City: Moscow
Event program
VNIIDAD Industry Center for Advanced Studies opens enrollment for courses professional retraining and advanced training in archiving.
Professional retraining courses allow you to remotely acquire the necessary knowledge and skills to maintain a new species professional activity or promotion professional level within existing qualifications.
Course graduates can perform the duties of an archivist, head of archives, head of the office, teacher (in colleges, universities), assistant manager, referent for core activities, etc.
Forms of study: part-time and part-time.
Duration of study - 1 year.
Authors and teachers: leading specialists of VNIIDAD - developers of the main regulatory documents in force in the Russian Federation: laws, rules, GOSTs, instructions, lists and authors teaching aids on the organization of work with documents in modern conditions.
In the program of professional retraining in archiving:
1. Organization of archiving in Russia
1.1. Legal basis for the organization of archiving Russian Federation. Archival management bodies in Russia
1.2. History of the organization of archiving in Russia
1.3. History of public institutions and public organizations Russia, the USSR, the Russian Federation - the main fund-creators of the Archival Fund of the Russian Federation
1.4. Modern composition Archival Fund of the Russian Federation and its classification
1.5. Network and features state archives
1.6. Archives of organizations, their functions, rights and competence
1.7. Organization of documents within the archive by funds, joint archival funds, collections
2. Examination of the value of documents and acquisition of archives
2.1. Formation of the Archival Fund of the Russian Federation
2.2. Goals and objectives of the examination of the value of documents. Principles, criteria, methods for evaluating documents
2.3. The system of normative and methodological manuals for the selection of documents
2.4. The procedure for conducting and processing the results of the examination of the value of documents
2.5. Goals and objectives of the acquisition of archives. Lists of archive acquisition sources
2.6. Acceptance of documents in the state, municipal archive
2.7. System of expert bodies
3. Accounting for documents in archives
3.1. Goals, objectives and principles of centralized state accounting of archival documents
3.2. The system of accounting documents of the archive, their purpose
3.3. The procedure for accounting for storage units and documents in the archive
3.4. Accounting for unique and especially valuable documents in the archive. Accounting for the insurance fund and the use fund
3.5. Features of accounting in the archives of organizations
3.6. Implementation of automated archival technologies for recording archival documents
4. Ensuring the safety of archival documents
4.1. Arrangement and equipment of state archives
4.2.Physico-chemical and biological factors of the destruction of archival documents
4.3. Availability control and physical condition archival documents
4.4. Ways of special processing of documents
4.5. Protection of archival documents from theft and unauthorized access
5. Scientific and reference apparatus for the documents of the Archival Fund of the Russian Federation
5.1. A differentiated description is the basis for creating a scientific reference apparatus for documents of the Archival Fund of the Russian Federation
5.2. The system of scientific and reference apparatus for documents of the Archival Fund of the Russian Federation
5.3. Archival inventory - the basic directory of the state archive
5.4. Archive directories
5.5. Guides
5.6. Indexes (archival directories)
5.7. Reviews of archival funds and documents
5.8. Automated scientific reference apparatus of the state archive
6. Use of documents from the Archival Fund of the Russian Federation
6.1. Formation of a single archival and information space
6.2. Purposes and forms of use of documents of the archival fund of the Russian Federation
6.3. Organization of the use of documents in state archives
6.4. Types of information documents
6.5. Publication of documents of the state archive
6.6. Exhibitions of documents, their types, purpose and organization
6.7. Compilation of thematic collections of archival documents
6.8. execution of requests
6.9. Providing documents for study in the reading room of the archive
6.10. Organization of cooperation with legal entities and individuals on the use of documents of the state archive on contractual terms
6.11. Accounting for the use of documents in the state archive
7. Management in archives
7.1. Organization of labor in the state archive
7.2. Rationing of works in the state archive
7.3. Modern forms economic activity state archive
The Federal Budgetary Institution "All-Russian Research Institute of Records and Archives" (hereinafter - VNIIDAD), in accordance with the Decree of the Government of the Russian Federation dated June 24, 1992 No. 430, is the assignee of the previously existing All-Union Research Institute of Documents and Archiving, created by order of the Council of Ministers USSR dated 03/02/1966 No. 407r.
Participating in interaction with the Federal Archives, scientific and methodological councils of archival institutions of the federal districts and interested organizations in scientific forecasting of the development of archiving, shaping the priorities of the scientific and technical policy of the archival industry, choosing promising areas scientific research in the field of archiving and records management, VNIIDAD objectively acts as one of the main integrators of the country's archival community.
1. Organization of activities
Being a scientific organization, VNIIDAD functions in accordance with the Federal Law of August 23, 1996 No. 127-FZ “On Science and State Scientific and Technical Policy”.
According to the Charter, approved by the order of the Federal Archive of May 31, 2011 No. 40, the Institute carries out research, scientific information and educational activities.
The founding and title documents of VNIIDAD (Charter, Certificate of registration of a legal entity, Certificate of registration with a tax authority, etc.) are drawn up in the prescribed manner.
The organizational structure of the institute, which includes 7 divisions (4 departments, a laboratory and 2 centers (including the Industry Center for Advanced Studies operating on the basis of self-sufficiency)), as a whole, ensures the solution of the tasks facing it. At the same time, it seems necessary to revise the distribution of staffing between structural units, bearing in mind the increase in the number of people directly involved in research work.
All structural divisions have provisions, employees - job descriptions; the distribution of duties between the director of the institute and his deputies was established.
For the development of scientific topics, as well as the preparation of the most serious regulatory and methodological documents, it is practiced to use such a flexible form of labor organization as the creation of temporary creative teams, the composition and duties of whose members are regulated by relevant orders.
The Directorate and the Academic Council function as the main advisory bodies in VNIIDAD.
The Directorate, acting on the basis of the Regulations approved by Order No. 57 of November 19, 2010, meets regularly 1-2 times a month and generally performs the functions assigned to it, although there is no plan for its work provided for by the Regulations. The Directorate considers the issues of organizing the work of the institute as a whole and individual structural divisions, financial and administrative and economic activities, controls the progress in fulfilling the state task and state contracts concluded as part of the implementation of federal target programs, as well as the results of particularly important research work.
The Academic Council (the Regulations on which and the work plan are not available) meets 2-3 times a year to discuss the annual results of the institute, individual, most science-intensive research results, etc.
In violation of its own Charter and despite repeated instructions from the Federal Archives, the institute does not form an annual work plan, as a result of which it is guided mainly by the state task, contracts (contracts) for the performance of work and the provision of services, as well as the work plans of structural divisions.
Reports on the implementation of the state task (quarterly and annual) are sent to the Federal Archives in a timely manner.
In order to implement the Decree of the President of the Russian Federation of 07.05.2012 No. 597 “On measures for the implementation of state social policy”, the order of the Federal Archives of 07.07.2014 No. 51 approved an action plan (“road map”) “Changes in social sectors aimed at improving the efficiency science in relation to the Federal Archival Agency subordinate to the federal budget institution"All-Russian Research Institute of Documentation and Archiving" The indicators set by him are generally met, with the exception of the indicator on the level of wages, which is primarily due to the significant underfunding of the institute by the Russian Ministry of Education and Science. In this regard, along with the continued interaction of the Federal Archives with the Ministry of Education and Science of Russia on the issue of allocating additional funds to increase wages, the institute needs to find its own opportunities to increase the flow of funds from income-generating activities, to concentrate organizational, personnel and intellectual efforts in this direction.
Information about the Institute is posted and regularly updated on the official website of state and municipal institutions (http://www.bus.gov.ru), the Archives of Russia portal () and its own official website (http://www.vniidad.ru) .
In the period 2014 - 2016 work was carried out to expand the possibilities for more efficient use of the VNIIDAD website in the activities of the institute as a tool for information and advertising work and to familiarize potential consumers with its scientific developments and areas of ongoing research. In particular, in 2016, the site was upgraded again by switching to the Joomla 1.5.26 version of the information management system (CMS).
The relevant thematic sections of the site provide information support for the main activities of the Institute by bringing to potential consumers a list of services, information about new information coming to the reference fund, advertising new publications of the Institute, information about plans for scientific events, posting up-to-date news information on document management and archiving , programs and schedules of training courses for advanced training and retraining of personnel, etc.
2. Staffing
For objective reasons, in recent years, the staffing of VNIIDAD has been reduced and at the time of the audit it amounted to 100 people, of which 5 people are external part-time workers, 8 are internal ones. In fact, there are 59 people on the payroll of the institute, 37 of which are over the age of 50, incl. retirement age - 28. Work experience at the institute or in archival institutions over 15 years has 33 employees.
52 people have higher education, 48% of them (25 people) - historical-archival and historical; 9 - documentation; 4 employees have two higher educations. 4 doctors of sciences and 18 candidates of sciences work at the institute.
VNIIDAD Order No. 15 dated April 4, 2016 approved the Regulations on the Certification Procedure scientific works nicks of the institute, but their attestation has not been carried out in the last three years.
Employment contracts are concluded with all employees of the institute. Additional agreements to them are drawn up as necessary. At the same time, in accordance with the Program for the gradual improvement of the remuneration system in state (municipal) institutions for 2012-2018, approved by the order of the Government of the Russian Federation dated November 26, 2012 No. 2190-r, the institute did not start transferring to an “effective contract”.
The advanced training of employees takes place according to plans annually approved by the director of the institute. It covers all areas of the institute's activities, including information technology, accounting, and fire safety. Employees of the institute undergo advanced training at the Academy of Civil Protection of the Ministry of Emergency Situations, the Institute of Public Procurement of the RANEPA, on the basis of the OTsPK VNIIDAD.
Recruitment work is carried out in the traditional manner. Job advertisements are published on the Institute's official website. The reserve for senior positions is currently under development.
Measures are being taken on issues of anti-corruption policy. In particular, by Order No. 6 of January 28, 2015, a person responsible for the work on the prevention of corruption and other offenses was appointed; Order No. 9 dated 03.02.2015 “Procedure for reporting by VNIIDAD employees about receiving a gift in connection with protocol events, business trips and other official events, delivery and evaluation of a gift, sale (redemption) and crediting of proceeds from its sale” with annexes ”; Order No. 36 dated October 12, 2016 approved the Regulations on Conflict of Interest; anti-corruption policy; Code of Ethics and Service Conduct of Employees.
The organization of the work of the personnel department and the organization of personnel records management generally comply with the requirements of the law, including in terms of protecting the personal data of employees. The premises of the personnel service allows you to provide special conditions for storing personal records in a fireproof safe, conduct interviews on personnel issues.
The institute organizes the practice of students of universities and colleges, which is annually completed by about 3-5 students.
3. Research work
The share of employees directly involved in research work is approximately 70% of the actual number of the institute. Due to insufficient staffing, VNIIDAD is limited in its ability to develop the entire range of scientific topics relevant to the archival industry. In particular, the examination of the scientific activities of the institute conducted by the Russian Academy of Sciences, noting the potential of innovative projects to create a block of methodological recommendations in such an area as electronic documents, electronic archives, digitization of documents, stated that "this direction is not leading in the organization's activities."
Scientific work is carried out in accordance with the annual plans for research and development work carried out on the basis of the state assignment (hereinafter referred to as the R&D Plan), as well as on topics planned by the Federal Agency for Archives as part of the implementation of the Federal Target Program "Culture of Russia".
Over the past three years, the institute has completed more than 60 scientific developments, most of which (67%) are of an information and analytical nature. The share of works of a normative and methodological nature is 19.6% and 14.7%, respectively. An analysis of the dynamics indicates a decrease in the number of completed scientific papers: 39 - in 2014, 14 - in 2015, 17 - in 2016.
In total for 2014 - 2016. Institute employees published six monographs, two reference and bibliographic publications and twenty-three articles in publications included in the List of publications recommended by the Higher Attestation Commission of the Ministry of Education and Science of Russia. Total published (including deposited) works of VNIIDAD employees for 2014-2016 amounted to 290 titles.
Over the past three years, the Russian Science Citation Index (RSCI) has recorded 75 publications by the institute's employees. VNIIDAD has a fairly solid Hirsch index (h-index) - 6; and a good i-Index - 5.
As a rule, the results of VNIIDAD scientific research are accepted without significant comments or after minor revision, taking into account what was said during discussions at meetings of the advisory bodies of the Federal Archives (boards, commissions for research and methodical work etc.) comments. At the same time, despite the fact that the research work, the result of which are methodological manuals, is carried out by the institute properly and in the prescribed manner, their implementation is sometimes difficult due to insufficiently close connection with practical work archival institutions.
State registration of scientific research works is carried out by the Institute in accordance with the established procedure. VNIIDAD annually submits reporting materials to the Federal Performance Monitoring System scientific organizations performing research, development and technological work.
Reports on R&D carried out by VNIIDAD do not always fully comply with the requirements for their structure and presentation of GOST 7.32-2001 “Research report. Structure and rules of registration” (relevance and objects of research, methodology and methods of work, significance, etc. are not covered).
However, the main problem of organizing research work is a noticeable and steady decrease in its human resources both quantitatively and qualitatively. A comparative analysis of the results of research activities showed that in 2014 - 2016. specialists who left for various reasons in the last three years published 204 papers (not counting collective studies and three collections of materials of conferences "Documentation in the Information Society"), and only 86 employees who continue to work. pace: if in 2015 they published 33 works, in 2016 their number was reduced to 25.
In this way, creative potential scientific staff VNIIDAD as a whole is not implemented sufficiently, and for about half of the employees it remains undiscovered in the form of scientific publications, which drastically reduces the overall assessment of the Institute's performance.
4. Scientific and information activities
Scientific and information services for archival institutions, legal entities and individuals of specialized regulatory and scientific and methodological literature VNIIDAD carries out through the Industry Center for Scientific and Technical Information on Archiving and Records Management (hereinafter referred to as OTSNTI), which annually fulfills an average of more than 600 information requests from legal entities and individuals.
The Reference and Information Fund (CIF) of OCNTI is about 54.0 thousand published and unpublished works, annually increasing by an average of 500 new arrivals. For the purpose of accounting and use, they are compiled and maintained in traditional form reference and information card index, as well as lists of new arrivals are periodically published. The electronic version of the catalog posted on the VNIIDAD website contains 42,000 bibliographic descriptions of SIF materials.
Due to the weak technical and software equipment of the institute (lack of high-performance scanners, computer programs for optical text recognition and editing PDF files, photo editor), the process of translating SIF materials directly into electronic form is rather slow, and the created electronic resource is not freely available on the institute's website. is placed.
5. Educational activities
Having a perpetual license to exercise educational activities AAA No. 000821, reg. No. 0809, issued by Rosobrnadzor on 03/09/2011, the Institute conducts it under postgraduate research and teaching staff training programs, as well as additional professional programs and vocational training programs.
In accordance with the decision of the Council of Heads of Government of the CIS dated September 18, 2003, VNIIDAD has the status of a basic organization for retraining and advanced training of personnel in archiving, document management and documentary support for the administration of the CIS member states, which is implemented through the activities of the Industry Center for Advanced Studies in Archiving and documentation support for management (hereinafter - OCPC).
The Institute provides postgraduate training in the specialty 05.25.02 - Documentary, document science, archiving. However, in violation of the Procedure for the organization and implementation of educational activities on educational programs higher education- programs for the training of scientific and pedagogical personnel in graduate school (adjuncture), approved by order of the Ministry of Education and Science of Russia dated November 19, 2013 No. 1259, the corresponding educational program of VNIIDAD did not pass state accreditation.
Currently, there are three people studying in graduate school at full-time training (including one - on a paid basis) and one person on a correspondence basis. In 2015 - 2016 no admission to graduate school.
Due to the inability to ensure the functioning of the dissertation council in accordance with the requirements of the order of the Ministry of Education and Science of Russia dated December 12, 2011 No. 2817 “On approval of the Regulations on the Council for the defense of dissertations degree Candidate of Sciences, for the degree of Doctor of Sciences” and absence from the institute required amount Doctors of Science, the work of the dissertation council was terminated (order of the Ministry of Education and Science of Russia dated 07.07.2015 No. 729 / NK), which, however, is not a sufficient justification for the lack of dissertations prepared by the institute, since postgraduate graduates could defend themselves in the dissertation council of the RSUH.
The OCPC provides professional retraining and advanced training of personnel in archiving and documentation management on a contractual basis with legal entities and individuals. Training in the OCTC is carried out in full-time, part-time and part-time forms in the main areas of professional retraining, advanced training in the short and long-term format, and also in some cases - as part of individual internships.
The work of the OCTC is built on the basis of thematic plans for educational events and schedules for conducting training courses. To coordinate the work of the OCPC, a methodological advice, whose functions include coordinating thematic plans and curricula, course schedules, lists of published educational and methodological literature, quality control of curricula, and the optimal methodology for recruiting students. Currently, the composition of the council needs to be substantially updated due to the dismissal of most of its members.
In addition to the leading specialists of VNIIDAD, the most qualified employees of state archives, developers of software products in the field of information and documentation support for management and archiving, teachers of specialized higher educational institutions are also involved in the educational process, although this practice is not particularly common due to the lack of sufficient financial resources for the Institute engaging them in the training.
Over the past three years, the OCTC has trained more than 2.5 thousand people, incl. a significant number of archivists from the CIS and EURASIC countries (Kazakhstan, Tajikistan, Mongolia, Vietnam, etc.).
The main disadvantage of the educational activities of VNIIDAD is the lack of state accreditation of the educational programs professional retraining and advanced training. Although this is not formally required for such institutions, it nevertheless reduces the competitive advantages of VNIIDAD in comparison with higher educational institutions that have state accreditation and are actively expanding the practice of implementing programs additional education, which in the future may lead to the displacement of VNIIDAD from the market for the provision of educational services in the field of training document specialists and archivists, since in the absence of accreditation it cannot issue diplomas and state-recognized certificates upon completion of training.
The lack of active professional interaction between the institute and single-profile higher educational institutions does not contribute to educational activities.
6. International cooperation
The Institute's international relations are aimed at improving the quality of scientific activity based on cooperation with the international archival community through the development of joint programs, the use of archival and record keeping innovations and information technologies, participation in international scientific projects, and scientific mobility of scientists.
Until recently, the most fruitful professional relations developed within the framework of an agreement between VNIIDAD, the Belarusian Research Institute of Document Science and Archiving and the Ukrainian Research Institute of Archival Science and Document Science. However, after the well-known events, contacts with the Ukrainian side were frozen, while relations with Belarusian colleagues continue to develop quite actively. VNIIDAD is a permanent participant of joint scientific events implemented within the framework of the Plan joint action Federal Archival Agency and the Department for Archives and Records Management of the Ministry of Justice of the Republic of Belarus for 2014-2016.
An important area of the Institute's international activities is participation in the work of the International Council of Archives and its Euro-Asian Regional Branch (EURASICA). Representatives of VNIIDAD took part in most of the recent International Congresses of Archives and in almost all EURASIC events. Here it should be noted the annual organization under the auspices of EURASIK and Rosarkhiv international conferences"Documentation in the Information Society".
The participation of VNIIDAD in the activities of the International Institute of Archival Studies in Trieste and Maribor, as one of the authoritative forums of specialists in the field of archiving, is also useful.
Since 2016, VNIIDAD has been a partner of the international project InterPARES Trust and is part of its European group.
7. Logistics and financial support
VNIIDAD has no real estate on its balance sheet. On the basis of the contract for the gratuitous use of premises and property dated January 11, 2011 No. BP 3/11, he occupies working premises with a total area of 1731.7 sq. meters in the building of the Russian State Archive of Scientific and Technical Documentation at the address: Profsoyuznaya st., 82.
The provision of employees with computer equipment is 85% (50 workstations, of which 8 units are older than 8 years).
Financing of VNIIDAD, as a federal budgetary institution, is carried out at the expense of:
the federal budget, allocated in the form of a subsidy for the implementation of the state task established annually;
federal target program "Culture of Russia", received on a competitive basis;
from income-generating activities.
The dynamics of the ratio of budgetary and extrabudgetary funding over the past three years indicates a decrease in extrabudgetary revenues, both in absolute terms and in shares in relation to the budgetary component. At the same time, budget financing in absolute terms remained practically unchanged over this period:
At the same time, it should be noted in particular that scientific activity is carried out by the institute exclusively at the expense of budgetary funds within the framework of the implementation of state assignments and state contracts under the Federal Target Program "Culture of Russia". For the period 2014 - 2016 VNIIDAD has not implemented a single research project commissioned by non-governmental organizations or with the involvement of grant support.
Funds allocated for the development of the institute, incl. for material and technical equipment, make up a relatively small part of its off-budget income: in 2014 - 814,616.0 rubles. (6.8% of extra-budgetary income), in 2015 - 1,080,855.0 rubles. (10.4%), 2016 - RUB 1,128,901.0 (7.6%).
In 2014-2016 no inappropriate (inefficient) spending of budgetary funds by the institute was allowed. The procedure for spending funds on business trips is observed.
Budget accounting of income and expenses is carried out in accordance with the working plan of accounts of budget accounting. Verification of the correctness of the preparation of VNIIDAD "Report on the implementation by the institution of the plan of its financial and economic activities" for 2016 and other budget reporting revealed a number of violations. Reports are submitted in violation of the established deadlines, which leads to delays in the delivery of consolidated reporting by Rosarkhiv to the Federal Treasury
In order to streamline extrabudgetary activities, standard forms of a contract for the provision of paid educational services (correspondence courses, part-time courses, short-term full-time courses with legal entities / individuals), contracts for the provision of services for a fee (to attract teachers to advanced training courses for lecturing, checking control and other works, etc.), contracts for the provision of paid services for the preparation and provision of information materials (for OCNTI).
Inventory of cash, inventory, fixed assets and financial liabilities was not carried out in 2016.
A random check of the correctness of the establishment of official salaries and their accrual for 2016 did not establish any violations. In the audited period, the completeness and timeliness of the reflection of financial and economic transactions for wages, accrual and payment of insurance premiums in the budget accounting registers, no violations were identified.
Remuneration is made in accordance with employment contracts and the time sheet.
Application
to the certificate on the results of a comprehensive check
FBU "All-Russian Research
Institute of Documentation and Archiving"
Recommendations for improving the activities of VNIIDAD
Develop a long-term plan (concept or program) for the development of the institute;
move on to drawing up the Institute's annual work plans;
optimize the number of structural units not directly involved in research work and / or educational activities;
conduct attestation of researchers who have less than four published works in 2014-2016;
restore military registration in accordance with the Regulations on military registration;
organize work on the formation of a personnel reserve;
ensure the conduct of personnel records management in accordance with applicable law;
expand the practice of creating temporary creative teams for the implementation of research projects, including with the involvement of specialists from scientific and educational organizations;
ensure preliminary consideration of all, without exception, the results of scientific research by a specially created advisory body ( expert council, expert section of the Academic Council, etc.);
provide for in without fail inclusion in the development cycle of methodological manuals, their experimental implementation;
activate the placement of scientific publications in publications indexed in Web of Science and Scopus;
consider the issue of conducting state (or at least public) accreditation of VNIIDAD educational programs in the field of professional retraining and advanced training of specialists;
to deepen cooperation in the field of educational activities with higher educational institutions that train personnel in the field of document management and archiving;
to carry out the modernization of the Internet site, including drawing up a site map, installing the site search function; the contacts section should be supplemented with information about the heads of structural divisions, indicating telephone numbers and e-mail addresses; create a rubric "Published works of VNIIDAD"; expand the number of partner sites;
increase the number of translations of the institute's works into foreign languages; create an English version of the Institute's website;
to consider the issue of the institute becoming a member of the International Council of Archives in category “C”;
intensify work on finding sources of additional funding, both by seeking orders for the development of scientific topics, and by commercializing the results of our own research activities;
take measures to streamline contractual work, including the development and approval of documents regulating the procedure for agreeing, signing, and executing agreements (state contracts);
ensure compliance with the requirements of the law in terms of registration and deadlines for the submission of budget reports, as well as the issuance / receipt of funds from the cash desk of the institution;
update the order on accounting policy;
conduct an inventory of funds, inventory, fixed assets and financial obligations of the institute.
V.F. Yankovaya, Ph.D. n., deputy. Director of VNIIDAD
All-Russian Research Institute of Documentation and Archiving (VNIIDAD) in last years repeatedly performed work related to the study of electronic documents, the development of regulatory and methodological foundations for organizing work with electronic documents in office work and organizing their archival storage.
Back in 2005, a scientific and methodological manual by M. V. Larin and O. V. Ryskov “Electronic documents in management” was published, in which the nature of an electronic document was considered, the experience of regulatory regulation of working with electronic documents and the experience of using automated systems were summarized document management.
Among the most significant research works carried out by the Institute in the previous period, one should include the development of regulatory, methodological and technological foundations for the creation, storage and use of archival electronic information resources - a topic carried out according to the federal target program"Electronic Russia" in 2007–2008 The aim of the work was to create a standard normative and software model system for managing the electronic archive of public authorities. In addition to this work, the institute in 2007-2008. national standards were prepared based on ISO standards:
GOST R ISO 15489-1-2007 “System of standards for information, librarianship and publishing. Document management. General requirements";
GOST R ISO 23081-1-2008 “System of standards for information, librarianship and publishing. Document management. Document management processes. Metadata for Documents.
In fact, the standards apply to the management of electronic documents and contain requirements for document management systems, management processes, electronic documents and their metadata.
In 2009, the Decree of the Government of the Russian Federation dated June 15, 2009 No. 477 approved the rules for office work in the federal executive bodies, in the preparation of the project of which VNIIDAD was directly involved.
The Rules were developed in accordance with the Federal Law of July 27, 2006 "On Information, Information Technologies and Information Protection" (Article 11) and became the first regulatory document that set out the basic principles for organizing work with electronic documents in the office work of public authorities authorities (section VI "Peculiarities of working with electronic documents").
At present, the Rules are the only normative document that establishes general requirements for the organization of work with electronic documents in the office work of federal executive authorities. When developing Section VI of the Rules, an important methodological principle was formulated and implemented, according to which the organization of work with documents on hard copy and electronic documents both in office work and in the archive, is based on a single methodology, but different technologies.
The most important provisions of the Rules, which are methodological in nature, include the following provisions:
- electronic documents are created, processed and stored in the electronic document management system of the federal executive body;
- electronic digital signatures are used to sign electronic documents of the federal executive body certified in the prescribed manner;
- to record and search for documents in the electronic document management system of the federal executive body, mandatory information about documents is used (the list of mandatory information about documents included in the EDMS is given in the appendix to the Rules), and additional information about documents can be used;
- when transferring received electronic documents for consideration by the head of the federal executive body, sending electronic documents to structural divisions and responsible executors of the federal executive body, sending electronic documents and storing electronic documents, their registration data is transmitted (stored) along with electronic documents;
- acceptance and sending of electronic documents are carried out by the records management service of the federal executive body;
- executed electronic documents are systematized into cases in accordance with the nomenclature of cases of the federal executive body; when compiling the nomenclature of cases, it is indicated that the case is being conducted in electronic form (the terms for storing electronic documents correspond to the terms established for similar documents on paper).
From 2009 to the present, the institute, within the framework of the Federal Target Program "Culture of Russia", has been annually monitoring the workflow in federal executive bodies. As part of this work, data are collected and analyzed on the dynamics of document circulation volumes in government bodies, as well as changes in the qualitative parameters of document circulation are analyzed: the composition of documents (on paper and electronic documents), the use of electronic signatures, the problems of transition to paperless document circulation are identified and studied. interdepartmental electronic interaction, as well as problems associated with the use of electronic document management systems.
In particular, the data obtained in 2013 (for 2012) show that for the first time over the entire observation period, there was a reduction in the number of documents on paper, obtained mainly due to the interaction of federal executive authorities with higher authorities (Presidential Administration of the Russian Federation, Office of the Government of the Russian Federation) and the interaction of the central offices of federal executive bodies with their territorial divisions in the constituent entities of the Russian Federation. At the same time, there is a significant increase in the volume of electronic documents transmitted through the MEDO system in the interaction of federal bodies with subordinate units in the constituent entities of the Russian Federation and in the organization of internal activities. Of the 63 federal executive bodies whose data were used in the study, 17 completely switched to paperless document management in internal activities, thereby eliminating internal correspondence in the form of paper documents. Thus, electronic documents have already become a significant factor influencing the reduction of paper documentation volumes.
Significant for the Institute and important for all specialists in the field of office work and archiving are the glossary of terms “Document Management” prepared by the Institute. and draft GOST R 7…. "System of standards on information, librarianship and publishing. Office work and archiving. Terms and definitions”, which is being approved by Rosstandart. Both documents contain terminology in the field of document management, including those reflecting the processes of managing electronic documents. These are terms like electronic document, metadata, conversion, migration, file format, electronic document management and others. Unlike the standard, which includes only the basic terminology of the subject area, the dictionary contains the main corpus of terms actively used by specialists.
In 2007, by order of the Ministry of Culture of Russia dated January 18, 2007 No. 19, the Rules for organizing the storage, acquisition, accounting and use of documents of the Archival Fund of the Russian Federation and other archival documents in state and municipal archives, museums and libraries, organizations Russian Academy Sciences, which have become the normative basis for the activities of state and municipal archives.
The archives of organizations still do not have a regulatory document that determines the procedure for storing documents and the procedure for transferring documents for permanent storage to state and municipal archives. For this reason, in 2010-2012. VNIIDAD prepared a draft of the rules for organizing the storage, acquisition, accounting and use of documents from the Archival Fund of the Russian Federation and other archival documents in state bodies, local governments and organizations. In 2013, the draft of this document was finalized, taking into account the comments made by the archival institutions of the Russian Federation. It is assumed that after the finalization of the project, taking into account those prepared in 2012-2013. recommendations on organizing the storage of electronic documents in the archives of organizations, which will be discussed below, these rules will be submitted for approval to the Ministry of Culture of Russia.
The result of the work of VNIIDAD in 20012–2013. are drafts of two documents:
recommendations on the acquisition, accounting and organization of storage of electronic archival documents in the archives of organizations;
recommendations on the acquisition, accounting and organization of storage of electronic archival documents in state and municipal archives.
The purpose of developing recommendations is to create a unified methodological and methodological basis organization of work with archival electronic documents in the archives of state authorities, local governments, state and non-governmental organizations, as well as in state and municipal archives, including the organization of storage, acquisition and accounting of electronic documents, based on the requirements of Russian legislation in the field of archiving, with taking into account the trends in the development of information technologies in the context of the transition to interdepartmental electronic interaction.
The recommendations apply to administrative electronic documents that are created, processed and stored in the organization's information systems, are subject to storage in the organization's archive in the manner and within the time limits established for similar documents on paper, as well as to electronic documents to be transferred for storage to state authorities. (municipal) archives.
The recommendations were developed taking into account the provisions of the Federal Law of October 22, 2004 No. 125-FZ “On Archiving in the Russian Federation”, the Rules for Office Work in Federal Executive Authorities approved by Decree of the Government of the Russian Federation of June 15, 2009 No. 477, and other regulatory legal acts in the field of information, documentation, archives.
When developing recommendations, the provisions of the national standards of the Russian Federation and the standards of the International Organization for Standardization (ISO) were taken into account:
GOST R ISO 15489-1-2007. System of standards on information, librarianship and publishing. Document management. General requirements.
GOST R ISO 23081-1-2008. System of standards on information, librarianship and publishing. Document management. Document management processes. Metadata for documents.
GOST R 53898-2010. Electronic document management systems. Interaction of document management systems. Email requirements.
GOST R 54471-2011/ISO/TR 15801:2009. Electronic document management systems. Documentation management. Information stored electronically. Recommendations for ensuring reliability and reliability.
GOST R 54989-2012/ISO/TR 18492:2005. Ensuring long-term preservation of electronic documents.
ISO 19005-1:2005. Documentation management. An electronic document file format for long-term preservation. Document management - Electronic document file format for long-term preservation – Part 1: Use of PDF 1.4 (PDF/A-1).
The draft recommendations propose two approaches to organizing the transfer and storage of archival electronic documents in the archives of organizations, state and municipal archives: the transfer and storage of electronic documents on physically separate material media and the transfer of electronic documents through information and telecommunication channels with subsequent storage on the archive servers of the organization, state (municipal) archive.
A feature of the archival storage of electronic documents is that in the archive of an organization, state or municipal archive, electronic documents are stored in two identical copies, which are referred to in the recommendations as the main and working copies. The main instance is the reference instance and is used in exceptional cases, for example, to create a working instance to replace a failed instance. The worker, as its name implies, is the copy that is used in the archive in all cases when it is necessary to reproduce an electronic document or make copies of an electronic document for provision to users.
The recommendations provide that when preparing electronic documents for storage in the organization's archive, they are converted into the PDF / A-1 archival storage format, after which containers of electronic documents are formed.
An electronic document container is a compressed folder (zip archive) that includes:
electronic document in PDF/A-1 format;
document metadata in XML format;
file(s) of detached electronic signatures.
Since electronic signatures at the time of transfer of electronic documents for storage to the archive of the organization, and after the specified time - to the state or municipal archive, will be invalid and will not be able to ensure the integrity of the document, the recommendations suggest using hash coding technology to calculate the checksum of the electronic document container .
The recommendations also provide that in the event of a change in the software and hardware environment and the obsolescence of computer formats, damage to the medium, the archive of the organization (state or municipal archive) works to convert electronic documents into new formats and / or migrate to new media.
In addition, the sections of the recommendations contain provisions on organizing the storage of electronic documents in the archive, ensuring the safety of electronic documents stored in the archive, recording and using electronic documents, as well as the procedure for transferring documents from the archive of the organization to the state or municipal archive. It is important that archives that store electronic documents must have the appropriate equipment and software to carry out the necessary work: checking the reproducibility of electronic documents, converting and migrating, copying electronic documents, etc., as well as archivists with special training in the field of information technologies.
Another topic completed by the institute in 2013 was the topic “Archivalistic and document management functional requirements for information systems that provide electronic document management in the process of internal activities of federal executive bodies”. It is known that at present on the market of software products for office work there are several dozens of different systems that provide electronic document management; various systems are also used in federal executive bodies. Requirements for information systems of electronic document management of federal executive bodies, taking into account, among other things, the need to process limited distribution official information through these systems, approved by order of the Ministry of Telecom and Mass Communications of Russia dated September 2, 2011 No. 221, in section II “Description of the processes of documentary support for management in the EDMS of the federal executive authority » contain far from Full description requirements for the functionality of systems, leaving out the requirements for the composition of the metadata of documents necessary to manage authentic, complete, reliable and usable documents throughout their life cycle in office work and at the stage of their archival storage (from the archive of the organization to the state or municipal archive ).
As a result of the implementation of this topic, a description of the main document management processes in the EDMS within the life cycle of documents is given, general principles and requirements for the EDMS are formulated, and a classification scheme and organization of cases are given, requirements for the application functions of the EDMS, requirements for the information support of the EDMS are established. , requirements for the use of an electronic signature, for information retrieval and presentation of information and reporting, requirements for information control in the EDMS, for the organization of information storage in the EDMS, for the administration and management of powers in the EDMS, requirements for the functioning of the EDMS, for the role model and user training.
In a separate appendix to the report on the topic, a description is given of the composition of the fields of input forms (registration and control cards of documents, classifier cards and reference books that are part of the system being designed), which ensure the identification of various groups of documents and their management throughout the life cycle of documents in the EDMS, the functional assignment of information about the documents included in the EDMS. When describing the fields of input forms, it is possible to integrate the document into the information system of the archive of the organization, and then into the information system of the state or municipal archive, if the document is subject to permanent storage in the appropriate archive.
For a number of years, VNIIDAD has been cooperating with software developers for office work and archives, in particular, AltSoft CJSC (St. Petersburg) and AS-Archive LLC (Moscow), whose specialists are involved in research works.
In addition, in 2013, VNIIDAD, together with AS-Archive, launched a project to create a complex of information systems that ensure the management of electronic documents in the course of VNIIDAD activities and the storage of archival electronic documents (based on the VNIIDAD archive).
As a result of studying modern approaches to managing, classifying and storing documents in electronic form, the concept of creating digital storage electronic documents (TSKED) as an organizational and legal structure formed in order to create single space legally significant electronic documents, including their physical placement and ensuring the immutability, safety, availability within the approved security policy.
At present, the requirements for the functionality of the complex of automated information systems have been determined, a technical and economic assessment of technical means has been carried out, a software and hardware complex has been formed to implement the functioning of automated systems, joint developments have been carried out in the main directions and tasks of implementing the EDMS and the archive of the organization.
As part of the joint work, it is planned to put into operation automated systems for organizing collective work on draft management documents and documents created in the course of research work; organization of educational and educational-methodical work in the system of additional education and advanced training; organization of information work; organizing the work of the institute's website.
Larin M.V. Electronic documents in management: Scientific method. allowance / M. V. Larin, O.I. Ryskov - M.: VNIIDAD, 2005.
In accordance with the current Federal Law of April 6, 2011 No. 63-FZ "On Electronic Signature" - electronic signatures.
Document management. Terms and Definitions. Dictionary. - M.: VNIIDAD, 2013.
Checksum (of an electronic document container) is a value calculated from a data set by applying a certain algorithm (hash function) and used to check the integrity of data during transmission or storage, as well as to quickly compare two data sets for non-equivalence, including for determining the presence of computer viruses.
Rosarkhiv, VNIIDAD. 2014
Rosarkhiv, VNIIDAD. 2014
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. (Executor - Russian State humanitarian University(RGGU);
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. (Contractor - All-Russian Research Institute of Documentation and Archiving (VNIIDAD);
. (Contractor - All-Russian Research Institute of Documentation and Archiving (VNIIDAD);
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Analytical review "The state and development of archives in the CIS countries in 1999-2010." Rosarkhiv, VNIIDAD. 2012
Analytical review "Comparative analysis of analog and digital technologies for the development and application of technological solutions that ensure the restoration of fading texts of archival documents." Rosarkhiv, VNIIDAD. 2012
Rosarkhiv, VNIIDAD. 2012
Guidelines for the organization of work and technological equipment of electronic document storages. Rosarkhiv, VNIIDAD. 2012
Guidelines for Electronic Copying of Archival Documents and Management of the Received Information Array. Rosarkhiv, VNIIDAD. 2012
Guidelines for the application of GOST R 7.0.97-2016 “System of standards for information, librarianship and publishing. Organizational and administrative documentation. Requirements for paperwork” / Rosarkhiv, VNIIDAD. M., 2018.
Guidelines for the development by federal government bodies of exemplary nomenclatures of cases for territorial bodies and subordinate organizations / Rosarkhiv, VNIIDAD. M., 2018.
Guidelines for working with personnel documents in state and municipal archives, archives of organizations / Rosarkhiv, VNIIDAD. M., 2018.
Prepared by the Historical and Archival Institute of the Russian State University for the Humanities, which, as part of the implementation of the Federal Target Program "Culture of Russia (2012-2018), is preparing a set of reference and methodological and practical aids to the “Rules for the organization of storage, acquisition, accounting and use of documents of the Archival Fund of the Russian Federation and other archival documents in state and municipal archives, museums and libraries, organizations of the Russian Academy of Sciences” (state contract No. 079 dated February 24, 2014).
This work has been reviewed in the scientific and methodological councils of archival institutions of federal districts and federal archives and is recommended for use in the practical activities of archival institutions.
First of all, the manual is intended for archivists who do not have special education and experience in archival institutions.
All-Russian Research Institute of Documentation and Archiving (VNIIDAD) is part of the system of the Federal Archival Agency (Rosarchive). Its main tasks remain the development of theoretical and methodological problems of archiving and document management, archiving and documentation support for management.
The institute has research divisions in the main areas of activity: the department of archiving (it consists of: the sector for organizing scientific reference apparatus and accounting for archival documents, the sector for compiling and examining the value of documents, the sector for using archival documents), the department for document science (it consists of: the sector of document management, the sector of standardization and documentation management), the department of economic and technological support of archival business (it includes: the laboratory for ensuring the safety of archival documents, the sector of economics of archiving, the laboratory of automated archival technologies). Among the 88 employees of the Institute (as of January 1, 2013) there are 1 Corresponding Member of the Russian Academy of Sciences, 6 Doctors of Science and 30 Candidates of Science.
The Institute has developed rules, methods and regulations for the work of state archives and archives of organizations. A number of lists of documents regulating the selection of documents for archival storage have been created. The most important directions of the research work of the institute are the solution of issues of theory and practice of examination of the value of documents and the acquisition of archives, the creation and development of a system of scientific and reference apparatus and its theoretical and methodological base, and the classification of archival information. The specialists of the institute are successfully dealing with the issues of the economics of archiving, ensuring the safety of archival documents and their use.
In the field of document management and document management of the institute, theoretical research is being carried out related to the study of the information essence of the document, its properties and functions, document formation processes, as well as the formation of documentation systems. Research is being carried out on the history of office work and the terminology of document management and documentation support for management. Applied studies are aimed at summarizing the practical experience in the development and implementation of technologies for working with documents, including electronic ones, and electronic document management systems (corporate information systems), developing the organizational foundations for building document management systems.
The Institute successfully cooperates with the International Organization for Standardization, participates in the development of the most important international standards for document management and brings the fundamental positions of Russian document specialists on document management and standardization of this type of activity to the attention of the world professional community.
In recent years, the problems of scientific research of the institute are closely connected with the changes taking place in the field of information technology, the ever-widening spread of electronic documents and a significant expansion of electronic document management. A significant place is occupied by work in the field of improving the documentation management, ensuring the safety of archival documents, developing automated archival technologies, and the functioning of electronic archives.
The Institute has an Industry Center for Scientific and Technical Information on Archiving and Records Management (it includes: the Sector of Information Support and Maintenance of the SIF, the Sector of Foreign Scientific and Technical Information on Archiving and Records Management, the Sector of Electronic Resources of Scientific and Technical Information), which provides archives and other organizations interested in information in the field of document management and archiving. There is an Branch Center for Advanced Studies in Archiving and Documentation Management, which provides retraining and advanced training of personnel in these areas. In 2003, by decision of the Council of Heads of Government of the CIS Member States, the institute was given the status of a basic organization for retraining and advanced training of personnel in archiving, document management and documentary support for the administration of the member states of the Commonwealth of Independent States.
The Academic Council of the Institute includes leading specialists from the Federal Archival Agency, VNIIDAD and other organizations. There are postgraduate studies and a dissertation council for the defense of dissertations for the degree of doctor and candidate of historical sciences in the specialty: 05.25.02 - documentary, document science, archiving.
