Working with Electronic Documents in the Office Management of Archival Institutions and the Introduction of Electronic Reporting

Abstract

The purpose of the article is to analyze the regulatory, legal, organizational and technical prerequisites, as well as the current state of implementation of electronic reporting in archival institutions of Ukraine. The research methodology is based on the complex application of general scientific methods of analysis, synthesis, comparison, generalization, theoretical modeling and special scientific method of historical analysis. Scientific novelty. The article considers the formation of the regulatory framework and practical steps taken to introduce electronic document management into the activities of executive authorities, in particular the State Archival Service of Ukraine. The main resources for working with qualified electronic signatures. The practical steps taken by the State Archival Service of Ukraine to transition to electronic planning and reporting documentation in archival institutions. Prospects for further research lie in developing a strategy for the further development of the planning and reporting documentation system and its implementation. Conclusions. In Ukraine, the introduction of electronic reporting into the activities of archival institutions was preceded by a long process of forming a regulatory framework for the implementation of electronic document management. Important practical steps have been taken: the introduction of electronic document management systems into the activities of state institutions; the creation of a system of electronic interaction between executive authorities; the introduction of a public key infrastructure, the creation of accredited key certification centers. The departmental electronic document management system ASKOD was implemented in the State Archival Service and other archival institutions. Correspondence, orders and minutes of meetings of the boards of the Ukrainian State Archives were transferred to electronic form. A draft of electronic forms of planning and reporting documentation of an archival institution has been developed. During the period of submitting reports for 2025 and preparing plans for 2026, a system of centralized submission of this documentation in electronic form was launched for the first time. References: 1. Deiaki pytannia elektronnoi identyfikatsii ta elektronnykh dovirchykh posluh : postanova Kabinetu Ministriv Ukrainy vid 28.06.2024 № 764 [Some issues of electronic identification and electronic trust services : Resolution of the Cabinet of Ministers of Ukraine № 764 (2024, June 28)] (2024). Retrieved from https://zakon.rada.gov.ua/laws/show/764-2024-p. [in Ukrainian].2. Kovtaniuk, Yu. S. (2024). Robota z elektronnymy dokumentamy u dilovodstvi yak empirychne pidgruntia dlia rozvytku elektronnoho arkhivoznavstva v Ukraini [Working with electronic documents in office management as an empirical basis for the development of electronic archival science in Ukraine]. Naukovi pratsi Natsionalnoi biblioteky Ukrainy im. V. I. Vernadskoho, 71, 28–56. https://doi.org/10.15407/np.71.028 [in Ukrainian].3. Laba, O. V. (2022). Rozvytok elektronnoho dilovodstva v Ukraini : 1991–2020 roky. [Development of electronic office management in Ukraine : 1991–2020 years] (Extended abstract of Candidate’s thesis). Kyiv [in Ukrainian].4. Maistrenko, A. A. (2016). Normatyvno-pravove zabezpechennia elektronnoho dokumentoobihu v Ukraini : informatsiino-analitychnyi ohliad [Regulatory and legal support for electronic document management in Ukraine : information and analytical review]. Arkhivy Ukrainy, 3–4, 58–82 [in Ukrainian].5. Perelik protestovanykh system elektronnoho dokumentoobihu [List of tested electronic document management systems]. Ofitsiinyi vebsait Derzhavnoho pidpryiemstva «DIIA». Retrieved from https://se.diia.gov.ua/sedlist [in Ukrainian].6. Plan zakhodiv z realizatsii Stratehii reformuvannia derzhavnoho upravlinnia Ukrainy na 2022–2025 roky : zatverdzheno rozporiadzhenniam Kabinetu Ministriv Ukrainy vid 21.07.2021 № 831-r [Action Plan for the Implementation of the Strategy for Reforming Public Administration of Ukraine for 2022–2025 : approved by the Resolution of the Cabinet of Ministers of Ukraine № 831-р (2021, July 21)] (2021). Retrieved from https://zakon.rada.gov.ua/laws/show/831-2021-р [in Ukrainian].7. Pro skhvalennia Stratehii zakhystu dokumentalnoi spadshchyny yak zaporuky zberezhennia natsionalnoi identychnosti ta derzhavnosti na period do 2027 roku ta zatverdzhennia operatsiinoho planu zakhodiv z yii realizatsii u 2025–2027 rokakh : rozporiadzhennia Kabinetu Ministriv Ukrainy vid 24.12.2024 № 1349-r [On approval of the Strategy for the Protection of Documentary Heritage as a Guarantee of Preservation of National Identity and Statehood for the Period Until 2027 and Approval of the Operational Plan of Measures for Its Implementation in 2025–2027 : Order of the Cabinet of Ministers of Ukraine № 1349-r (2024, 24 Dec.)] (2024). Retrieved from https://www.kmu.gov.ua/ storage/app/sites/1/17-civik-2018/zvit_2024/zvit_archiv_2024.pdf [in Ukrainian].8. Pro zatverdzhennia Poriadku pryimannia-peredavannia elektronnykh dokumentiv Natsionalnoho arkhivnoho fondu na postiine zberihannia : nakaz Ministerstva yustytsii Ukrainy vid 30.12.2020 № 4555/5 [On approval of the Procedure for acceptance and transfer of electronic documents of the National Archival Fond for permanent storage : Order of the Ministry of Justice of Ukraine № 4555/5 (2020, 30 Dec.)] (2020). Retrieved from https://zakon.rada.gov.ua/go/z1317-20 [in Ukrainian].9. Pro zatverdzhennia Poriadku roboty z elektronnymy dokumentamy u dilovodstvi ta yikh pidhotovky do peredavannia na arkhivne zberihannia : nakaz Ministerstva yustytsii Ukrainy vid 11.11.2014 № 1886/5 [On approval of the Procedure for working with electronic documents in office management and their preparation for transfer to archival storage : Order of the Ministry of Justice of Ukraine № 1886/5 (2014, 11 Nov.)] (2014). Retrieved from https://zakon.rada.gov.ua/go/z1421-14 [in Ukrainian].10. Pro zatverdzhennia Vymoh do formativ danykh elektronnoho dokumentoobihu v orhanakh derzhavnoi vlady : nakaz Derzhavnoho ahentstva z pytan elektronnoho uriaduvannia Ukrainy vid 07.09.2018 № 60 [On approval of the Requirements for data formats of electronic document flow in state authorities : order of the State Agency for Electronic Governance of Ukraine № 60 (2018, 07 Sept.)] (2018). Retrieved from https://zakon.rada.gov.ua/go/z1309-18 [in Ukrainian].

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