Regulation of the number of documents stored in the office, the latest

Standing before the demand constantly increasing, many people still wonder, “so digitizing archival materials for business out stars”; “regulation of the number of documents stored how?”. Following articles of Lac Viet Computing will help you understand more about the environment of culture in business in particular and convert numbers in general.

1. Regulation of the number of documents stored

Now digitized archive material is carried out according to the standard of circular no. 02/2019/TT – BNV specified standard data input information and requires the preservation of documents, electronic data.

A number of specific characteristics easily recognizable as:

• Hình thức chữ ký số của cơ quan, tổ chức document management lưu trữ số hóa
• Location: upper right, the first page material
• Image: Seal of the agency, organization, red, size the actual size accented format (.png)
• Information: Name of agency, institution, time of registration (day, month, year, hours, minutes, seconds...)

Table rules of digitized archival documents the standard format:

2. Note when implementing the provisions of digitized archives

2.1 Choose the format of the image file

Format file is the extension at the end of a file name (tail file), denote the file it belongs to any format. Tail information file is the operating system used to open the appropriate program. For example: *.txt is a file of the written word and is processed by a program corresponding text. The image file formats different to bring on disk space, image quality is different.The popular format is applied to the data file image is: JPG, TIFF, GIF, PNG, RAW... Each format has advantages and its limitations.

2.2 note select the information carriers to manage when implementing the provisions of digitized archives

Pet news is the means of retention and impart information on all materials from the written word far as terracotta, stone, shells, leaves, silk, tortoise shell, bamboo, paper, etc., With the advancement of science and technology, has appeared more material, new technology, audiovisual material, modern as CD, CD-ROM, DVD, magnetic tape, video, en film, en stock, hard drive, computer v. v...then the best interest of the storage materials is the durability of each type of information carrier.

Với khả của cơ quan là chủ sở hữu tài liệu, mỗi một dự án số hóa tài liệu đều chọn vật mang tin thích hợp để file manager của mình.

2.3 note set system metadata when making rules about digitized archive material

Metadata (Metadata) is the information content description of document digitization, where the storage is still known as the information level II document storage. Metadata is data to describe the data, or data about data. When data is provided to the end user, the metadata will provide the information that allows managers to better understand the nature of the data that they are. Specifically, this information helps for users to find the documents that they are in need and help them understand the information and other related. With the optimization of metadata, should also be referred to as “the tank contains information about data”.

Through metadata, the business can get to know each of the technical details such as: size of base data, the directory service of the different types of data. The description of this user guide files find the right kind of data, thereby, help them understand the meaning of the data and approach them.

3. The step of digitizing archival materials for your business

Do mục tiêu khác nhau, mà có thể đặt ra các bước số hóa hồ sơ khác nhau phù hợp với từng cơ quan, tổ chức. Cục văn thư Lưu trữ Nhà nước đặt ra quy trình gồm 12 bước theo Quyết định số 176/QĐ-VTLTNN ngày 21/10/2011 với yêu cầu phân loại ảnh và sao lưu ảnh. Nhưng nếu với regulation of the number of documents stored and requires common process done simply there are 5 steps as follows:

Step 1: Get storage materials have been selected

This selection is necessary, because there is no one agency or organization would be digitized once both his archive. Standard to the number of turns depending on the goals of the owner archival materials that document scanning services outside will change along. For example, digitized to insurance document storage, document is selected to be documents subject to rare according to the rule of law.

Step 2: Prepare documents according to the rules of digitized archival documents

Work includes:

-Take out the cardboard, staples; flatten the document page;

-Document classification, separate the material torn, damaged, if the number of turns applied to the record store and use the technique to scan each sheet of material. If the number of documents stored as close atmosphere, you can apply new technology to advance more as Bookscan for the digitized document storage.

Step 3: set up the system according to the rules of digitized archival documents

Scan và thiết lập management system, electronic document ảnh, đặt tên file, đặt định dạng, đóng, ghim lại theo trật tự tổ chức tài liệu ban đầu, tạo siêu siêu dữ liệu (Metadata).

Đây là bước quyết định nhất để chuyển đổi tài liệu truyền thống sang tài liệu số hóa. Danh mục tài liệu số hóa được lập và gắn vào tài liệu được thông qua software document storage và tạo ra metadata. Đồng thời, tài liệu được đặt định dạng theo sự lựa chọn được định trước.

Step 4: test the document

Check the quality of the document was and the influence unsatisfactory.

Step 5: Test and handover document storage under the provisions of digitizing

Work includes hand over the documents digitized and handed the document root. If this document is archival documents of a historical archive, then with the text, do not close the book in a record, the handover must be closely examine each page of the document to ensure full as the original document received in step 1

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