On September 28, 2023, an exchange of experience on ensuring the safety of electronic documents and transferring them for permanent storage was organized for employees of the state archives of the Vitebsk region in the National Archives of the Republic of Belarus

In pursuance of the protocol of instructions from the Director of the Department for Archives and Records Management of the Ministry of Justice of the Republic of Belarus O.L.Voinov, following a working visit to state archival institutions of the Vitebsk region dated June 7, 2023, a team of employees of the state archives of the Vitebsk region visited the National Archives of the Republic on September 28, 2023 Belarus (NARB) to study the experience of the archive and the Belarusian Scientific Research Center for Electronic Documentation (BelNITsED) with acquisition source organizations on the issues of ensuring the safety of electronic documents and transferring them for permanent storage.

As part of the exchange of experience, current issues in the field of maintaining electronic documents and their archival storage were discussed.

Head of the department of office work and formation of the National Archival Fund of the National Archive Fund Tatyana Anatolyevna Shevchenko spoke about the basic requirements for the preparation of electronic documents in organizations that are sources of archive acquisition and voiced the most typical errors that were identified in the process of providing methodological assistance to organizations during the preparation of electronic documents for transfer to permanent storage . She shared her experience of working with the “Departmental Archive” software product. The relationship between the nomenclature of an organization’s affairs and electronic document management is demonstrated.

Olga Yuryevna Zhuk, head of the acquisition department of BelNITsED, once again emphasized the need to comply with regulations and work practices in the field of electronic document management, archival storage of electronic documents and information resources in government agencies and other organizations. Voiced the requirements for examination of the value of documents in electronic form, electronic documents and information resources; drew attention to the need for strict compliance with the Regulations for the operation of the information system for the archive of electronic documents of the National Archival Fund of the Republic of Belarus. Particular emphasis was placed on the fact that electronic document management is an integral part of the overall process of the organization’s preschool educational institution, and the recording and use of electronic documents in state archives is a single complex with similar types of work for documents on traditional (paper) media.

Deputy Director Elena Aleksandrovna Stukanova demonstrated the process and results of transferring electronic documents for permanent storage from organizations that are sources of acquisition for NARB. Using the example of the process of transferring documents of the Council of Ministers of the Republic of Belarus, which is currently taking place, the main shortcomings that the archive faces during the transfer of electronic documents for permanent storage were demonstrated. As a result, it was possible to discuss the principles of identifying them and ways to overcome them.

Also present at the meeting was Signevich Lyubov Nikolaevna, Deputy Director for Scientific Work of BelNITsED, who shared her experience of cooperation with NARB and NCEU on topical issues of the work of the «Departmental Archive» software module, demonstrated the relationship between the Automated Information System of the State Archives and archival storage of electronic documents.

Colleagues discussed the problems associated with the management of hybrid cases, ways to overcome errors in the management of electronic cases before the implementation of the «Departmental Archive» software product.

Deputy Director of NARB Elena Aleksandrovna Stukanova opens the event

During the speech of Tatyana Anatolyevna Shevchenko, head of the department of records management and formation of the National Archival Fund of the NARB