framework for working with electronic documents in record keeping, the scientific research and scientific-methodical basis for the use of documents in electronic form in various spheres of activity and their acceptance and transfer for permanent storage to archival institutions, the introduction of information (automated) systems, in particular, systems of electronic document circulation, the system of interaction of executive authorities, the branch electronic archive system (herein after - ELARSYS) and electronic archives of legal entities -sources of archival institutions, are clarified. Main conclusions. The emergence of electronic archival science is connected with the introduction of general electronic document circulation in Ukraine and the creation of the principles of working with electronic documents, which contributed to solving the problem of receiving and transferring electronic documents for permanent storage according to the Law of Ukraine On Electronic Documents and Electronic Document Flow, the processes of creation, processing, sending, receiving, assessment of value, disposing, preparation for transfer to archival storage, acceptance for permanent storage, preservation, and use of information of electronic documents. Each of these documentation processes has its own characteristics, unlike those for analog documents, primarily paper documents. In addition, in the electronic environment, new processes of technical verification, migration, conversion, technical information protection measures, including quarantine, have become mandatory. A component of the examination of the value, especially of non-management documentation, was the determination of the received data by documents and confirmation of the feasibility of further storage of such documents, fixing the integrity of their document information, obtaining owner’s permission for its use, and solving the problem of information reproduction of technologically complex documents, primarily web resources. This required the development of a number of regulatory and legal documents on working with administrative electronic documents as the mostmassive part of the National Archives Fund (herein after - NAF) and joint interdisciplinary research by archivists, specialists in the field of information technologies, lawyers, managers, etc., which ensured the creation of a coordinated industry system from the centralized reception and transmission of electronic documents of the National Defense Fund for permanent storage. Thus, the foundations for the further development of electronic archival studies as an independent section of archival studies, were laid. The beginning of the institutionalization of electronic archival science and positive practical results require further thorough fundamental scientific research for the development of the theory of scientific direction as a basis for the further development of archival science in modern conditions and the systematic transformation of archival matters.

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