Introduction

Throughout history, attempts were made to record culture by people who saw the
importance of preserving the knowledge and documents of their own civilization.
Preserving for posterity: that desire to chronicle the essence of collective creation,
craftsmanship, and enterprise found in the daily struggle to survive on this planet.
The last decade of the twentieth century witnessed a deep and comprehensive
developments in the field of information and communication technology, so that
modern developments across networks provided an opportunity to link parts of the
world. That development demand many institutions and departments to enter the
world of to survive and deliver the its message to the whole world, and conduct its
operations and missions faster.
These developments included all areas of information. One of the most important
challenges facing the business community is the managing, archiving and retrieval of
information from the vast amount of paper documents and files, which is increasing
on a daily basis.
Document scanning and archiving is very important it helps you make sure that no
matter what happens, your documents, files, and records will not be lost forever.

Program Objectives
After completion of the program the trainee will be able to:

Learn the concepts of electronic archiving.

Learn the Steps of electronic archiving process.
The acquisition of electronic archiving skills.
Reduce the time spent in storage and document retrieval operations.
Development of work and increase productivity.
Speed document handling.
Reduce the use of paper.

Module 1
The Importance of electronic Archiving Documents for Business

Archiving documents is essential for businesses. If youre one of the business owners that keeps
putting it off, you may want to think seriously about taking action sooner rather than later.
The reality is that you never know what can happen at your place of business.
Storing all of your important paper documents in one location could lead to devastating losses if
something were to happen.

Goals Of Archiving For Businesses

1. Regulatory requirements
you could have a large financial institution that is under certain regulatory requirements and
has to archive certain information for certain periods of time.
For example, you might be working in a life sciences or a medical healthcare-related
environment, which means that entire business might be under HIPPA (Health Insurance
Portability and Accountability Act) requirements.

2. Compliance
Archiving may be done for compliance with company information retention policy. For
example, company information retention policy may require information to be kept for 10
years.

3. Improving the Business

Studies showed that 75% of most of the companies Intellectual Property may be contained
in email and messaging systems. This means that your business every day emails contain
large quantities of useful information which could be used by the business to review
processes and business methods, and assist in developing better business systems and a
more productive environment. Email archiving ensures that this knowledge is safely stored,
ready for use if and when required.

Importance of electronic Archiving Documents for

Business
1. Help in achieving the organization goals
Using stored reports and studies about projects planning and evaluation.
2. Help in appropriate decision making.
Using collection of statistical data, finding of precedent, and verification of facts.
3. Documenting of departmental histories.
Organizational records not only document the work of an organization, they tell the
story of the community and its people, their successes and the issues that they
believe to be important.
4. Strategic planning
Likewise, the existence of an archives gives a real boost to strategic planning. Current
members can look back at their group's history to learn which efforts were successful
or unsuccessful in the past, and why. Knowledge and understanding of previous errors,
as well as previous successes, can determine future strategy.
5. Litigation
Finally, archives are useful for legal purposes. Whether defending itself against actual
or threatened litigation, or acting as voluntarism, and social activism.
6. Tracking performance against business objectives plans.
7.

Documents/Records Types
Active Document/Record

Document or record that is undergoing processing and is needed, and referred to

frequently, in the daily operations of an organization. In governmental or large firm
usage, active records are those which are referred-to at least once per month. It is
also called current record.
Semi-active Document/Record

Documents or record which is referred to only occasionally but is of primary value. In

large organizations, documents or records that have less than one reference per
linear foot in a month are considered semi active.
Inactive Documents/Records

Document or records no longer required in the day to day operations of an

organization, but which must be kept for administrative, historical, or legal purposes.

Active

Semi-Active

Inactive

Document Classification
Data classification and identification is all about tagging your data so it can be found
quickly and efficiently.
However, data strategies differ greatly from one organization to the next, as each
generates different types and volumes of data. The balance may vary greatly from
one user to the next between office documents, e-mail correspondence, images,
video files, customer and product information, financial data, and so on.

Business classification scheme (BCS)

The business classification scheme is a hierarchy of functions, activities and
transactions. A business classification scheme helps you to make decisions about the
management of records at an aggregate level.

Example of a business classification scheme

An example of one way you might represent a hierarchical business classification
scheme is shown below. In this example, the definitions have been turned into scope
notes in preparation for a thesaurus.
The organization is a fictitious one that monitors food production.
Function
Activity
Transaction
Quality Compliance
Complaints management
Date range: 1998 Date range: 1998 Receive complaints
Description: The function of Description: The activity of receiving
monitoring the observance of and responding to complaints.
Assess complaints and
quality assurance standards and Includes ensuring that any necessary
possible solutions
license conditions by food
corrective action is taken.
producers. Includes managing
Refer complaints to other
complaints, inspecting
programs
facilities and taking
enforcement action where the
Respond to complainants
health and safety of consumers
is at risk.
Inspection
Inspect and assess food
Date range: 1998 -Description: The production processes and facility
activity of inspecting food producer
Issue Direction or
production methods and facilities.
Improvement Notices where
Inspections may be in response to
applicable
complaints or as a part of license
Report on inspection
allocation or monitoring processes.
Reinspect and assess where
Includes reporting on the inspection,
notices have been issued
issuing notices, re-inspection and
Report on re-inspection
referrals to other Departments for
Refer breaches to other
action.
Departments
Investigation
Date range: 1998 -Description: The
Interview food production
activity of investigating and reporting
staff
on breaches of quality standards and
licence conditions with regarding to
Observe food production
food production methods and
and facilities
facilities. Includes interviewing and
observing production and facilities,
Refer breaches to other
reporting and referrals.
Departments where further
action is required

Report to the Quality Food

Board

Inform producer of results of

investigation

Include summary of
breaches in annual report

Classification of files refers to the process of selecting heading under which

documents are grouped or classified on the basis of common characteristics. The
bases of classification are as follows:

1.

Subjective Classification
In this filing method, records are classified according to their subject; letters
and documents are classified and arranged in files and folders into subject or
sub-subject wise. In this filing, subject must be arranged alphabetically.

Visits

Main
Activity

Advantages

Simple to operate
Flexible
Convenient
Easy to locate

Sub-activity

Topic

Routine Visits
Reports

Production Line Routine Visit

Branch 1 Routine Visit

Company 1 Official Visit
Company 2 Official Visit

Company N Official Visit

Branch 1 Surprise Visit
Branch 2 Surprise Visit
Site 1 Surprise Visit
Site 2 Surprise Visit

Official Visit Report

Surprise Visits
Reports

Disadvantages
Not applicable for filing miscellaneous subject
Time consuming
Difficult to locate when subject matter is not properly understood

2.

Geographical Classification
In this method, files are grouped according to the geographical location of
firm, organization or person.
It used in multinational companies or those organization whose business and
branches are located in many places of the nation or the world.

Main
Activity

Visits

Sub-activity

Topic

Routine Visits
Reports

Riyadh Branch Routine Visit 1

Riyadh Branch Routine Visit N

Jeddah Branch Routine Visit 1

Jeddah Branch Routine Visit N

Dammam Branch Routine Visit 1

Dammam Branch Routine Visit N

Advantages

Easy to understand and use

Can be arranged in alphabetical and numerical order
It used in those organizations whose business is engaged in
correspondence with the businesses all over the globe or the nation.

Disadvantages

Expensive
Not suitable for small scale organization
Time consuming
No use of card or index

3.

Chronological classification
In this method, files and folders of documents are arranged in an order of
their date, day, and time. In an office, several letters and documents may be
received and dispatched. They all are arranged according to time and date
when they were received and dispatched

Visits

Main
Activity

Sub-activity

Topic

Routine Visits
Reports

Routine Visit For Jan 2010

Routine Visit For Mar 2010

Official Visit For Jan 2010

Official Visit For Mar 2010

Surprise Visit For Jan 2010

Surprise Visit For Mar 2010

Official Visit Report

Surprise Visits
Reports

Advantages

Simple to understand and easy to operate

Quickly located if their dates are known.
Less expensive

Disadvantages

Not suitable for large offices

When clear dates are not mentioned then there can be difficulty.

4. Object Classification
This type of classification can be used for documents that contains maps, graphics of
objects.

Document Coding/Indexing
Document metadata is information attached to a text-based file that may not be visible on
the face of the document. Metadata summarizes basic information about data, which can
make finding and working with particular instances of data easier.

Document metadata in Microsoft Word, for example, includes the file size, date of
document creation, the names of the author and most recent modifier, the dates of
any changes and the total edit time. Further metadata can be added, including title,
tags and comments.
Indexing is the process of establishing access points to facilitate retrieval of records
and/or information