DEFINITIONS
To avoid confusion about the meaning of the terms used here are the definitions that the authors have selected:
Digital document: Document or information text, graphic, pictorial, audio, audiovisual or other product or received in digital form by the university for its needs or the discharge of its activities.
Digital document management: a set of procedures, operations and technology for the control, throughout the life cycle of documents in organization, creation, use, access and backup documents Digital created or received by the organization and to ensure the authenticity and integrity.
Electronic Document Management (EDM) computer control (software) analog or digital documents.
Metadata: information about data that allow them to appropriate use in describing the content or other aspects of a document
but not forming part thereof even if they are often extracted part.
The definition does not include digital document documents on analog media, even if they can be played back with devices called "electronic". Are excluded, for example, tapes and audio cassettes and audio not digital. By cons, digital reproductions of documents analog are included in the definition of digital documents, eg reproductions photographic or textual material on CD. However, with these reservations, unless otherwise
Rather, electronic digital stands in the text, so expressions like "E-mail" and "electronic file" have become commonplace.
The decision to undertake a reflection on digital documents institutional based primarily on the finding of a weakness for the management, control and long-term preservation of documents from information technology. Currently, these problems are exacerbated by the fact that every day, no coherent system of document management digital, create hundreds of employees within the framework of their activities and their functions, documents, reports, memos, publications, procedures, etc.., using computers to do communicating LANs and with the outside world.
This information is institutional and dispersed throughout the organization, in the spaces of the users. By the same token, the documents
outside the scope of traditional management information, once well controlled within management programs of administrative documents, in
executive secretaries units. In addition, meetings with managers in the units and discussions with users and security officers confirmed that many users computers do not perform any backup documents or files they create with their applications they receive by e-mail or they disseminate widely. Despite repeated messages sent to about the awareness of users is difficult.
The notion of archiving computer files is virtually absent from the organizational culture of universities. Except in a few secretariats
direction, it rarely arises the question of the relevance of maintaining or archive certain documents or emails or computer, the duration of
conservation required under the law (retention schedule documents) of these files. Although a significant proportion ofdocuments from the activities office (word processing, desktop publishing, spreadsheets and presentation software) is still in print, and therefore takes the path
the usual paper records management, it appears that the tend not to always print all the required documents is
already a reality in major universities.
In this perspective, the management of digital documents becomes a matter of growing concern, especially since that decentralization was added administrative delegation of authority and computers have personal megabytes and even gigabytes of memory their for storing, tracking without tools, thousands of documents. However, to ensure the authenticity and integrity of information organic recorded and ensure its reliability and usability at any time ask challenges. Especially as the complexity of the academic coupled with the advent of revolutionary technologies in the creation, management deACREPUQ digital documents Quebec universities (February 2004).
To avoid confusion about the meaning of the terms used here are the definitions that the authors have selected:
Digital document: Document or information text, graphic, pictorial, audio, audiovisual or other product or received in digital form by the university for its needs or the discharge of its activities.
Digital document management: a set of procedures, operations and technology for the control, throughout the life cycle of documents in organization, creation, use, access and backup documents Digital created or received by the organization and to ensure the authenticity and integrity.
Electronic Document Management (EDM) computer control (software) analog or digital documents.
Metadata: information about data that allow them to appropriate use in describing the content or other aspects of a document
but not forming part thereof even if they are often extracted part.
The definition does not include digital document documents on analog media, even if they can be played back with devices called "electronic". Are excluded, for example, tapes and audio cassettes and audio not digital. By cons, digital reproductions of documents analog are included in the definition of digital documents, eg reproductions photographic or textual material on CD. However, with these reservations, unless otherwise
Rather, electronic digital stands in the text, so expressions like "E-mail" and "electronic file" have become commonplace.
The decision to undertake a reflection on digital documents institutional based primarily on the finding of a weakness for the management, control and long-term preservation of documents from information technology. Currently, these problems are exacerbated by the fact that every day, no coherent system of document management digital, create hundreds of employees within the framework of their activities and their functions, documents, reports, memos, publications, procedures, etc.., using computers to do communicating LANs and with the outside world.
This information is institutional and dispersed throughout the organization, in the spaces of the users. By the same token, the documents
outside the scope of traditional management information, once well controlled within management programs of administrative documents, in
executive secretaries units. In addition, meetings with managers in the units and discussions with users and security officers confirmed that many users computers do not perform any backup documents or files they create with their applications they receive by e-mail or they disseminate widely. Despite repeated messages sent to about the awareness of users is difficult.
The notion of archiving computer files is virtually absent from the organizational culture of universities. Except in a few secretariats
direction, it rarely arises the question of the relevance of maintaining or archive certain documents or emails or computer, the duration of
conservation required under the law (retention schedule documents) of these files. Although a significant proportion ofdocuments from the activities office (word processing, desktop publishing, spreadsheets and presentation software) is still in print, and therefore takes the path
the usual paper records management, it appears that the tend not to always print all the required documents is
already a reality in major universities.
In this perspective, the management of digital documents becomes a matter of growing concern, especially since that decentralization was added administrative delegation of authority and computers have personal megabytes and even gigabytes of memory their for storing, tracking without tools, thousands of documents. However, to ensure the authenticity and integrity of information organic recorded and ensure its reliability and usability at any time ask challenges. Especially as the complexity of the academic coupled with the advent of revolutionary technologies in the creation, management deACREPUQ digital documents Quebec universities (February 2004).