Volume 02 Issue 11-2022
45
International Journal Of History And Political Sciences
(ISSN
–
2771-2222)
VOLUME
02
I
SSUE
11
Pages:
45-49
SJIF
I
MPACT
FACTOR
(2021:
5.
705
)
(2022:
5.
705
)
OCLC
–
1121105677
METADATA
IF
–
5.458
Publisher:
Oscar Publishing Services
Servi
ABSTRACT
This article examines information about electronic archives and their types, organization of electronic archives in
archival institutions. In the process of creating an electronic archive in a certain organization, the tasks to be
performed in order to determine its tasks were studied. Also, the analysis of laws and decisions on the use of electronic
archives, creation, regulation and storage of electronic documents was carried out.
KEYWORDS
Archive, electronic document, electronic archive, information, informatization, information resource, document
management, scientific reference, automation.
INTRODUCTION
There has been increased attention to the issues of
researching the reforms implemented in the field of
archival work and the importance of archival sources
as a historical source in illuminating history. A number
of laws and decisions were adopted in the
development of the archive sector. In particular, the
decision of the President of the Republic of Uzbekistan
dated March 21, 2012 № 1730 “On measures for the
further introduction and development of modern
information and communication technologies”,
Decree №. PF
-
5834 of September 20, 2019 “On
measures to improve archival work and administration
in the Republic of Uzbekistan”, № 194 of August 26,
2008 “On additional measures to further develop
Research Article
THE ROLE OF INFORMATION TECHNOLOGIES IN THE FORMATION OF
ELECTRONIC ARCHIVES
Submission Date:
November 05, 2022,
Accepted Date:
November 15, 2022,
Published Date:
November 30, 2022
Crossref doi:
https://doi.org/10.37547/ijhps/Volume02Issue11-07
Dildora J. Yusupova
Lecturer Faculty Of History Department Of Source Studies And Archival Studies National University Of
Uzbekistan Tashkent, Uzbekistan
Journal
Website:
https://theusajournals.
com/index.php/ijhps
Copyright:
Original
content from this work
may be used under the
terms of the creative
commons
attributes
4.0 licence.
Volume 02 Issue 11-2022
46
International Journal Of History And Political Sciences
(ISSN
–
2771-2222)
VOLUME
02
I
SSUE
11
Pages:
45-49
SJIF
I
MPACT
FACTOR
(2021:
5.
705
)
(2022:
5.
705
)
OCLC
–
1121105677
METADATA
IF
–
5.458
Publisher:
Oscar Publishing Services
Servi
archival work in the Republic of Uzbekistan”, Decision
№. 101 of April 5, 2012 “On improving archival work
in
the Republic of Uzbekistan” is of great importance [1].
THE MAIN FINDINGS AND RESULTS
In addition to the organization of working processes in
the field of archives in the above-mentioned legal and
regulatory documents, the improvement of archives,
including their step-by-step digitalization, creation of
electronic archives, as well as the establishment of
instructions, rules, standards for placing documents in
electronic archives in organizations of the production
sector given. According to them, an electronic archive
is a structural department of an organization that has
the status of an archive and collects, records, stores
and uses electronic documents of the organization.
Electronic archive information system - a fast and
convenient structural software system that ensures
the storage and confidentiality of electronic
documents, restricts the use of documents, and allows
obtaining information about the history of use;
information resource of the electronic archive -
information in electronic form within the information
system of the electronic archive, data bank, database,
including
electronic
documents
on
external
information carriers [2, P.2-3].
Electronic archive documents include: permanently
and temporarily stored electronic documents created
in t
he organization’s activities, electronic documents
on personal content, copies of electronic archives of
information resources of previous organizations of
successor
organizations
and
reorganized
organizations directly subordinate to it, permanently
stored and personal content documents, service and
departmental electronic publications. It is also worth
noting that the period of storage of electronic
documents submitted to the electronic archive should
not be less than the periods established for paper-
based documents.
In the process of creating an electronic archive in a
certain organization, it is important to clearly define its
tasks. After all, archives have their own functions, and
they differ in certain ways according to the types of
archives. Including, the main tasks of electronic
archives should be defined in the following directions:
-
development of information storage principles;
-
information protection;
-
secondary use of information;
-
standardization of data recording criteria;
-
evaluating the value of archiving and creating
machine-readable files;
-
regulation of communications between processors
of machine-readable data and the archive;
-
implementation of information services and
research projects.
In the electronic database of machine-readable
documents in state archives, documents are received
in electronic form from state and non-state production
organizations, various institutions. After that,
electronic archives will be formed and supplemented
based on new information in the state archives. Text
files, graphic files, particularly important sources are
scanned. When working with electronic data, it is
important not to ignore the importance of keeping the
rules of electronic archive and electronic document
database. It is also worth noting that the database of
special value is assigned for use only to authorized
colleagues [3].
What documents make up an electronic archive? Of
course, taking into account the direction, scope,
characteristics, staff composition and other aspects of
each office, the records and related archival
documents are formed in their own way. However, it is
Volume 02 Issue 11-2022
47
International Journal Of History And Political Sciences
(ISSN
–
2771-2222)
VOLUME
02
I
SSUE
11
Pages:
45-49
SJIF
I
MPACT
FACTOR
(2021:
5.
705
)
(2022:
5.
705
)
OCLC
–
1121105677
METADATA
IF
–
5.458
Publisher:
Oscar Publishing Services
Servi
necessary to recognize that certain requirements for
these documents are set by the state. Accordingly,
organization of business documents and archives in
the organization is a must. In particular, electronic
archive documents should include the following:
permanent and temporarily stored electronic
documents created during the organization’s
activities; electronic documents on personal content;
electronic archive copies of information resources of
permanently stored and personal content documents
of previous organizations of successor organizations
and reorganized organizations directly subordinate to
it; service and departmental electronic publications;
scientific reference apparatus.
Nowadays,
the
development
of
information
technologies leads to the emergence of new types of
documents, such as machine-generated documents
and electronic documents. In turn, these processes
cause an increase in the volume of documents and
cause problems in the work. An effective solution to
this problem is to scan documents and create
electronic archives. It is electronic archives that have
become a necessary condition for effective work in
modern organizations. Current experience shows that
electronic archives have a number of advantages over
paper archives. Firstly, economic feasibility: electronic
archives do not require a large area, which means that
it is significantly more economical than conventional
archives, which require a large office building. Second,
speed: the process of working with documents in
electronic archives significantly saves time and ensures
speed, because many operations are carried out with
the help of information technologies, things are clearly
organized, therefore, searching for the necessary
document, copying and printing it takes a few minutes.
Thirdly, reliability and long-term preservation: all digital
documents do not fade over time, do not become
unusable, do not lose their useful qualities, electronic
copies are transported using high-quality magneto-
optical discs, the data on them is transferred to
another carrier until the warranty period of these discs
expires. It is known that paper-based documents are
used for years and become obsolete when they
become obsolete. It also provides an opportunity to
solve the problem of the electronic archive system. In
addition, the electronic archive system has advantages
such
as preventing unauthorized access to
information, careless or intentional deletion, and
falsification of information. Fourth: the procedure for
using an electronic document many times and the
possibility of remote access. Also, the effectiveness of
working with an electronic document can be seen in
the fact that a number of beneficiaries, including
employees of electronic archive branches, have the
opportunity to use one document at the same time.
Only one user can work with paper documents at a
time. Fifth, security and confidentiality (privacy)
feature: electronic archive storage is reliably protected
from unauthorized access. Also, if specified in the
procedures agreed with the customer, employees will
have the opportunity to obtain the document locally or
through the Internet. In addition, systematic archiving
involves saving all intermediate versions after each
change made to a document, without the possibility of
deleting versions. The electronic archive has a means
of restoring data even in case of sudden power
outages.
In the process of working with electronic archives,
electronic programs are necessary and it is advisable to
update them regularly. In the present period, the
development of modern programs ensuring the
preservation of electronic documents has been
started. Accordingly, organizations use various district
software to create and maintain documents in
electronic format. Documents in electronic format, as
a rule, are not completed in the proceedings until the
Volume 02 Issue 11-2022
48
International Journal Of History And Political Sciences
(ISSN
–
2771-2222)
VOLUME
02
I
SSUE
11
Pages:
45-49
SJIF
I
MPACT
FACTOR
(2021:
5.
705
)
(2022:
5.
705
)
OCLC
–
1121105677
METADATA
IF
–
5.458
Publisher:
Oscar Publishing Services
Servi
organization is liquidated or transferred to another
organization with similar tasks. During this period, the
relevant departments of the organization are
responsible for the storage of electronic documents.
Archivists will not have access to it.
When organizing an electronic archive, it is important
to take into account the features arising from its rights
and obligations [4, P.1-4]. In particular, the electronic
archive has the following rights: to control the
implementation of the established rules for working
with electronic documents in the structural structures
of the organization; retrieval of information necessary
for electronic archive activities from organizational
structures; making proposals to the management of
the organization on improving the automated system
of document management; involving relevant experts
of the organization as experts and consultants when
necessary; taking other organizational and software-
technical measures to ensure the completeness of the
information resources of the electronic archive and the
accuracy of the provided archive data, as well as their
storage.
The main obligations of the electronic archive are
defined and they are the following: acceptance of
permanent, temporarily stored, as well as personal
content electronic documents completed in the course
of work into departmental storage; systematic
accounting of electronic documents in the electronic
archive and ensuring safe storage; filling and improving
the scientific reference apparatus for the electronic
documents stored in the archive; protection of
information resources of the electronic archive from
internal, external and natural and man-made
influences; monitoring the history of the use of
information resources of the electronic archive,
including individual electronic documents.
CONCLUSION
The widespread use of electronic archives in the
current period is observed not only in the field of
archives, but also in many sectors of the national
economy. After all, the preparation of documents in
production enterprises and institutions is one of the
main and necessary processes of work. Therefore, it is
an important task to place the collected documents in
the archives according to their usefulness after a
certain period of time. In order to carry out the
processes of sorting, summarizing, and, next,
transferring and storing the archived documents to the
level of demand, it is necessary to carry out the legal
acts adopted in our republic. Such an approach is
important for proper storage of documents,
digitization, placement in electronic archives, ensuring
that they are in the archive for the required period, and
providing them to applicants at the requested time.
REFERENCES
1.
The Law of the Republic of Uzbekistan “On
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-> April 29,
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the
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Appendix to the order of the director of the
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Republic
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-4 of 2012, Article
33.https://lex.uz/docs/.
Volume 02 Issue 11-2022
49
International Journal Of History And Political Sciences
(ISSN
–
2771-2222)
VOLUME
02
I
SSUE
11
Pages:
45-49
SJIF
I
MPACT
FACTOR
(2021:
5.
705
)
(2022:
5.
705
)
OCLC
–
1121105677
METADATA
IF
–
5.458
Publisher:
Oscar Publishing Services
Servi
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