All the thinking and actions proposed by the archival community are now facing an issue that could be described as a universal the absolute necessity of preserving information in digital format. All choice of hardware, software, support, information or ways of working must be guided by the need to ensure the integrity, authenticity, reliability, intelligibility, accessibility and sustainability of digital documents throughout their
life cycle. However, unlike paper, it does not seem possible to develop a single method or a single way of managing digital documents. Nature
same information, the technology used, the needs of conservation and access covered, are all factors that control specific approaches, often the case basis. However, considering the financial resources often limited to manage information resources and considering the capacity limits
adaptation to new personnel system in place, it is desirable, in part of a multidisciplinary approach, adopting a modular approach scalable to ensure the implementation of a system of digital document management whose functions are most highly automated as possible and whose application
be decentralized. It is in this spirit that the Subcommittee archivists offers two strategic directions, the first consisting of a model and
the second constituting an action plan whose elements can be considered optional or mandatory depending on the institution.
The model proposed digital document management application will inspire a method of managing documents produced or received by the institutions.
Strategy to keep in mind before implementing document management system.
1 AUTHENTICATION AND ACCESS CONTROL
Upon initiation of a computer, the identification and authentication of the user entering the network is done with his username and his password password. This authentication function allows the user to access a network computer and determine its specific access rights to resources
predefined. This access control would benefit from being introduced across the institution to maximize control and security of documents. It could for example, be based on the staff directory of the institution.
2 SAFETY CODE
To ensure the implementation of adequate safety standards in respect to the dissemination and preservation of documents, information should be codified according to some categories to identify the level of protection required. Thus, each file will correspond to a safety standard that would activate either virtue of the nature of the data or of the function performed by the user. To least three levels of protection should be planned, ie "None" "Medium" or "High", the latter up to the requirement to encrypt documents from creation to disposal or storage permanent.
3 INDEXING
To promote the exploitation by search engines, the content of documents in document digitization themselves has every reason to be indexed. Indexing systems based on the calculation method of occurrences are the best known, but not necessarily the most efficient. The number of times we find the same word in a document is not always indicative of main topic or main topics of this paper. A scanning system semantics might be more appropriate to the needs of universities.
life cycle. However, unlike paper, it does not seem possible to develop a single method or a single way of managing digital documents. Nature
same information, the technology used, the needs of conservation and access covered, are all factors that control specific approaches, often the case basis. However, considering the financial resources often limited to manage information resources and considering the capacity limits
adaptation to new personnel system in place, it is desirable, in part of a multidisciplinary approach, adopting a modular approach scalable to ensure the implementation of a system of digital document management whose functions are most highly automated as possible and whose application
be decentralized. It is in this spirit that the Subcommittee archivists offers two strategic directions, the first consisting of a model and
the second constituting an action plan whose elements can be considered optional or mandatory depending on the institution.
The model proposed digital document management application will inspire a method of managing documents produced or received by the institutions.
Strategy to keep in mind before implementing document management system.
1 AUTHENTICATION AND ACCESS CONTROL
Upon initiation of a computer, the identification and authentication of the user entering the network is done with his username and his password password. This authentication function allows the user to access a network computer and determine its specific access rights to resources
predefined. This access control would benefit from being introduced across the institution to maximize control and security of documents. It could for example, be based on the staff directory of the institution.
2 SAFETY CODE
To ensure the implementation of adequate safety standards in respect to the dissemination and preservation of documents, information should be codified according to some categories to identify the level of protection required. Thus, each file will correspond to a safety standard that would activate either virtue of the nature of the data or of the function performed by the user. To least three levels of protection should be planned, ie "None" "Medium" or "High", the latter up to the requirement to encrypt documents from creation to disposal or storage permanent.
3 INDEXING
To promote the exploitation by search engines, the content of documents in document digitization themselves has every reason to be indexed. Indexing systems based on the calculation method of occurrences are the best known, but not necessarily the most efficient. The number of times we find the same word in a document is not always indicative of main topic or main topics of this paper. A scanning system semantics might be more appropriate to the needs of universities.