Directum: Long-term archive

Long-term archive is an end-to-end system for management of the organization of paper and electronic archive. The solution is developed with observance of rules of the Russian archive office-work. It allows to store on a centralized basis documents of any kind during the term set by the legislation of the Russian Federation, guaranteeing legal force of documents during all storage life.

The solution "Long-term Archive" automates work with archive documents at all stages of their lifecycle:

• entering of electronic documents in an archive system in a special format of long-term storage;
• scheduling of documents acceptance on archive storage;
• transfer and documents acceptance on archive storage;
• ensuring legal force of documents during all storage life;
• issue of affairs and documents from archive in temporary use;
• access to the reading room with a search capability on affairs and documents, a request of access rights, archive references, statements and copies;
• destruction of documents with expired storage life, including without a possibility of recovery;
• report generation for conducting archive activity: summary inventories of affairs, book of accounting of receipt and leaving of documents, different types of acts, sheets of funds, etc.

As works

Long-term archive is the separate independent solution. Other enterprise information systems transfer to archive documents which appeared operational work that allows to unload them and to increase high-speed performance. At the same time the solution works with any classes of information systems, whether it be ERP, CRM or ECM.

Scheme of work of the solution

Documents in a format of long-term storage

When operational work with the document is finished, for example, instructions are issued, performed and checked, the clerk writes off the document in case according to the nomenclature of affairs. The next step — to load the saved-up affairs into an archive system.

In an archive system electronic documents are stored in a specialized format of long-term storage — in the form of ZIP containers which contain the document in an initial format, its disconnected signatures, the file of metadata and the copy of the document in the PDF/A format. It provides uniformity of information stored in archive regardless from what information system it arrived. When importing from an operational system to archive containers are automatically unpacked and checked, and documents are brought in a system and distributed on affairs.

In Long-term archive it is possible to organize work and with paper documents. If there is a need, the clerk scans them and automatically brings in an archive system using services of input of the documents Directum Capture Services (DCS).

The possibility of storage in the archive system of a huge number of documents is provided employment file storages Directum File Storage Services (DFSS).

The automated archive office-work

The solution allows to automate all processes of archive office-work: planning and documents acceptance in archive, examination of value and destruction of documents, formation of acts and reports on rules of Rosarkhiv.

The archivist requests from sources of completing of archive, for example, of structural divisions, information on when they are ready to transfer documents for archive storage. Thus the archivist can plan the work.

The clerk submits the prepared cases with documents to agreed time frames to the archivist. Long-term archive of right of access to them is limited — access to documents can be got only on a special request.

The solution independently controls storage lives and transfers documents with expired storage life for examination of value. Thus it is possible to save documents which still can be useful, and with guarantee destroy that were invalidated.

Using the solution the archivist automatically creates the acts and reports necessary for conducting archive activity, by the rules set by the legislation of the Russian Federation. According to developers, it will allow to reduce time for execution of archive documents.

Quick access to archive documents

Archivings and documents can be issued on demand to physical persons and legal entities and also public authorities. Therefore for convenient access for third-party visitors to documents in the web client the reading room is organized. The intuitive interface allows visitors to be guided easily in affairs and documents of archive.

Visitors of the reading room can look for the necessary documents in archive and request on them the rights in case of their absence. The archivist has a convenient opportunity to issue affairs in temporary use in coordination with the head and to make out archive references, statements, copies at the request of visitors.

The reading room provides quick access to the documents which are stored in archive. Thanks to it it is also simple to work with archive documents as though they were in an operational system.

Preserving of legal force

The solution "Long-term Archive" maintains the legal importance of archive documents for all storage life thanks to support of the optimized electronic signatures in the modern CAdES-A format and the regular restampings procedure. This procedure assumes installation on the EDS of archive stamps of time. They are capable to provide infinitely long storage of the document with preserving of its legal force even if the EDS certificate which signs the document lost reality long ago.

Business effect

According to Directum company, use of the solution "Long-term Archive" results in real results:

• the uniform centralized archive of paper and electronic documents of the organization working by rules of the Russian archive office-work is created;
• load of operational storages decreases;
• work of archivists and clerks due to automation of routine transactions becomes simpler and accelerates;
• preserving of legal force of documents during all storage life is guaranteed;
• document storage cost at the expense of smaller requirements to the server hardware and storage systems falls;
• online access to contemporary records is provided.

2018: Announcement

The Directum company presented on June 15, 2018 the solution "Long-term Archive" for the managed document storage.

The product allows to create uniform archive of paper and electronic documents of the organization with observance of rules of archive office-work. At the same time for all storage life of documents their legal importance is maintained.

As well as paper, electronic documents have legal force and can serve as the proof of legal obligations. It is necessary to store some documents 5, 10, 75 years, and storage life of others is not limited at all. However volumes of electronic documents grow every day, operational storages of information systems are filled. Therefore inevitably the companies have two questions:

• Where to store mountains paper and terabytes of electronic documents?
• How to store documents and also how to provide their legal importance if the normal EDS certificate works, as a rule, no more than a year?

Long-term archive — the complex mechanism of management of paper and electronic archive of the organization is urged to resolve these issues, declared in Directum. The solution is developed with observance of rules of the Russian archive office-work. It allows to store on a centralized basis documents of any kind during the term set by the legislation of the Russian Federation and also to destroy them after the expiration of this term without a possibility of recovery.

According to developers, use of Long-term archive results in real results:

• Load of the operational systems decreases.
  • The solution is established as the separate system intended especially for archive storage. Enterprise information systems transfer to archive documents which appeared operational work that allows to unload operational storages and to increase their high-speed performance. At the same time the solution works with any classes of information systems, whether it be ERP, CRM or ECM.

• Rules of document storage become simpler.
  • The solution allows to manage both electronic, and paper storage of the organization, integrating them in uniform archive where documents are stored on statutory rules. Thanks to it it is not necessary to organize archive storage separately for each information system which there is a lot of in difficult IT infrastructure of large holdings.

• The integrity and the legal importance of electronic documents is provided.
  • The Directum system supports installation of the optimized electronic signatures in the modern CAdES-A format. For signatures of such format archive stamps of time which are capable to provide long storage of the document with preserving of its legal force are established even if the EDS certificate which signs the document lost reality long ago.

• Routine transactions of archivists and clerks are automated.
  • A system automates all processes of work with documents in archive — from acceptance before destruction. Automatically the numerous reports necessary for conducting archive activity form: summary inventories of affairs, acts of destruction, etc. It allows to accelerate business processes and minimizes error probability because of a human factor.

• The efficiency of access to archive documents increases.
  • Archivings and documents can be issued on demand to physical persons and legal entities and also public authorities. For convenient access for third-party visitors to documents in the web client the reading room is organized.

Documents in the companies are created most often in information systems. And as information volumes are already huge, the organizations begin to implement electronic archives. There are two ways: organize long document storage in each system or create the separate solution. The least expensive and effective option — the separate system of long-term document storage — Artem Permyakov, the head of department of perspective development of Directum considers.

The solution "Long-term Archive" in general allows to manage storage of electronic and paper documents, maintains legal force of documents and provides accomplishment of regular archive procedures. Also user scenarios are provided: issue of documents on demand, preparation of statements and references".