Electronic Archivation of Documents as Key Element of Efeicient Organization Management

In conditions of fast digitalization present day organizations face the necessity to revise approaches to document management. The research deals with complex analysis of electronic archivation as a key element of raising efficiency of organizational management in the era of digital transformation. The basis of methodological foundation is made up by systemic analysis, which includes studying academic publications, regulatory and legal acts and also successful cases of introduction, such as UNESCO project ‘Memory of the World’. Special attention was paid to comparative assessment of traditional and electronic systems of archivation by three key parameters: economic efficiency, data security and access comfort. The mentioned research allowed us to identify serious advantages of systems of electronic archivation (SEA). Firstly, they demonstrate impressive economic efficiency, cutting costs of document storage by 40–60% due to automation process and use of cloud technologies. Secondly, current SEA ensures full compliance with legal requirements at the expense of electronic signature and marks of entrusted time and it is especially important for long-term storage of documents. Thirdly, integration of advanced technologies, such as AI (including processing of natural language and computer sight) can help speed up document processing by 70%, while block-chain use can guarantee invariability and transparency of archive records. The acute nature of the research is stipulated by exponential growth of digital document volumes, from standard finance accounting to complicated BIM-models and the necessity to protect them against cyber-threats and physical degradation of information carriers. Prospects of electronic archivation development are connected with introduction of Predictive Analytics meant for intellectual forecasting document storage periods and applying quant technologies to protect information. However, the research revealed a number of problems requiring solution: the phenomenon of ‘digital oblivion’ caused by fast obsolescence of formats and the necessity of considerable initial investment into infrastructure. Thus, we can say that electronic archivation is not only a technological innovation but a strategic tool of management capable to raise efficiency of organizations in conditions of digital economy. Research findings can be used to develop practical recommendations on introducing SEA in different spheres.

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