Electronic Document Storage on the Documentolog Platform

Currently, a Unified Electronic Document Management System (hereinafter referred to as ESDO/SED) has been implemented in state organizations (hereinafter referred to as SO), which is built on the technologies of IBM. In some state institutions, this system has been operational for over 10 years. During this long period, state authorities have accumulated over 400 terabytes of data. At the same time, electronic documents from previous years in ESDO are stored as separate Lotus databases, which in turn leads to the need for increasing server resources to store documents from previous years. A logical resolution to this situation in the work of state authorities with electronic documents is to ensure post-operational storage of electronic documents in compliance with the archival rules regulated by the legislation of the Republic of Kazakhstan.

The service software product "Electronic Document Storage" on the Documentolog platform (hereinafter referred to as EDS) is a modern software and hardware complex designed for storing and managing large volumes of electronic documents exported from ESDO/SED of state organizations. The main purpose of EDS is to provide long-term guaranteed storage of documents that do not require operational access in ESDO/SED of state organizations. 

Currently, EDS automates archival processes in compliance with the rules regulated by the legislation of the Republic of Kazakhstan, provides reliable centralized storage of all electronic documents of state organizations, full-text search of electronic documents and cases, multi-user access to electronic documents, as well as verification of the legitimacy of electronic documents. The EDS service software product implements the automation of the following business processes:

Receiving electronic documents from ESDO/SED of state organizations
An employee of the state organization generates electronic documents in the ESDO/SED system in accordance with the accepted nomenclature of cases and then sends these documents to EDS. The archivist of the state organization receives these documents in EDS, where they check the validity of the digital signature and the correctness of the index belonging to the nomenclature case. The verification of paper originals of electronic copies of documents is carried out according to the rules for the acceptance, storage, accounting, and use of documents of the National Archival Fund and other archival documents by departmental and private archives approved by the Order of the Minister of Culture and Sports of the Republic of Kazakhstan dated December 22, 2014, No. 146.

Control of storage periods for archival electronic documents
When the storage periods for archival electronic documents in EDS expire, a notification is automatically generated for the archivist of the state organization. The archivist conducts an evaluation of the archival documents' value and then initiates an act for the destruction of documents (hereinafter referred to as the Act). If a decision is made to extend the storage periods for archival documents in EDS, there is an option to change the end dates of the storage periods for documents, as well as the possibility to initiate a new process for generating a list of cases for the extended documents. 

Searching for documents in the archive
The search subsystem of EDS is implemented based on the latest achievements in the field of information retrieval and uses unique algorithms for sorting the found results. Only the registration data of the documents is displayed in the search results. To obtain temporary access to a document, the user submits a request for access to the document, which is approved by the archivist of the state organization. 

Generating an act for destruction
When initiating the process of generating the Act in EDS, a draft Act is automatically created with a list of documents that have expired storage periods. EDS also allows the archivist of the state organization to select electronic documents from the list of cases as needed. The archivist checks the electronic documents by reviewing the details of the document card. After verification, the Act is approved by the members of the expert commission and the curator of the state archive. The Act, along with the paper original, is then sent to ESDO for approval by the head of the organization.

Generating a list of cases (temporary, permanent, personnel)
The archivist of the state organization initiates the process of generating a list of cases (hereinafter referred to as the List). Then, a draft list of cases with electronic documents is automatically generated in EDS in accordance with the nomenclature of cases. The draft list is sent for approval to the members of the expert commission and the expert verification commission. Based on the results of the approval of the lists of cases, the archivist of the state organization submits the paper documents to the state archive in accordance with the Rules approved by the Order of the Minister of Culture and Sports dated December 22, 2014, No. 146.

Providing access to archival documents upon request from the employee of the state organization
The user submits a request for access to the archivist of the state organization, who confirms the receipt of access and provides access to the document for reading. EDS automatically generates a notification to the employee of the state organization about the positive decision on the request and confirmation of access to the document. The employee of the state organization views the document in the EDS interface. To extend the access period to the document, the employee of the state organization sends a corresponding request for the extension of access to the document.
 

In conclusion, I would like to note that the implementation of EDS in state authorities is the first step towards building a centralized storage of archival documents, which will be accessible to all employees of state authorities online. This means that the current process of archiving electronic documents, which involves duplicating them on paper media, will be optimized. Consequently, the stage of printing electronic documents in the archiving processes will be eliminated. As a result, a transition to a paperless format of working with electronic documents will be realized, starting from the moment of their creation in ESDO/SED of state organizations and ending with their archiving, storage, and destruction in EDS.