Krympress reports:
In the modern world, the electronic archive has become an integral part of office work, especially in the conditions of remote work, digitalize the business and the need for quick access to information. Companies are increasingly abandoning paper folders in favor of digital storage facilities that provide reliability, safety and convenience. Let’s figure out what is Electronic archive systemwhat types exist, what requirements are for creating such an archive and storing documents, and why it is better to use finished services, and not create a system from scratch.
What is an electronic archive of documents
An electronic archive is a specialized system designed for storage, systematization, search and management of electronic documents. Unlike a classic paper archive, it provides instant access to information, the possibility of simultaneously working with documents, protection against loss or damage, and a simplified backup system.
The electronic archive may include:
- scanned copies of paper documents;
- originals of digital files (contracts, acts, accounts, letters);
- documents signed by EDS;
- Metadata and the history of changes.
Types of electronic archives
There are several classifications of electronic archives:
By the nature of use:
- Corporate — are used within organizations to store internal and external documents.
- State — are created by authorities to store public documentation and archives of citizens.
- Personal — are used to store documents of individual users (for example, medical, tax, title).
By storage method:
- Cloud — stored on remote servers of providers. Provide access from any device, but require a stable Internet.
- Local — installed on the servers of the company. They require internal IT support, but provide full control over the data.
- Hybrid — combine local and cloud storage to increase reliability and accessibility.
Types of electronic archives
Electronic archives can also be divided by specialization:
- Archive of accounting documents — storage of accounts, invoices, reports and declarations.
- Personnel archive — contains personal files of employees, labor contracts, orders, statements.
- Archive of legal documents — contracts, acts, court decisions, power of attorney.
- Technical archive — drawings, diagrams, design documentation.
- Correspondence archive — storage of official electronic correspondence, including mail and messengers.
Requirements for storage of documents in electronic archives
The organization of the electronic archive must comply with a number of regulatory and technical requirements. In Russia, these requirements are regulated, in particular, by Federal Law No. 152-FZ “On Personal Data”, GOST R 7.0.8-2013, as well as the rules of the Ministry of Culture and the Federal Tax Service.
The main requirements include:
- The integrity of the data is the exclusion of the possibility of loss, accidental deletion or changes in documents.
- Confirmation of authenticity — the use of electronic signature, maintaining a journal of changes.
- Confidentiality — protection against unauthorized access, delimitation of user rights.
- Accessibility is the possibility of quick search and extraction of a document according to the specified parameters.
- Compliance with storage periods — automatic monitoring and removal of documents after the deadline.
How to create an electronic archive in the organization
The step -by -step creation of the electronic archive includes the following stages:
Analysis of the workflow
Evaluate the current volume of documents, identify their types, channels of receipt and users who need access.
Oscifation and classification
Scan the paper documents, assign them unique identifiers, classify them by folders and metadata.
Choosing a storage system
Decide where the archive will be stored: in a cloud, on a local server or in a hybrid system.
Implementation of software
Select the finished platform or develop your own (if there are resources), configure the structure, access levels, coordination routes.
Staff training
Carry the employees, prepare the regulations of working with the archive and instructions.
Integration with other systems
Configure synchronization with accounting, CRM, electronic document management system (EDO), internal portals.
Safety
Configure backup, antivirus protection, data encryption and access control.
Services for conducting a digital archive: Why is it easier to use ready -made solutions
The development of its own electronic archive system from scratch is expensive, and requires the IT specialists team for a long time. It is much faster and more profitable to use finished services that already include all the necessary functionality.
Advantages of specialized solutions:
Time and budget saving
Buying a license or subscription is cheaper than creating unique software.
Flexibility and scalability
Services allow you to easily scale the system for new tasks, expand storage, connect new users.
Support for legislation
Services are regularly updated for current requirements of the Federal Tax Service, Rosarchiv and other bodies.
Automation of processes
Ready -made platforms offer automatic documents recognition (OCR), control of storage periods, reminders, approval routes.
Integration with other systems
Most solutions are integrated with 1C, SBIS, Contour, DiaDocus and other popular EDO systems.
According to experts, an electronic archive is a strategically important tool for any organization that strives for ordered and safe document management. The correct choice of the archive type, compliance with the requirements of the law and the use of ready -made solutions allow not only to increase the efficiency of work, but also to minimize the risks of data loss. Do not invent a bicycle — in most cases it is better to introduce proven platforms that are adapted to the realities of business and the requirements of state bodies.
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