Archives are data centers which store past and current historical, economic, socio-cultural and scientific information for organizations, transferring it to future generations.
In this sense, ensuring archive security is specifically important beyond functionality.
Currently, all developed countries aim for a state structure which can be accessed by each single citizen from anywhere with facility. The level of advancement in information technologies is high enough to allow this and increases even further day by day.
Good management of documentation provides the following benefits to an organization:
- Sustaining regular, productive and accountable manner of corporate activities;
- Presenting consistent and coherent services;
- Supporting and documenting development of corporate policies and making of administrative decisions;
- Ensuring productivity, sustainability and consistency in management and administration;
- Ensuring that corporate activities are performed more effectively and at higher performance;
- Ensuring continuity of corporate operations following a potential natural disaster;
- Fulfilling legal and procedural obligations such as archive-related accountability and internal as well as external audits;
- Protecting and supporting the organization against any possible claims, including management of risks which might arise due to documentation of corporate activities;
- Protecting the organization's benefits as well as rights of employees, shareholders and current and future partners;
- Supporting and documenting current and future R&D activities as well as retrospective research;
- Recording corporate, individual and cultural activities;
- Forming corporate, individual and cultural identities; and Forming corporate, individual and common storage.
Although electronic file management is said to be similar to the conventional document management systems we have long grown accustomed to, there are differences between them. Here are the differences between Document Management System and Electronic File Management System:
|Electronic Document Management Systems (EDMS)
||Electronic File Management Systems (EFMS)
|It is allowed to modify documents and/or keep more than one version in the system.
||Measures are in place to prevent changes in files (records).
|It is permissible for the issuer of documents to delete (eliminate) them from the system.
||Deleting files (records) from the system is not allowed with the exception of controlled situations.
|They may contain some storage controls.
||They have to involve strict (attentive) storage controls.
|Document saving method may be user controlled.
||There has to be a strict record ordering structure (classification chart) defined and run by the system manager.
|The basic aim is to enable active use of documents during the course of ongoing daily tasks.
They basically aim to have relevant daily tasks performed more efficiently and rapidly.
|The aim is to store an enterprise's documents to keep secure record of important business files. Additionally, they may allow effective use of documents for ongoing daily tasks.