The theoretical generalization and a new solution to the scientific-theoretical problem are developed, which consist in substantiating of electronic records management as a scientific and practical direction of electronic document science, defining the term “electronic records management”, determining the place of electronic records management in traditional records management, researching the characteristics of electronic records management, based on the scientific analysis of trends in the development of electronic records management in Ukraine, and defining the practical suggestions for organising electronic records management in the activities of organizations.
The conceptual and categorical apparatus of electronic records management is clarified, the innovations in terminology caused by the recent regulatory and legal changes as well as standardization of document scientific terminology, in particular international ones, are characterized.
The meaningful essence of electronic records management is clarified by determining its characteristic features, the object and subject of the research, the relationships with allied disciplines of the records management field, and the place of electronic records management in the structure of modern records management is determined, which indicates that electronic records management is a part of the organization’s records management. It is concluded that the current model of record keeping is hybrid records management. The interrelation of electronic records management is substantiated. The relationship between electronic records management and the introduction of electronic governance in Ukraine is researched, and the place of electronic identification in electronic records management processes is determined.
The periodization of the development of electronic records management in Ukraine is carried out. Five main periods are distinguished, namely post-Soviet partially automated records management, automated records management, automated records management with electronic document circulation, automated (paperless) records management with the possibility of using paper media, and European integration electronic records management. The characteristics and the degree of information technology implementation in each period of the automation of records management processes are described.
The classification of automated information systems for managing of documentation processes is clarified, and the electronic document circulation systems, office automation systems, and corporate records management systems are characterized.
The comparative analysis of traditional and electronic records management is carried out. It is concluded that both electronic and traditional records management have strengths and weaknesses. However, the existing shortcomings of electronic records management cannot serve as a basis for refusing its implementation, the most significant arguments in favour of which were identified as transparency, convenience and speed of implementation of records management processes.
The results of the implementation of electronic records management in organizations are considered. The main groups of documents created in electronic records management are defined. They are electronic documents with mandatory requisites, paper documents in which the information is documented using information technologies, digital copies of paper documents, copies of paper documents in electronic form, and documents created only in electronic form without signing with an electronic signature. Depending on the technology of electronic documentation of information, such forms of documents with an electronic information carrier were defined as a document-file, a document-set of files, a document-electronic information resource, a set of documents-file, and a set of documents-electronic information resource.
The results of surveys on the state of record keeping and automation in state authorities conducted in 2003, 2012 and over the past 5 years are analysed. The conclusions are drawn about the most popular electronic document circulation systems and office automation systems implemented in the activities of state authorities as well as the level of use of electronic digital signatures. The conclusion is made about the lack of a unified approach and the spontaneity of information technology implementation in business processes. The significant interest of organizations in the automation of special records management through the introduction of automated information systems – databases is revealed, while general records management remains mostly traditional.
