Roundtable: «Ensuring the Archival Storage of an Organization’s Electronic Documents: Implementation of the ‘Departmental Archive’ Automated Information System»

On November 5, 2026, a roundtable titled «Ensuring the Archival Storage of an Organization’s Electronic Documents: Implementation of the ‘Departmental Archive’ Automated Information System» was held in the conference hall of the Hotel Europe. The event was organized by the Ministry of Justice of the Republic of Belarus (Department for Archives and Records Management) and the National Center for Electronic Services (a unitary enterprise), with support from YurSpektr LLC.

A total of 419 individuals participated in the event—both in person and online—including heads of organizations, managers of organizational documentation and records departments, and archivists.

The event was moderated by:

Olga Alexandrovna Ledovskaya, First Deputy Director of the Department for Archives and Records Management at the Ministry of Justice of the Republic of Belarus;

Dmitry Viktorovich Rimsha, Deputy General Director for Public Relations at YurSpektr LLC.

The first session, which focused on requirements for the archival storage of electronic documents and upcoming legislative changes regarding the management of electronic records, featured presentations by: Andrei Yevgenyevich Rybakov, Director of the Belarusian Research Institute for Documentation and Archival Affairs; Tatyana Anatolyevna Shevchenko, Head of the Records Management and National Archival Fonds Development Department at the National Archives of the Republic of Belarus; and Olga Vladimirovna Zayanchkovskaya, Head of the Department for Records Management, National Archival Fonds Development, and Preservation at the Department for Archives and Records Management of the Ministry of Justice.

In his presentation, A.E.Rybakov outlined the key requirements that allow documents to be stored exclusively in electronic format—eliminating the need for paper duplicates—and specified which documents must be transferred to an organization’s archives.

T.A.Shevchenko discussed the procedures for compiling electronic files for archival storage, as well as common errors that occur during file compilation, the transfer of documents from an Electronic Document Management System (EDMS) to the «Departmental Archive» Automated Information System (AIS), and their subsequent ingestion into an Electronic Document Archive Information System (AIS EDA).

O.V.Zayanchkovskaya outlined planned legislative adjustments in the fields of archival affairs and records management. She emphasized that these proposed regulatory measures will facilitate compliance with the requirements of the Directive of the President of the Republic of Belarus No.11, dated April 2, 2025, «On Improving the Functioning of the System of Authorities and Administration and Strengthening Executive Discipline» — specifically regarding the minimization of paper-based documentation in the performance of functions by state bodies and organizations. Furthermore, these measures align with sub-paragraph 1.3 of the Action Plan for the implementation of Directive No.11 (approved by the First Deputy Prime Minister of the Republic of Belarus on April 30, 2025) and are intended to accelerate the transition of state bodies and organizations toward a paperless document management environment.

During the second session, which focused on the «Departmental Archive» automated information system (AIS), Natalia Mikhailovna Shiratova — Head of the Sales and Customer Service Department at the National Center for Electronic Services (NCES) — and Alesya Olegovna Klimova — a leading specialist in the same department — spoke about key development trends for interdepartmental information systems. They discussed organizational readiness for implementing the «Departmental Archive» AIS, the procedures for connecting and integrating it with electronic document management systems (EDMS), and the system’s capabilities for storing and retrieving electronic documents, as well as transferring them to the National Archival Fund.

The third session addressed practical experience with the «Departmental Archive» AIS. Viktoria Anatolyevna Panfilenko, Head of the Control and Records Management Department at the state-owned electric power association «Belenergo», and Ivan Viktorovich Latushkin, Head of the Department for the Protection of State Secrets and Documentation Support at the Ministry of Justice, shared their firsthand experience regarding how the system transforms the management of an organization’s archives.

Throughout the presentations and during the subsequent Q&A, the speakers addressed questions from the participants.

1. Event moderators O.A.Ledovskaya and D.V.Rimsha

2. Round table participants

3. Presentation by A.E.Rybakov

4. Presentation by T.A.Shevchenko