How To Manage E-Documents In Lithuania
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1 THE LIFE CYCLE OF E-DOCUMENTS: METHODOLOGICAL AND LEGAL APPROACH IN LITHUANIA DAIVA LUKŠAITĖ Head of Documents and Archives Management Divison
2 THE LIFE CYCLE OF E-DOCUMENTS: METHODOLOGICAL ASPECT 1 In the knowledge and information society the means of information recording have been changing, as a result a part of our history is recorded in an electronical way. Applying of information and communication tools in the management of organizations has caused the appearance of e-documents. E- documents are an integral part of the state information resourses. Information in e-documents is recorded in an electronical way and is available only using the corresponding software and hardware tools. As well as other forms (e. g. paper documents), e-documents are managed in accordance with the same theoretical and methodological regulations.
3 THE LIFE CYCLE OF E-DOCUMENTS: METHODOLOGICAL ASPECT 2 The life of a document goes through phases starting from when it is created or received by the institution, through to its use, maintenance and storage before finally being destroyed or archived permanently. E-documents are distinguished by their form as well as by the features of their management which are influenced by: 1. both the conception and the structure of an e-document; 2. software and hardware tools; 3. the authority given to relevant institutions.
4 BASIC DEFINITIONS OF LEGAL ACTS RELATED TO E-DOCUMENTS MANAGEMENT E-document means a document created, approved or received by legal or natural person using measures of IT and signed with legaly approved electronic signature, in determined order established by legal acts. Content of an e-document means a part of e- document where information in textual, visual or any other form is presented, except metadata and electronic signatures of an e-document. Metadata means structured data, describing the e- document structure, environment and management through the lifecycle. Electronic signature means data, which are inserted, attached to or logically associated with other data for the purpose of confirming the authenticity of the latter and (or) identification of the signatory.
5 E-DOCUMENT MANAGEMENT SYSTEM (a system means the institution s document management system operating on the basis of information technologies and dedicated to create, registrate, arrange, preserve and destroy e-documents) COMPUTERISED DOCUMENTS MANAGMENT SYSTEM E-DOCUMENTS MODULE E-document management throughout the whole lifecycle (creation, arrangement, storage and destruction) is carried out into the e-documents management system; Many Lithuanian public sector institutions have computerised documents management systems and use them for paper documents registration, digital copies of official paper documents management and rarely for management of e-documents; At that moment more than 200 public sector agencies had applyed computerised documents management systems for management of ADOC format e-documents; Interoperability of the ADOC format e-documents enables the transfer of the e-document created in one system into any other system, where it can be verified for authenticity and suitability for the long-term preservation, if the software of these two systems corresponds to the requirements comply with ADOC specification.
6 THE LIFE CYCLE OF E-DOCUMENTS IN LITHUANIA 1 CREATION SET REQUIREMENTS FOR E-DOCUMENTS SPECIFICATIONS Specification is a document which prescribes technical features of the e-document signed by electronic signature as well as its characteristics and functions. There are three of them: ADOC V1-0 MDOC V1-0 EGAS V1-0 PDF-LT-V1.0 (PROJECT) ARRANGEMENT Electronic file means a file of e- documents as well as associated information structured according to certain criteria. E-documents of institutions are managed at a file level. Those documents are assigned to a certain file according to the preservation period provided. Having finished e-files they are included into the determined inventory.
7 THE LIFE CYCLE OF E-DOCUMETS IN LITHUANIA 2 PRESERVATION An institution should ensure that both the content of an e-document as well as the metadata will be read during the whole period of the document storage, and that it will be possible to check the qualified electronic signatures. In the institution spare copies of the e- documents should be made as well as spare copies of the data related to them, by transfering the data from the main media into other media. In order to preserve e-documents the following actions can be performed: refreshement, replication, repackaging, reversible transformation or making converted copies (signing them using electronic signature). DESTRUCTION OR TRANSFER In the institution the documents are kept for the definite time (10 or more years). The documents for repeal are selected only after the period has expired. In the institution organizational and technical measures should be foreseen to ensure that all the e-files, their volumes, e-documents as well as their spare copies chosen to repeal would be completely destroyed and it will be impossible to be restore them using standard or special data recovery tools. Public sector institutions (about 700), that make permanently preserved documents transmit permanently and long term preserved documents to the state archives. Other institutions shortly and long-term preserved e- documents should store themselves.
8 E-DOCUMENTS TRANSFER TO THE STATE ARCHIVES Regarding to the Instruction on electronic documents transfer public sector agencies should: transfer e-documents to state archives over 5 years since e-files have been completed; transfer e-documents using electronic communication channels (through EAIS) or in physical media (CD, DVD and etc). E-documents should be transfered by packages. Transfer package means e-documents and information related to these documents. Recently public sector agencies can transfer e-documents in ADOC or EGAS e-document formats to state archives Before receiving e-documents, state archives must assure whether all e- documents indicated in inventories exist, verify whether e-documents comply with concrete e-documents specification requirements as well as verify their content, metadata and electronic signatures and etc
9 PRESERVATION OF E-DOCUMENTS AND ELECTRONIC ARCHIVE INFORMATION SYSTEM (EAIS) ( EAIS was created in the course of carrying out the project The creation of electronical archive infrastructure. In EU Structural Funds support for execution of this project was received according to the economical growth action program s priority 3 Information Society for Everybody. Lithuanian state archives have an integral EAIS, which is ready for accepting and storing electronic documents of National Documentary Fond, providing a legal access to the stored documents using IT and providing electronic services. A unique information system make it possible to submit to the state archives the e-documents signed by e-signature, assuring their integrity, authenticity, confidentiality and possibility to use and store them a long or unlimited time. The possibility to use e-documents unlimited time is assured by converting their contents into long-term storage files (PDF/A format) and formats for previewing the documents in internet (PNG and JPEG). In the future these formats will be regularly reviewed and updated. E- documents will be physically stored in two geographically remoted electronic archive data centres (one in Vilnius, another in Šiauliai) During the project software tools of free accessibility for preparation of official e-documents, signing them by e-signature, preview, and verification was developed < >
10 EAIS MODULES ( MODULE OF DOCUMENTS MANAGEMENT SUPERVISION It provides the possibility for public agencies to coordinate registration data (documentation plans, inventories, etc. with state archives) MODULE OF ELECTRONIC DOCUMENTS TRANSFER It performs and manages transfer of e-documents from public agency as well as acceptance of these documents in state archives. State archives will be informed about intended documents transfer. State archives are going to conduct verification of received documents, make decisions on their acceptance, organize their incorporate into storage MODULE OF DOCUMENTS PUBLICATION AND PRESENTATION It is designed for information about preserved documents as well as their publicity. System s users will be able to search and review documents MODULE OF ELECTRONIC DOCUMENTS STORAGE It is designed for physical preservation of e-documents, timely their content transformation to formats suitable for long-term preservation, repeated archival statement and for conductiong of other functions MODULE OF ADMINISTRATION It performs administration of the system (arrangement of configuration, sizers of users or agencies)
11 PRESERVED OBJECTS IN EAIS
12 MANAGING E-DOCUMENTS IN LITHUANIA THERE SHOULD: Be more coherent intersubject and interinstitutional cooperation in the sphere of e-signature and e-documents. Be the specification of e-documents applying range defined (how many of them might be). It is also necessary to ensure the exchange of ADOC and other specification e-documents with other EU states, as well as to decide what electronic signature formats to use while creating e- documents. Also the questions concerning technical tools necessary for e- documents management should be solved.
13 QUESTIONS?
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