Automated control system for archiving of the subject of the Russian Federation

Task

The flow of requests for information in archive organizations from individuals, authorities and the organizations constantly increases in connection with development of providing public services. The number of documents of long-term storage increases, new formats and rules of use and document storage affirm as a paper and electronic form. In such conditions traditional methods of work does not allow to observe normative terms of providing information.

Besides, one of priority tasks of the state program "Information society (2011-2020)" is development of means of processing and providing remote access to digital content, including historical and socially important documents of archive funds.

The innovation approach to the solution of assigned tasks and increase in efficiency of internal activity is creation of the centralized electronic archive resources at the level of the subject of the Russian Federation.

Solution

ELAR corporation develops the complete solution "Automated Control System for Archiving of the Subject of the Russian Federation" allowing to increase efficiency of use of information technologies, to optimize execution of profile functions and to bring automation of accounting, storage and management of archive fund to qualitatively new level.

Purpose of the solution:

• Increase in efficiency of providing by archive organizations of the public and municipal services and execution of the state functions
• Decrease in influence of a human factor on safety and integrity of documents; considerable reduction of number of addressing paper originals
• Increase in availability of objects of cultural and historical heritage of the region and implementation of modern information technologies
• Decrease in time expenditure and process optimization of accomplishment of technology archive procedures
• Reduction of finance costs on ensuring functioning of archives and reduction of the spaces occupied by traditional archives

IMPLEMENTATION STAGES

• Implementation of standard modules of automation of activity of the state archives
• Creation of information resources of archive organizations of the region
• Deployment of laboratory on creation of electronic copies and microfilms and implementation of subsystems of the electronic reading room
• Implementation of uniform storage and creation of the centralized control system of the integrated electronic resources
• Creation of the Internet portal of the public archive service and ensuring interdepartmental interaction

1. Implementation of standard modules of automation of activity of the state archives

The total load on archive organizations increases in modern conditions of development of global processes of information exchange and need of providing public services. Increase in efficiency of activity requires implementation of the specialized systems allowing to automate all internal functions on storage, completing, accounting and use of archive funds.

At the same time many used information systems do not cope with the tasks assigned to them due to the lack of program or hardware opportunities. ELAR corporation proposes to implement in the state and municipal archives the automation system of archive activity the "AIS ARCHIVE" having all necessary modern functions and providing:

• Accounting, management and execution of the requests of users coming to archive organization
• Formation of reporting and statistical documentation on reference activity of archive
• Formation, replenishment and unloading of data of the integrated explanatory notes according to documents of the state and municipal archives
• Control by the management of execution of user queries
• Accounting of the movement of units of storage issued to users and the staff of archive

2. Creation of information resources of archive organizations of the region

Also necessary condition for increase in efficiency of activity of archives is transfer of popular funds in an electronic form and providing access to them. Within the solution digitization of funds of archive organizations is made, the array of electronic copies of documents and index base according to the used reference books and qualifiers, necessary for ensuring effective search in electronic funds is created. Mass scanning and indexing of paper archive documents and inventories using specialized industrial technology for creation of an information resource is made:

• Preparation of documents for scanning (lacing of affairs, sheet verification and pagination of documents in affairs)
• Scanning of documents, preserving and processing of graphic images
• Stitching and restoration of archivings
• Indexing on the approved list of fields
• Data recording on information carriers

At the same time digitization can be performed both in the production centers of ELAR corporation, and in the centers of scanning created in the territory of the customer implemented by corporation using a professional equipment and modern software products.

The possibility of transfer to an electronic form of the embroidered and not embroidered documents from A5 to A2 is implemented by the size. At the same time formats of graphic images, a color mode and required permission are defined by the customer, the possibility of visual control of the received images is provided.

Works on indexing of the received array are carried out using the specialized technologies of mass input guaranteeing quality of an information resource.

3. Deployment of laboratory on creation of electronic copies and microfilms and implementation of subsystems of the electronic reading room

For creation and ensuring full-function work with insurance funds and funds of use of the solution creation of the laboratories integrating in a uniform complex all types of a professional equipment on creation and use of the microfilms, transfer to an electronic form embroidered, not embroidered documents and microforms is provided.

Within automation of laboratory the possibility of loading and accounting of the received electronic images according to the used NSA is provided:

• delivery of documentation to scanning and microfilming, maintaining information on document handling and microforms
• recording and registration of operations on reproduction, scanning and indexing of documents and microforms
• work on quality evaluation
• information input in a system and editing

Training of employees of the customer in work with the hi-tech equipment of the created laboratory is provided.

System implementation of the electronic reading room

digital content and increase in volume of funds of use are required by expansions of opportunities of the accounting systems and implementation of access facilities to electronic documents, capable most effectively to implement all functions on obtaining archive information by users and researchers.

"The electronic reading room" solves problems of access to information resources, accounting of requirements and reduction of terms of providing materials on requests of researchers and users, providing:

• access to electronic funds
• registration and editing accounting data of users and scopes of their researches
• acceptance on execution, transfer on vising of new requirements, closing of the performed requirements and viewing their lists
• put acceptance, issue and return in the archive depository
• use of special means and equipment of accounting (barcoding and RFID technologies)

4. Implementation of uniform storage and creation of the centralized control system of the integrated electronic resources

The main objective of the solution is ensuring access to separate electronic archive resources within providing the public and municipal services. For this purpose all digitized funds integrate in the centralized storage under control of a specialized ECM system.

The software tools purchased and issued according to license agreements of producers providing management of an information resource, databases and network interaction are used:

• storage of index information and graphic copies of documents without a possibility of unauthorized removal of information from a system
• backup and data recovery of a system
• input of index information of primary partition (heading-fund-inventory-case) and these thematic complexes of explanatory notes, binding of an electronic image of the inventory to its index card and also editing data which are available in a system
• accounting of acceptance and execution of requests for registration, planning and control of execution of requests of users and requests
• access to an information resource and document retrieval on the main data structure and NSA, viewing electronic copies of inventories also put the staff of archives and users working in the reading room

The management system for an electronic resource provides:

• general administration of a program and technology complex
• management of user rights
• protection against unauthorized access to data and their changes
• setup of subsystems under features of work of archive
• interaction with external systems

According to requirements of the existing legislation to data protection and access restriction to the stored data a system gives an opportunity:

• registration of users and access control to electronic registration cards, electronic copies of documents and other resources
• masking of electronic images of documents according to the access rights defined for users
• preserving of all versions of electronic copies and registration cards of the documents which are stored in a system
• storages of all electronic images of documents in coded form (metafile), not allowing fragmentary copying and viewing by means of the general software
• For storage of the integrated information resource are used intellectually managed data warehouse on the basis of modern drives of different type: RAID (HDD) for storage of a DB and index information, robotic libraries for non-volatile storage of electronic funds (Blu-Ray/DVD).

5. Creation of the Internet portal of the public archive service and ensuring interdepartmental interaction

the public and municipal services requires from responsible organizations not only approval of administrative regulations, but also implementation of access facilities of citizens to services in electronic form.

For this purpose the solution provides implementation of a subsystem "Internet portal" which is intended for informing the population on structure, the contents and storage locations of documents of Archive fund and providing access to the public services rendered by organizations of archive service in accordance with the legislation of the Russian Federation and the region. Simultaneous operation of unlimited number of users of a subsystem is ensured.

As a part of a subsystem the Internet and reception of archive organizations and the virtual reading room by means of which are performed transfer to archive of user requirements on opening of access to an information resource, providing access and accounting of the facts of work of remote users with IR function.

The used management system for an information resource has ample integration opportunities both in the form of standard connectors, and in the form of building tools of program interfaces, and can be in case of need integrated with any used information system.

Integration of the integrated archive resource with a regional segment SIEI is performed that allows to include it in a region common information space with implementation of interdepartmental interaction, authentication, regulations of the rights, recording of actions of users and use of the electronic signature. Also integration allows to provide access to state services via the uniform portal of the public and municipal services.

Advantages

Result of works on development, creation and implementation of the automated control system for archiving of the region is:

• Ensuring access of citizens and the organizations to the public services rendered by organizations of archive service both by means of the industry Internet portal, and using the Uniform regional portal of public services
• Increase in efficiency and improvement of working conditions of specialists of archiving due to automation of routine processes and procedures
• Safety of documents by means of creation of fund of use on electronic media and replacements of especially valuable, unique and most demanded documents withdrawn from circulation with their electronic copies;
• Reduction of completion dates of requests of citizens and the organizations thanks to creation and filling of the automated explanatory notes for documents of archives and providing access to electronic funds
• Streamlining of processes of completing of the state archives of area by process automation of activity of expert survey boards

ELAR corporation Ph.: (495) 792-31-31, Fax: (495) 251-36-03 E-mail: info@elar.ru, Web-сайт: www.elar.ru