Foreign experience in organizing archival storage of electronic documents

Scientific article

doi 10.28995/2073-0101-2024-2-459-479

For citation

Larin, Mikhail V. (2024), “Foreign experience in organizing archival storage of electronic documents”, Herald of an Archivist, no. 2, pp. 459-479. doi 10.28995/2073-0101-2024-2-459-479

Larin, Mikhail V., Russian State University for the Humanities, Moscow, Russia

Foreign experience in organizing archival storage of electronic documents

Abstract

The article attempts to analyze what organizational and technological solutions are used by archivists of different countries to organize archival storage of electronic documents in state archives. The widespread introduction of document management information systems in the activities of organizations has led to the accumulation of significant volumes of electronic documents that represent value. The most significant documents are subject to long-term storage in state archives. Archivists are called upon to answer the questions of how organizationally and technologically archival electronic documents should be stored, ensuring that professional procedures are followed in accordance with current legal standards. In the USA, a special division has been created within the structure of the National Archives and Records Management, which performs the whole range of functions to organize the storage of electronic documents. The Federal Republic of Germany has a two-stage system of organizing archival storage of electronic documents. From federal institutions, electronic documents are deposited in the Intermediate Archive of Electronic Documents, from where they are transferred to the Federal Archive for permanent storage. The creation of special state archives for the preservation of electronic documents in some countries has not become an effective form of organizing archival preservation of electronic documents due to the lack of their own sources of acquisition and uncertainty of the legal basis for their functioning. On the example of the Republic of Kazakhstan and the Republic of Slovenia, a network information system for electronic documents storage is considered, which is based on a single technological solution for archives of all levels, both individual organizations and state archives, providing automation of the main functions of the archive and their interaction. Based on the conducted research, three main approaches to the organization of electronic documents storage can be distinguished: as part of national archives; in specialized archives; through the creation of a network infrastructure for electronic documents storage. In any case, it is necessary to create a full-fledged regulatory framework, to ensure the integration of information systems in management and in the archive. It is also necessary to harmonize the conceptual apparatus of various normative acts regulating the procedures of organization and technologies of archival preservation of electronic documents. The study of foreign experience will make it possible to use the best organizational and technological solutions for archival storage of electronic documents in the Russian Federation.

Keywords

Electronic document, archival storage of electronic documents, long-term storage of documents, foreign experience of electronic document storage, information systems of electronic document storage.

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About the authors

Mikhail V. Larin, Doctor of Historical Sciences, Professor, Russian State University for the Humanities, Department of Automated Systems of Documentary Support of Management, Head of Department, Moscow, Russia, 8-910 421-05-29, This e-mail address is being protected from spambots. You need JavaScript enabled to view it

The article was received in the editorial office on 26.12.2023, recommended for publication on 20.03.2024.