What features do business documentation and vdr have today.
Secure storage of business documentation depends on the type of classification. Several types of plans differ in accordance with the classification principle used at a higher level (at the level of the main structure): – in accordance with the functions or activities of the organization (human resources management, financial management, operational management, etc.); – in accordance with the structure of the organization (management, sub-management, service, etc.); – by object.
In accordance with the functions form a functional classification plan to ensure the safe storage of documentation. In this type of plan, classification is based on areas of activity and organization functions. All documents obtained as a result of a specific task or action are classified in one unit.
Advantages: – classification by function reflects the context of the production and use of documents: documents are located in their operational or administrative context, in their logical place within the framework of processes and activities. This type of plan helps to understand how and why such a document was created and used. – independence from the organizational structure: changing or refining the organizational structure does not affect the stability of the classification plan; in general, functions are more stable than administrative structures. – The choice of a functional classification plan is ideally combined with an electronic document management system. Disadvantages: – A functional classification plan is relatively difficult to implement. – It may seem abstract to users.
All documents prepared by the same department or unit (management, secretariat, public relations department, etc.) are combined into one unit of the plan.
Advantage: it reflects the organizational structure of the organization and is easily used by employees. This classification method is suitable for organizations whose organization remains stable, whose structures are unchanged, but the reality is often more complex. Disadvantage: – administrative structures are often unstable, organizational schemes change: services are deleted, skills are redistributed, new services are created with new responsibilities. Therefore, it will be necessary to adapt the classification plan after each change in the organizational structure; – where to classify a “transversal” business case, accompanied by several services?
Preference for functional classification plan. As a rule, archivists prefer a functional classification scheme. Since archives are “documents created by the organization in the performance of its functions and activities”, to ensure that these functions can be performed, such a classification by function seems to be most suitable. International document management standards focus on registration systems based on administrative processes. On the other hand, a purely thematic classification scheme is not recommended for archives. Such a classification is more suitable for book collections or documentation than for archival collections.
Combination of documentation templates. However, we can combine different types of templates (functional, organizational and thematic) in one plane, provided that we do not mix the basis of separation at the same level. The most common practice is the choice: – first of all, at the level of the main structure (large units): classification by fields of activity and functions; or classification by organization, which reflects the organic structure (organization) of the manufacturer; – secondly (at the header level), a breakdown by function or subject.
The company is at the center of the information exchange system that connects it with its environment (suppliers, customers, administration, partners) through invoices, purchase orders, bank statements, contracts, payrolls, administrative forms, emails, etc. Digital technologies and their use allow dematerializing these documents, ensuring their safety, archiving and easy to find; paper gives way to digital format. However, the company still faces double management of information archiving, paper and digital, and must ensure consistent implementation.
Like paper archiving, digital archiving includes technical, organizational and, above all, regulatory aspects. The nature of the documents determines the archiving mode, which can be simple or legal with probative value, and then require the configuration of a more complex device. Dematerialization of archiving is a project that requires seriousness and methodology. All needs and processes of the company (accounting, commercial management, industrial production, personnel management, research and development) should be taken into account, because archiving applies to all company services.