√ Definition of Electronic Archives, Benefits and Components (Complete)
Definition of Electronic Archives, Benefits and Components (Complete) – In this discussion we will explain about Electronic Archives. Which includes the meaning, benefits and components of electronic archives with complete and easy-to-understand discussion. For more details, please see the review About Knowledgefollowing carefully.
Definition of Electronic Archives, Benefits and Components (Complete)
Let's discuss the meaning first carefully.
Definition of Electronic Archives
Electronic Archive is another definition of Electronic Archive (e-Archive), which means a system or procedure for collecting information in the form of documents that are recorded and stored using computer technology in the form of electronic documents (Document Management System/e-Documents) which aims to make documents easy to view, manage, find and use return.
Definition of Electronic Archives According to Experts
The following is the definition of an electronic archive according to experts.
1. Australian Archives (in the book Managing Electronic Records)
The definition of an electronic archive according to the Australian Archives is an archive that is created and maintained as a repository of transactions, activities, and functions of institutions or individuals that are transferred and processed within and between systems computer.
2. NARA (National Archives and Records Administration)
The definition of electronic archives according to NARA is archives that are stored and processed in a format, where only computers can process them. Electronic archives are also known as machine readable records (archives that can only be read via a machine). Electronic records, namely information contained in electronic files and media, which are created, received, or managed by organizations and individuals and store them as evidence of activities.
3. Sugiarto (2005)
According to Sugiarto, the meaning of electronic archives is that they basically have the same concept as conventional filing systems. If the electronic-based archive also has a virtual cabinet which contains a virtual folder. Furthermore, the virtual folder contains archive sheets that have been converted into digital files.
4. Priansa et al (2013:23)
The definition of an electronic archive or filing system according to Priansa et al is a unique combination and arrangement of an element of the archiving process designed to find solutions to archival problems so that the goals set can be achieved achieved.
Benefits of Electronic Archives
Sukoco (2006: 112) states that there are several electronic filing systems, including:
- Quick to find and allows utilization of archives, or documents without leaving the desk
- Flexible and easy to modify, according to procedures that have been developed, it saves effort, time and costs.
- Full-text search, by searching for files by keyword or file name and finding them in full-text documents
- It is unlikely that the file will be lost, that's because we only see it on the monitor screen or print it without being able to change it.
- Save space and the ability of 1 CD-RW with a capacity of 700MB can store documents in text form as much as approximately 7000 sheets (1 sheet equals 100 KB in PDF format) or approx. 700 sheets of images (1 sheet equals 1 MB in PDF format) JPG)
- Creating digital archives, so that the risk of damage to paper documents or blurring due to age can be minimized because they are stored digitally.
- Can share archives easily, because sharing documents with partners or clients will be easy to do with a LAN or internet network.
- Provides increased security, because control mechanisms are clearly listed, in the manual electronic filing, then people who do not have the relative difficulty in authority access it.
-Easy to perform data recovery by backing up data to a compatible storage media
Electronic Archive Components
Sugiarto stated that there are three components in the electronic archive, including:
Virtual Cabinet
A virtual cabinet is a database that mimics the shape of a real cabinet used in conventional filing systems, the difference is in a virtual cabinet the ability to accommodate data is limited, while this virtual cabinet is unlimited, what limits it is the physical ability of the hard drive to store data digital. Or the attributes in the virtual cabinet include:
- Cabinet code, with a function for recording cabinet code in accordance with the code writing rules in the company
- Cabinet name, which functions as a recorder of cabinet names such as incoming letters, outgoing letters and so on.
- Cabinet function, which functions as a recorder of cabinet function descriptions
- Location, which functions as a recorder of the location of the cabinet
Virtual Maps
A virtual map is a database whose attributes are like a real map in a conventional filing system. But unlike conventional maps, which have limited document storage capabilities, this virtual map has unlimited document storage capabilities. The virtual map attributes include:
- Folder Code. Has a function as a code recorder in accordance with the rules for writing code in the company
- Folder name. Has a function as a registrar of folder names such as for example the finance department, the marketing department and so on.
- Map location
- Description and so on.
Archive sheet
Archived sheets stored in a virtual folder, can be in the form of document or image files. Document files are files created from Microsoft Word, Excel, Power Point and so on. Meanwhile, image files are files in the form of images as scan results or import bitmaps from other media. Some of the attributes recorded in the database include:
- Archive code, has a function as a recorder of archive code in accordance with the rules for writing archive code in the company
- Archive name. Has a function as a name recorder that shows the detailed contents of the stored archive
- Classification. Has a function as a recorder of folder classifications such as special offers, secrets and so on.
- Archive date. Has a function as a recorder of the date the archive was created
- Date received. Has a function as a recorder of the date the archive is received
- Sender. Has a function to record the sender of the archive
- Recipient. Has a function as a recorder of the part that receives the archive (archive destination)
- Picture. Has a function as a recorder of archive files that have been scanned if any.
- Files location. Has a function as a recorder of file locations on the hard disk
- Physical location. Has a function as a recorder of the location of the hard copy of the archive.
Thus has been explained about Definition of Electronic Archives, Benefits and Components (Complete), hopefully can add to your insight and knowledge. Thank you for visiting and don't forget to read other articles.
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