People believed that e-archiving (EDMS) is the process of converting documents, paper documents to electronic documents by scanning through scanners and storage through storage media circulation. According to this belief, many Government and private enterprises believes in no doubt that you archive all of their files and paper documents and are ready to enter the digital world and electronic government waged.

 

The fact that concept – assuming health-contrary- to the modern day full of electronic documents that are already stored on an electronic storage media do not require us to any scan operations, does that mean that it’s archived? If so, since there is no need for content management systems or archiving systems and just saved to the hard drive of your computer and end up.

 

Of course this is illogical, everything we have done here just store information not archived or so-called Imaging. EDMS is primarily responsible for the registration information of value to an enterprise to manage and keep them as long as possible or even forever. This simply means that the electronic archiving of document conversion and documentation at the end of its documentary legal records cannot prejudice or change in the original content for protection and easy access when needed, it is not enough to scan a document to tell him that archived electronically.

 

In fact, archiving in accordance with this concept we practice all process in everyday you when you write a letter to anyone what you are dealing here with a can modify and change but once sent this letter to her had become a record cannot modify because it already sent and here we are talking about an archived log retention period shortened or increased and disagree and conservation and its way of storing.
Therefore, the electronic archiving are simply records management process that ensures protection, maintenance and accessibility and begin from the moment of creating the document and ending
with destroyed or legacy is preserved forever, not only in volume or scanning. Log Record can be defined as information that is recorded and maintained and managed by the person or body or establishment either for legal purposes or for its value for business. Records that are no longer on any establishment kept confined to paper only, but now includes a number of information sources that are no longer as important as paper documents and mail halls and instant messages, Web pages and information sent through social networks, all of this information may be recorded in accordance with their importance.

 

Of course not all registry information must, otherwise it will show us a tremendous amount of records you might not find a place to save. For business to adopt a clear strategy for records management are:

1. Determine what information you have registered and from different sources.

2. Select the necessary categories in which to place those records building.

3. The time taken to keep these records for each classification is selected there is no need to maintain established for records forever without clear justification.

4. Select the required action to destroy records when the retention period expires.

5. Training and education of all staff in established and aware of the importance of the Treaty and what records should be kept.

 

For this to happen it must be for a special regime established to have records management and document management system not only. Records management system is responsible for maintaining information any establishment, registration and management of electronic archives in accordance with the rules and laws and customs in this area. And records management system is an essential part of content management system, because any record was initially content before walking to a legal record. Use a records management system one of the most important fundamentals of electronic government and electronic Commerce alike because electronic movements be provided by the electronic Government or e-commerce needs to define and determine legality and recorded legally and formally.

 

Records management system consists of at least the following essential elements:

1. Tools for classifying records: the heartbeat of the records management system, which is a clear classes and categories only needed records established or depending on the nature of the activity. Is here identifying laws and policies that followed and established in archive each of such categories where the system will automatically apply those policies and laws at every register kept on each category and without interference to end-user system.

 

2. Tools for creating records: including scanning paper documents and link with other systems to retrieve information or movements executed electronically as with resource management systems and so here we are talking about the rest of the components of content management system usually are essential because they are working to create the document before it becomes a record.

 

3. Operations management tools and depreciation to record: the selected depreciation policies either according to the laws established by public law shall specify the retention period for each record type and proper disposal at the end of that period either destroy electronic record or paper or both or review to keep etc.

 

4. Confidentiality management tools that enable security and confidentiality policies for records it determines who has the right vision or view a log, and specify handling of confidential and private. This also includes encryption and signing halls and keeping privacy policies with the same document through the system, not only through copyright Right Management Systems Management.

 

5. Non-electronic records management tools: this need because it may not be necessary to keep the paper assets of non-electronic records are retained in the records and alumni managed alongside electronic archive.

 

6. Long-term storage: a key element in the electronic archiving system is not sufficient to ensure that records via software only, but we must ensure that no prejudice or change records across the storage devices where there are special storage techniques to ensure that records.

 

7. Checking and testing: a most important element, which ensures that no fraud is exposed or combustion or any wrongful conduct may have been archived records provide detailed information on the movements of users in the system including system managers or administrators.

 

The Main benefits for any establishment of possession of the records management system and a clear strategy that can be summarized as follows:

1. Treaty protection, memory protection information.

2. To save the rights of people.

3. Easy access to information and thus increase productivity so that 40 percent of employee time wasted searching for information.

4. Avoid losing any information of relevance may be established or society.

 

But there are difficulties such as:

1. Accept such kind of staff regulations will face strong opposition, especially in the beginning and here you need training and knowledge transfer for knowing each one why this system is an addition to the provision of appropriate tools that help to use the system integrity being used with common desktop software and easy user interface, etc.

 

2. Difficulty of accounting information to be registered as complex and non-strutted data and here you need-in addition to the availability of systems-business automation within the established by the automated log archive records automatically when you end the transaction.

 

3. The difficulty of developing a clear strategy for records management, lack of knowledge and competencies here rely on world standards in this area and the experiences of others but this does not
mean we need Arab standards and experiences.

 

Finally, preserving our memory is the ability to record information of interest efficiently to stay over time.