Читать книгу Archives in the Digital Age - Abderrazak Mkadmi - Страница 20

The term “ERM” (Electronic Records Management) represents a set of techniques and tools that allow documents to be transformed into digital formats, and filed, managed and stored on a computer platform as part of normal business operations. Also known as “DMS” (Document Management System) for the electronic management of existing information and documents, this concept aims to manage the complete cycle of documents and all types of information from their creation to the determining of their disposition (permanent retention or destruction).

The function of electronic document management is to manage, using computer applications, digital documents within an organization in the normal course of business. It is a process that helps to develop a learning culture in organizations through collaboration, capitalizing on information and exchanges. In fact, different categories of ERM could be deployed in different institutions according to need, company size and management objectives [PRA 04]. We can already distinguish different types:

 – Administrative DMS: usually part of a global management application, this category allows users to quickly access various administrative documents that are often in digital image formats;

 – Office DMS: in line with standard office automation applications (Word, Excel, etc.), this category is aimed at group work while integrating document enrichment functions through annotations, messaging functions, workflows and so on. Lotus and Microsoft tools are good examples of this type of application;

 – COLD (Computer Output on Laser Disc) DMS: used for computer data, this application allows us to store and automatically index the documents generated by management applications. This solution is composed of several software modules allowing the formatting, extraction and indexing of data from spool files in direct connection with a central computer. It is possible to share files instantly between several users, while guaranteeing data protection through passwords. The information is usually presented on screen in the form of a listing;

 – Documentary DMS: directly resulting from documentary research, this type of application is generally used in libraries, scientific documentation services and possibly for a press review. It uses more or less heterogeneous indexing and search methods (full-text, thesaurus, proximity operators, concept search, natural language, etc.);

 – Technical DMS: directly linked to a profession, it is also called “business DMS”. It is an application for managing and manipulating the formats specific to a profession, such as maps, plans, technical documents related to industrial projects, and so on;

 – Image DMS: this type of application generally groups together all ERM applications and enables the management, as its name suggests, of images or scanned documents.

The service of the National Archives of Luxembourg [ANL 11] summarizes the main differences between an ERM system and an EAS (electronic archiving system) in Table 1.1.

Table 1.1. Differences between an electronic records management system and a digital archiving system [ANL 11]

	ERM system	EAS
Purpose and use	Share and disseminate digital information using common business applications across the enterprise	Preserve digital documents and data while maintaining their integrity, durability and readability over time
Manage documents on a daily basis to ensure the conduct of business activities within the company	Ensure the security of documents with evidential value for the company
Technical form	Computer software installed on a server with a database for storing information and application tools to acquire, store and distribute information via API-type interfaces	Much more complex computer software with functions that ensure compliance with standards (especially those related to authenticity and durability, such as ISO 14641 and OAIS) The system also includes storage disk sets (bays) and tools for identification, security, timestamping, etc.
Features	Authorizes document modification and versioning	Prevents modification of documents
Authorizes the destruction of documents by their authors	Prevents the destruction of documents by their authors except during the regulated application of the disposition by the administration of the EAS
Can be based on a classification scheme and retention schedule. Under user control	Must be based on a classification scheme and a retention schedule that ensures that the final disposition of the documents is applied
Does not meet the constraints of durability, legibility and integrity of documents over time	Compulsorily meets the constraints of durability, legibility and integrity of documents over time through a monitoring of formats and software and a policy of migration of documents and media