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PUBLISHED DATE: - 12-07-2024
DOI: -
https://doi.org/10.37547/tajssei/Volume06Issue07-07
MODERNIZATION OF VALUE EXPERTISE OF
ARCHIVE DOCUMENTS BASED ON
EROSTATIC ANALYSIS
Anvarjon Aliev
Head of information service of Agency "Uzarchive" of Uzbekistan, Researcher of the National
University of Uzbekistan, Uzbekistan
INTRODUCTION
Expertise in determining the value of documents is
the study of documents based on their value
criteria in order to determine the terms of
document storage and select them for inclusion in
the National Archive Fund of the Republic of
Uzbekistan. It is prohibited by law to destroy the
documents without evaluating their value, without
conducting an examination, as well as before the
end of the storage period.
Conclusions about the level of importance of
valuable documents are made based on the criteria
previously adopted by a special commission[6].
In practice, the separation of documents for
destruction and the creation of an act on them is
carried out after the preparation of lists of
collections that are kept permanently and for a long
time. Collections shall be included in the deed if the
storage period provided for them has expired by
January 1 of the year of drawing up the deed. For
example, collections that ended in 2019 with a
three-year retention period can be included in the
deed no earlier than January 1, 2023.
A document on allocation of non-preserved
collections for destruction is drawn up for
collections of the entire organization. If the
document contains summaries of several divisions,
then the name of each division is indicated in front
of the group of titles of the summaries of this
RESEARCH ARTICLE
Open Access
Abstract
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division.
Headings of the same collections set aside for
destruction are entered in the record under a
general heading, indicating the number of
collections belonging to this group.
Archives check the correctness of the selection of
collections for permanent storage and, if necessary,
have the right to request that collections
designated for temporary storage or destruction be
included in the list of permanent storage
collections.
Collectables to be destroyed are transferred to
processing (disposal). Delivery of collections is
formalized with a delivery-receipt paper (receipt)
indicating the date of delivery, the number of
collections to be delivered and the weight of the
waste paper.
The destruction of documents without prior
approval/agreement of the lists of documents
stored permanently and long-term by ETK/ETUK,
as well as violation of the storage periods specified
in the list, is illegal and causes liability in
accordance with the law.
Mandatory elements of the final list of permanent
collections are the title page, table of contents,
index name and list of abbreviations (if any),
introduction, annual sections of the collection lists
of
permanent
collections,
endnote
and
acknowledgment note.
The title page of the completed list of permanent
collections shows the following: name of the fund,
number of the fund, list number, name of the list,
cut-off dates of the listed collections. Before the
name of the fund, the name of the state archive,
where the collections of this organization will be
permanently stored in the future, is indicated.
The name of the foundation of the organization is
written in the form of the official name of the
organization - as the founder of the foundation,
with all its names, changes in subordination and
abbreviated names related to the period included
in the list in chronological order.
The following are listed in the table of contents: the
introduction, the name of the list sections, the name
of the indicators and the list of abbreviated words
and the numbers of the pages where they are
located. The table of contents is placed at the
beginning of the finished list. The completed list is
bound in hardcover, along with a title page and
appropriate reference material.
On November 15, 1919, according to the decision
of the People's Commissariat of Education of the
Turkestan ASSR, the Central Department of
Archives was established and V.N. Kucherbaev was
appointed the head of the department. Soon D.I.
was sent to Tashkent as a representative of the
General Directorate of Archives of the RSFSR
(Bosharkhiv). Nechkin sent. The Turkish
Commission appointed him the head of the Central
Department of Archives of the Turkestan ASSR. D.I.
Nechkin made changes to the decision of MIK on
archives. An important change was that the head of
the Central Department of Archives of the Republic
of Turkestan was appointed based on the decision
of the People's Commissariat of Education of the
Republic of Turkestan with the consent of the Chief
Archivist of the RSFSR[3]. The right of the Republic
of Turkestan was undoubtedly limited by this.
The central department of archival work consisted
of the following departments: the council under the
head of the department, the work department, the
department of scientific statistics, the inspectorate,
the editorial board, and the department of state
archives. Local archival organizations were legally
formalized based on the decision of the Council of
People's Commissars of the Turkestan ASSR[;4]
According to this decision, it is stated that 50
administrative documents of all offices in the
region are part of the fund of the regional state
archive. An important task of the central and local
archival organizations was to find and collect
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archival documents. More than 500 funds were
taken into account in 1920-1921. By the end of
1921, 157 military and civil organizations handed
over more than 305,000 collections to the state
archive funds, and in 1922, 83 organizations
handed over about 200,000 collections. According
to the decision of the Turkestan Autonomous
Soviet Republic, not only handwritten documents,
but also published materials and photographic
documents were collected in the archives[4].
Along with receiving documents, archival
organizations were engaged in arranging them and
organizing the use of archival documents. Before
compiling the list of archive documents, these
documents were divided into necessary and
unnecessary ones, and it was decided to
permanently store those with scientific and
practical value, and to destroy those without such
value. That is, a specific examination of archival
materials was conducted. Guidelines and
instructions were given in the decision of the
Turkestan ASSR Committee on this matter[5].
In this decision, the following procedure for the
destruction of archival documents was established:
to separate the documents to be destroyed from
the archival documents, a separation commission
was formed, and it was determined that
representatives of the archival department and the
office under inspection of the archive would be
included in them. The decision of this commission
was reviewed by the Inspection Commission under
the Central Directorate of Archives and submitted
its conclusion to the approval of the head of the
department. Thus, the right to destroy documents
of organizations was transferred to the archival
office - the General Directorate of Archival
Affairs[3].
In the 1920s of the 20th century, there was no
apparatus for evaluating the scientific value of
archival documents, there was no theory of
expertise, and the term "valuation of documents"
was not used. The development of such a system in
a very complete form was carried out in the second
half of the 30s of the 20th century, which in turn
indicates that the theory of archival expertise
began to take shape. The further development of
the theory of expertise was connected with the use
of the achievements of source studies (in the form
of source studies approach) and information
theory (in the form of information approach). In
the 20s and 30s of the 20th century, bodies began
to be formed: expert and expert inspection
commissions (EC and ETK) to determine the value
of documents.
EK and ETK are permanent advisory bodies, which
carry out work on determining the value of
documents to them. EC decisions are approved by
the head of the institution. However, on a number
of issues included in their functions, the ETK
approval of the relevant state archive service
institution is required, from which the EC receives
organizational and methodological instructions.
Normative-methodological documents of 1940-
1950 years. defined the main task of checking the
value of documents as the selection of documents
for preservation and destruction. The Regulation
on the State Archives Fund of 1958 introduced
serious explanations to the organization and
methodology of determining the value of
documents. The task of selecting documents for
storage was prioritized.
In the following years (1950-1960s), studies were
conducted on the problem of duplication of
documentary data; the theory of identifying the
sources of the collection of state archives was
developed; the basis for document selection was
laid and the selection rules were tested; the system
of document evaluation criteria and their selection
methods have been improved; study of document
complexes of national economy sectors and socio-
cultural sphere was carried out; the normative-
methodical basis of determining the value of
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documents and collecting archives was improved.
In 1977, the General Archive of the USSR developed
and published a model regulation on the
permanent central expert commission (MEK) of the
ministry (department) and the permanent expert
commission (EC) of the institution. They specify the
legal rules and functions of the commissions, as
well as their working procedure and relations with
Central Expert Review Commission and Expert
inspection commission. The main purpose of these
commissions is to carry out practical and
methodological work on determining the value of
documents, and to manage and coordinate the EC
activities of structural divisions and subordinate
organizations.
As a result of the activities of organizations,
enterprises and institutions, documents of various
scientific and practical importance are created.
Most of them contain one-time information. Once
this information is used for operational purposes,
such documents lose their value and it is
impractical to keep them later. Other documents
remain relevant for several years. But there are
documents that contain valuable information for
scientific and practical purposes. Such documents
must be kept permanently[7].
The practice of assessing the value of a document is
carried out in the 2nd stage (departmental storage)
and 3rd stage (archival storage) segments of the
document's life cycle.
During the departmental storage, the examination
of the value of documents is carried out in order to
determine the practical and scientific-historical
significance of the documents that have passed the
period of operation, and to separate the documents
that do not have such significance for destruction
in the established order[;6].
The purpose of the value examination of
documents (archival documents) during archival
storage is to separate valuable and rare documents
from among the documents received into archival
storage and separate them for storage using special
identification methods.
Based on the expert opinion, the collected
documents are divided into the following
groups[2]:
The first group
- documents of scientific and
historical importance - are allocated for permanent
storage;
The second group
- documents that do not have
scientific-historical significance, but have practical
significance - documents that are stored
temporarily (for a certain period of time, for
example, 10 years, 25 years, 75 years) based on
their type;
The third group
- documents of no scientific-
historical and practical importance - documents to
be destroyed according to the established
procedure.
Group 2 documents are checked for the last time
after the period of temporary storage, and if there
is no need for continued storage, they are also
allocated for destruction.
However, as a result of the errostatic analysis of the
existing archival practice, especially the processes
of determining the value of documents, it was
found that there are a number of shortcomings,
errors and problems that are characteristic of this
practice, but which have a negative effect on the
quality formation of archival documents and the
prevention of unjustified destruction.
First
, the number of experts is not regulated and,
as a rule, one expert is involved in the examination,
and the further fate of the document depends on
the experience and qualifications of the expert
involved as an expert.
Secondly
, the results of the examination are not
presented as numerical symbols, but are expressed
in the form of one of the above three groups;
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Third
, current archival practice does not take into
account the possible change in the value
(importance) of the document over time.
Fourthly
, there are no specific requirements for
archivists engaged as experts who ensure the level
of
knowledge
and
practical
experience
(relevance)[1].
According to the results of the analysis of the
practice of assessing the value of documents
currently used in archival practice in the section of
their life cycle stages, the following problematic
issues were developed:
1. The fact that there is a high level of
subjectivity in the practice of assessing the
value of documents.
In the practice of assessing
the value of documents, expert conclusions are
developed based on the conclusions of a single
expert involved in these works. That is, the factor
of subjectivity plays an important role in the
obtained conclusions. Analyzes of the conduct of
expertise showed that subjectivity remains even
when several qualified employees are involved in
these works. Because all involved specialists do not
review one document in a row and make a general
conclusion, but divide the examined documents
among themselves, and each of them conducts an
examination of the documents assigned to him. As
a result, the fate of the documents being examined
will directly depend not only on the work
experience of the involved expert in the archive,
but also on his scientific and experience related to
the functional tasks and directions of the
organization being studied, as well as document
studies.
Absence or inadequacy of these important factors
causes the necessary document to fall into the
ranks of unnecessary documents, that is, to be
destroyed.
2. During the examination, the scientific-
historical significance of the documents is
determined (assessed) and grouped based on
the time (period) of the examination.
That is, the
type of document is the main factor in determining
the value, and it is based on this period. Projections
are hardly made from the point of view that certain
features of the document may cause archival
significance in the future, perhaps in 10 years,
perhaps in 50 years.
3. In departmental archives and archives, the
issue that is almost constantly relevant is the
lack of free land areas and racks for elections.
The continuous increase in the flow of information
in the activities of organizations, and the
corresponding flow of documents, causes a
shortage of storage space. According to the results
of a special social survey conducted for archivists,
when asked what is the main purpose of
conducting an examination of the value of
documents, 78 percent of them explained that it is
to categorize documents for the purpose of rational
use of the land allocated for storage and to separate
unnecessary ones for destruction.
Indeed, the issue of free space always arises in the
storage of paper-based documents. However, in the
storage of electronic documents, this issue is not as
visible as in the traditional storage.
Also, in the practice of archives, after the expiration
of the period of temporary storage, conducting a
value check is mainly applied to personal content
documents that are stored for 75 years. Other
documents in temporary storage, for example,
accounting and financial documents, telemetric
documents, various documents related to
educational practice, after the end of the temporary
storage period, the documents are allocated for
direct destruction.
The analyzes of the documents stored temporarily,
including the documents to be destroyed, in terms
of the reflected, i.e., documented information and
the physical basis carrying the information, show
that among the documents in this category there
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are certain documents that require archival
storage.
The above-mentioned problems, as well as the
problems identified as a result of an in-depth
analysis of the processes in the practice of
determining value expertise, can be classified into
4 main and following sub-problems as follows:
1. Problems causing subjectivity:
1.1. Different potential of experts;
1.2. Monopoly conclusions of experts;
1.3. Involvement of experts from outside the
activities of the organization that is the owner of
the document;
1.4. The fact that the participation of the
organization's specialists in the expertise
processes is not included as a mandatory norm;
2. Expressing the results of expertise in large
discreteness, i.e. inflexible differentiation:
2.1. Separation of documents into 3 groups that are
sharply different from each other;
2.2. Lack of flexible intergroup dependency
functionality;
3. Probability-minimizing methods in expert
conclusions, as well as ineffective use of expert
methods:
3.1. Failure to formulate expert conclusions;
3.2. Failure to use multifactorial expert methods;
4. The limited possibility of taking into account the
fact that any document, even documents that do
not have scientific and practical significance, is
formed over time to a greater or lesser degree.
4.1. Valuableness of documents should be assessed
based on the specifics of this period;
4.2. Documents do not take into account the
historicity that may arise in the future.
In order to eliminate or minimize the main
problems inherent in each of the above-mentioned
directions, proposals were developed for the
modernization of the expertise of determining the
value of documents by introducing the following
methods and approaches:
First offer
. Development of professional and
practical qualification requirements listed in
Appendix 2 for experts involved in document
valuation. Also, to introduce testing in the
stereotest system that evaluates information
competence into their attestation processes.
Second suggestion
. Organization of expertise with
the participation of at least 3 or 5 experts, at least
one of whom will be an expert of the organization;
Third suggestion
. Formal presentation of expert
results for each category of documents.
Fourth proposition
. Organization of expertise
based on widely used expert methods and
standards in metrological practice. One of the most
optimal methods in this regard is the use of
methods of harassment.
This is a sorting method that allows to eliminate or
minimize the deviation of the obtained average
value of the informative parameter (property) of
the studied object.
At the same time, the involved specialists will
undergo preliminary training, testing their skills
and knowledge in the future. If during the training
process they get acquainted with the features and
characteristics of the documents of the fund
creator, then during the approval process they
develop the practical elements of the expert
evaluation of the documents known as a result of
the conclusions of the previous expert evaluations.
As mentioned above, in addition to the preparation
of experts, the preparation of documents to be
examined is also carried out. At the same time,
documents are selected, their evaluation criteria
and a series of ranking criteria are determined.
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Annoying stage. After the preparatory work is
completed, the tempering process begins. In this
case, it is important to choose the type of injury
wisely. The following types of staining are used for
quality staining:
- directly;
- alternative;
- variable;
- paired comparison.
Depending on the number of documents to be
analyzed and of the same type, the number of
experts, and duplicate documents in valuation
processes, any of the above types of ranking may be
used. For example, when it is necessary to compare
according to a certain indicator - direct ranking,
when it is necessary to distinguish between
duplicate documents - alternative ranking, when
examining the specific characteristics of the
document - variable ranking, and when it is
necessary to compare documents one by one -
paired ranking [1].
The archival method is not yet used in archival
practice. However, taking into account the trends
of the current century, when information is often
considered as an object of important scientific,
historical, social, and sometimes strategic value, a
true assessment of the value of a document helps to
make a generalized expert opinion and excludes
the subjective factor of individual assessment
based on the results of the expertise (decision). or
minimizes. This factor is especially important
when selecting valuable and rare documents.
Stage of analysis of evaluation results. In the
process of checking the value of a document, the
quality and reliability of the ranking results
directly depends on the level of the expert's
theoretical knowledge and practical skills, because
during the examination, it is necessary to check
many features of the document: the content, the
author of the document, a priori and a posteriori
information, the characteristics of the physical
basis (information carrier) of the document, etc. .
The ranking results are processed and summarized
according to the methodology established in
accordance with GOST ISO 8587-2015[1].
REFERENCES
1.
Abdullaev A.Kh. Methods, models and
algorithms of information-documentation and
metrological security of arxivnoy deyatelnosti
gosudarstvennykh organizatsiy. scientific
dissertation. Tashkent.
2.
Abdullaev A.Kh., Abdullaeva G.U. Business
culture, Tashkent.: Society and management,
#1 2008.
3.
Rashidov O. History of archival work in
Uzbekistan. -Tashkent.: Navroz, 2019. -B.49.
4.
Resolution of the Council of People's
Commissars of the Turkestan ASSR dated
January 25, 1921 "On Provincial Archive
Funds"
5.
Decision of the Central Committee of the
Turkestan ASSR dated January 25, 1923 "On
the preservation and destruction of archival
documents"
6.
"Regulation on the procedure for the
examination of the value of documents"
29.03.2012, Justice vaz. #2347
7.
REGULATION on the National Archive Fund of
the
Republic
of
Uzbekistan
https://lex.uz/docs/329133
