Electronic archiving stands for the unchangeable, long-term keeping of electronic information. For electronic archiving usually special archives systems are used. The term electronic archiving summarizes different components, which are called separately in the angloamerikanischen linguistic usage "“records management"”, "“STORAGE"” and "“Preservation"”. The scientific term of archives and archiving is contentwise not identical to the term, which is used by the document management industry.

Electronic archiving

The term of electronic archiving is very differently used. While today enterprises see already periods for safekeeping of 10 years for according to commercial law as only very with difficulty convertible and for taxation relevant data and documents, in historical archives of a safe, arranged and at any time accessible keeping of information with retention time areas of several centuries one speaks. In view of the constantly changing technologies, always new software, formats and standard, a gigantic challenge for the information society.

Archiving is not a self purpose. The keeping, development and supply of information is an indispensable condition for the ability to work of modern enterprises and administrations. With exponential growth electronic information the problems of the long-term keeping, although modern software technologies are substantially better suitable to administer information grow as this conventionally with paper, binders and shelves possible were. Ever digitally and the expenditure than paper develops for more information is only a possible representation of the original electronic document. By the employment of electronic signatures electronic documents originally receive the same right character as manually signed documents. Such digital documents exist validly only in electronic form. These developments force in the meantime each enterprise to set itself strengthened with the topic electronic archiving apart.

Definitions

In Germany for electronic archiving two definitions were in-patriated:

Electronic long-term archiving

One speaks of long-term archiving, if the information is longer kept at least 10 years and and kept accessible.

The term long-term archiving is in principle a Pleonasmus, since archiving already implies the aspect of long-term, it helps however the difference to short-term filing to emphasize and/or Backup.

Revision-safe electronic archiving

One speaks of revision-safe archiving, if the archives system approach corresponds to the requirements of the commercial code "§"§ 239, 257 HGB as well as the tax code and the GoBS to the safe, normal keeping of commercial documents and the periods for safekeeping by six to ten years fulfilled.

The HGB (HGB) and the tax code (AO) give here the bases for storage, independently whether in conventional paper archives or electronic systems, forwards:

Correctness

Completeness

Security of the total procedure

Protection from change and falsification

Safety device before loss

Use only by entitled ones

Adherence to the periods for safekeeping

Documentation of the procedure

Comprehensibleness

Controllability

These criteria are defined technical and require the interpretation, if it concerns the conversion in technical systems.

The requirements were summarized in the code OF Practice "“principles of the electronic archiving"” of the VOI federation organization and information systems registered association 1996. The definition for revision-safe archiving originates from Ulrich Kampffmeyer already from the year 1992. Internationally the functionality and the extent of electronic archives are in the ISO standard 17421 and defined of records the managements systems in the ISO 15489. In Germany the BSI basic protection manual (chapter 9.5) can be consulted under the aspect of security and examination by archives systems.

Ten noticing sets for revision-safe archiving

The following 10 noticing sets for revision-safe electronic archiving come from VOI federation of organization and information systems registered association:

1. Each document must be archived unchangeably
2. No document may be lost on the way into archives or in archives
3. Each document must be again discoverable with suitable retrieval techniques
4. Exactly the document must be regained, which was looked for
5. No document may be able to be destroyed during its intended lifetime
6. Each document must be able to be printed in exactly the same form, as it was seized, again indicated and
7. Each document must be able to be regained time near
8. All actions in archives, which cause changes in the organization and structure, are to be logged in such a manner that the re-establishment of the original condition is possible
9. Electronic archives are to be laid out in such a way that a migration on new platforms, media, software-Versions and components without information loss is possible
10. The system must offer the possibility to the user, the legal regulations to guarantee (BDSG, HGB/AO etc.) as well as the operational regulations of the user regarding data security and data security by the life span of archives

Conversion of the requirements in electronic archives systems

For the fulfilment of these defaults archives systems were created archives often commodity consisting of data bases, and memory systems, which are offered in Germany by numerous manufacturers and system integrators. These systems are mostly based on the beginning to refer over a reference data base with the administrative and index criteria to an external memory in which the information objects are held. This so-called reference data base architecture was necessary, in order large quantities of information of that snaps however expensive on-line memory into separate archives memory to page out. The data base permits over the index at any time to find and make with an appropriate display program to the user available the document again. In the early periods of this technology it mostly concerned very closed, independent systems, which led practically too "„islands "“in the IT-landscape. Today archives systems are integrated as subordinate services service-oriented architecture) into the IT-infrastructure, directly of office communication and specialized's applications are served and to place to these applications also the necessary information to the processing and announcement again for the order. For the user it is insignificant thereby where the necessary information is stored. Lead the discussion around "„the correct "“storage medium for electronic archiving mostly just the IT-specialists, project worker and legal departments, if it concerns the selection and introduction of an electronic archives system.

Articles in category "Electronic archiving"

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Related Websites

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