Preparation for collection and storage
- preliminary research;
- analysis of business activities;
- determination of storage requirements; assessment of the existing systems;
- planning of storage and
- establishment of information system for storage.
A preliminary research comprises the findings regarding the mission of the organisation, internal organisation, business and legal matters and key impacts or areas of risks for storing the documentary and archive material. A preliminary research is prepared to determine the scope of research, collect and appropriately document the information from various sources and prepare the report on the findings of the preliminary research.
On the basis of the findings of the preliminary research, the analysis of business activities is carried out which includes the list of individual business activities and necessary sources of documentary material. The eligibility study or the feasibility study of electronic storage is also prepared in the analysis of business activities regarding the increased scope of the material, special important material or on the basis of the professional instruction of the competent archive.
On the basis of the findings of the preliminary research and analysis of business activities, the requirements are determined regarding the preparation and storage of documentary and archive material for the needs of documenting the operations of organisations pursuant to the applicable regulations and business needs.
The assessment of the existing systems must comprise the assessment of the conformity of the existing information systems for storage and other information systems with the established needs and requirements for storage. The assessment is prepared by initially listing the existing information systems in the organisation followed by the assessment whether or how are the needs and requirements fulfilled as well as the preparation of written evaluation of the established advantages and disadvantages of the existing systems and methods of work. The analysis of risks and measures for their reduction is also prepared in the assessment regarding the increased scope of the material, special important material or on the basis of the professional instruction of the competent archive.
The planning of storage and establishment of information system for storage comprises determination of measures and activities and necessary information and other solutions required to eliminate the established deficiencies and to provide the conformity with the established needs and requirements regarding the electronic storage. The planning must include a review of available measures and solutions, selection of the most suitable measures and solutions for the analysis of their advantages, disadvantages, opportunities and threats in the specific case and the preparation of the action plan and project documentation for the organisation of electronic storage and establishment of information system for storage.