The question of the need to create an electronic archive at an enterprise is becoming more and more urgent. And this is not accidental, because the introduction of new information technologies not only ensures the safety and reliability of documents, but also reduces the time for their search, and also allows, if necessary, several employees to access the same data at once.
Instructions
Step 1
The creation of an archive of electronic documents includes several stages. Initially, purchase and install the licensed software on the company's computer equipment.
Step 2
Prepare documents, that is, organize them, identify them in accordance with the existing structure of the circulation of documents in your organization. In particular, at this stage they will need to be registered, sorted by shelf life, and staples and staples removed from unstitched sheets.
Step 3
The next step is digitizing or scanning documents. It is carried out on technical equipment that supports exactly the type and format of the document that is used in this organization. At this stage, check the quality of the reproduction of documents, if necessary, do the scan again.
Step 4
Next is the stage of converting (converting) documents into the format that meets the concept of their storage and production standards, and then - the stage of indexing, i.e. "Assignment" of keywords to each document for subsequent search of the necessary information or creation of a full-text database.
Step 5
At the end of the work on creating an electronic archive, set the settings (access right, the right to change documents) and conduct training for the organization's personnel.
