Electronic Archiving Basics Book

Author: Zakaria Abdel Karim Asaad

The information and communications technology revolution has radically changed the methods of storing information, bringing an end to the era of traditional archives and highlighting the importance of electronic archiving as a modern science concerned with converting paper documents into electronic ones that are easy to retrieve, manage, and secure. The role of electronic archiving is not limited to storage alone; it is also a key pillar of decision-making in modern institutions.

The basics of electronic archiving are no longer an option, but a necessity, especially in government and private institutions that handle large volumes of documents. It enables data to be securely stored and retrieved quickly through smart digital systems.

The concept of electronic archives and its importance

An electronic archive is defined as a bank of digitally preserved documents and information. It is based on converting all types of paper documents into electronic documents. The importance of electronic archiving fundamentals lies in their ability to speed up and facilitate retrieval processes, reduce reliance on paper, and achieve efficiency in institutional performance.

Electronic archives are not limited to storing files.Word and PDF, but also includes email, images, videos, thumbnails, and maps, making it a complete alternative to traditional archives. Electronic archiving basics allow complete control over documents from the moment they are created until the final decision is made regarding their preservation or destruction.

Mechanisms for implementing electronic archiving

Applying archiving basics requires going through specific stages, starting with planning, then scanning and analysis, followed by indexing, then photography, and finally entering into the database. These mechanisms include the following steps:

Specify the type of documents: Knowing shapes, sizes, and colors to classify them.

Material preparation:such as scanners, computers, and appropriate software.

Indexing:Using identification codes that facilitate quick retrieval.

Digital transformationIt is the heart of the process in the basics of electronic archiving, where documents are converted into protected digital formats that are searchable and retrievable.

Perhaps the most prominent feature of electronic archiving is its reliance on technologies.OCR (Optical Character Recognition) converts images into programmable text, reducing operational costs and increasing organizational efficiency.

Metadata and markup as two essential elements

Metadata is (Metadata is one of the basic pillars of electronic archiving. It describes data and gives each document a unique identity. Metadata is divided into three types:

Descriptive: Helps find documents through indexes and titles.

Administrative: Defines usage rights and documents ownership of information.

StructureIt is concerned with organizing the relationship between digital documents within the system.

As for the coding (Coding is used to give each document or item a unique number or code that facilitates its tracking and accurate retrieval. Coding is one of the technical keys upon which electronic archiving relies in organizing institutional content.

Types of classification in archiving

The electronic archiving basics system relies on several methods for classifying documents, including:

By topic:Where all documents related to a specific topic are collected in one file.

According to geographical locationDocuments are grouped by country or city.

By number or date:To facilitate chronological or numerical indexing.

Each of these methods is applied according to the organization's needs and is in line with the ultimate goal of archiving: retrieving the required document with the least possible effort.

Stages of implementing electronic archiving

To apply the basics of electronic archiving in a systematic manner, the following steps must be followed:

Preparation and review stage:Clean documents, remove staples, and categorize them.

photography stage:Using scanners to convert documents into digital formats.

Electronic indexing stage:Associate each document with its metadata.

Storage stage:Storing documents in formatPDF or XML in a secure enterprise-grade format.

Electronic archiving essentials provide modern systems that support digital signature, review, publication, and data protection from tampering or loss.

Challenges facing electronic archiving

Despite the importance of electronic archiving fundamentals, there are several challenges facing organizations, most notably:

• Weak technological infrastructure.
• Lack of qualified personnel in the field of digital archiving.
• Resistance to change by some traditional management.
• Lack of security awareness regarding the protection of digital information.

Addressing these challenges requires training and development strategies, in addition to investment in integrated smart systems.

Benefits of electronic archiving

The most important benefits of electronic archiving basics:

Providing office space.

Speed ​​of access to documents.

Reducing operating costs.

Raising the level of digital security.

Support decision making based on accurate and up-to-date data.

Electronic archiving essentials also provide powerful search tools that support document retrieval by keyword, number, or date, enhancing organizational efficiency.

Supporting systems and programs

The book reviews several examples of programs specialized in the basics of electronic archiving, such as:

EDOX:An integrated system for small and medium-sized organizations.

DocuWareA global solution for electronic document archiving and storage.

SAVE Library System:Enables easy archiving of documents, images, and graphics.

These systems provide flexible solutions that can be integrated with other systems. They also support the Arabic language and are suitable for the administrative environment in the Arab world.

Switching from paper to electronic

The book discusses 4 methods for transitioning to the basics of electronic archiving:

Direct transferStop the paper system and use electronic immediately.

Staged conversionActivate the parts gradually.

parallel conversionRun both systems together until the electronic system is confirmed to be efficient.

Experimental conversionTest the system in a small section before generalizing it.

The author believes that the most appropriate option is to combine direct and parallel transfer, to avoid operational disruption in small and medium-sized enterprises.

The fundamentals of electronic archiving are no longer an administrative luxury, but rather a strategic necessity dictated by the demands of the digital age. They represent the fundamental foundation upon which modern organizations rely to preserve and manage their information. By following the principles and foundations outlined in the book, any organization can transition from paper-based chaos to an institutional digital system with professionalism and efficiency.

You can download the book "Electronic Archiving Basics" directly from here.