ELAR ZAGS Electronic archive

The subsystem Electronic archive (PS EA) is intended for creation, long-term and reliable storage of electronic archive documents and their details and providing access to services and information resources of EA. Systems capabilities

PS EA allows to provide accomplishment of the following tasks:

1. Ensuring retrospective input of archive documents: managements of a scanning hardware and software system; indexings of archive documents; editing electronic cards of documents; loadings of arrays of electronic documents from external systems (or prepared by third parties), retrospective input.

2. Granting administrative tools and access control: registration and managements of access rights of users; providing access to services and information resources; registration of all transactions of the users made with the archive document; maintaining magazines of information exchange and access.

3. Ensuring long-term and reliable storage of electronic archive documents and their details: long-term information storage on non-volatile carriers without a possibility of its change or removal; storages of index information with a possibility of its correction; storages of electronic images paper; backup of information and its recovery; the managed preserving of information on different the physical media which are in one or different physical storage devices; rewritings (copying) of documents of archive on new carriers with control of integrity of information.

4. Interaction with subsystems of electronic document management and civil registration.

Structure declaration of a system

PS EA represents the subsystem consisting of the components which are carrying out the following complex tasks:

Retrospective input

Creation of electronic copies of documents on acts of civil status from 1918 for 1994: scanning of paper documents, verification, indexing and record of electronic copies of documents on carriers; creation of descriptions and development of the corresponding forms of search and indexing and connection of the developed forms and descriptions to the software of ELAR SAPERION; loading of electronic copies of documents from carriers in PS EA storage.

It is offered to post scanning a part directly in the territory of the customer, but the bulk of documents will be processed in the production centers of Electronic Archive Corporation. Scanning will be carried out by method of volley input, will include actions for respect for safety of initial structure of initial documents.

After accomplishment of scanning it is offered to carry out retrospective conversion (i.e. to create search attributes of documents in the form of the database) on production base of Electronic Archive corporation. At the same time the Corporation provides a package of measures for preserving of confidentiality of information of the Customer.

Current input

Process "The current input" includes the following sequence of actions: Preparation and scanning of documents; Input of documents in PS EA.

The used specialized devices:

Industrial scanners for creation of graphic images of paper documents belong to specialized devices. Depending on document types, expected volumes of processing and requirements to technology of scanning application of different types of scanners is possible.

Document storage

Long-term storage of any number of document revisions on non-volatile carriers without a possibility of unauthorized copying, change or destruction;

• Loading and data acquisition from external subsystems;
• Unloading of the changed data in external subsystems;
• The managed preserving of all index and service information;
• Information exchange within the AIS ZAGS.

Document handling

• Search of electronic documents;
• Adjustment of index information;
• Creation of any number of document revisions;
• Information exchange within the AIS ZAGS.

Security of information

Compliance of the applied solutions to requirements of the Federal law of July 27, 2006 No. 152-FZ "About personal data", existence of certificates of conformity to requirements of data protection. (AS of class 1G, ISPDN class K1);

• Exception of unauthorized access to documents;

• Registration of all actions of users in relation to the documents which are stored in electronic archive;

• The guaranteed protection, both from accidental, and from deliberate destruction of documents of electronic archive;

• Strictly regulated multi-user access to documents and also to separate pages, parts of pages or fields.

Within a system administration tasks, access controls and interactions are also solved with external subsystems.