Conceptualization And Archival Regulations For The Documentary Organization

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Conceptualization and Archival regulations for the documentary organization

The documentary organization begins from the origin of writing giving information to the information taking it from the beginning of the history of humanity. The archives are important from the origin of humanity in which he had the need to leave their knowledge, thoughts and history, since they could not have everything saved in their memory and the option to writing was sought, and this is where they beginThe conservation of the documents written in specific places in an organized and orderly manner and then became great archives, which in turn made the archivists grow as science, and the personnel responsible for their management.

In the history and evolution of the archives, the cultures were evolving as they needed to save information, among the cultures they contributed the most for the organization in their documents were: the Egyptians, China, India, Rome, Greece, Arcadios, Sumerios andBabylonians these cultures handled different systems to save the files. Based on cultures, the evolution of the archives begins. The files retain unique and irreplaceable heritage that is transmitted from generation to generation. The documents are managed in the files from their origin to preserve their value and their meaning.

The archival systems of any country have their reason for being in the existence of the files. The archive, as such was born as a need for public and private life of societies because they will be the memory and guarantee of rights, obligations and social relations.

From systematic technology as a global phenomenon, the idea of archiving is part of computer language. Computer files are a type of files that serve to save information in a storage unit (for example, a hard drive). While the technological archive concept has a particular terminology (PDF, Word, Excel …) actually fulfill the same function as a traditional file. The big difference between the two lies in the immense possibilities of computer storage and the limited capacity of the traditional model.

The file classes are classified as management, central or historical archive, in them we find several types of files that can be defined as follows: centralized file, which is when a single entity controls the information. Decentralized file, is very independent in all file processes. The decentralized file, where the information is handled by the head of each office and decentralized file with centralized control where it is handled according to the needs and is controlled from the central archive.

According to its use, the file can be classified according to time in documentary stages that are subject to the organization requirements such as the active archive, which meets the permanent conservation and consultation needs. The semi -active archive, which varies according to its period of conservation and permanent consultation and the inactive archive, which is based on durability documents and legal or commercial tax provisions.

Also, they can be classified according to their nature, such as public archives, deprived of public interest and private archives.

It is clear that the three types of files such as the central, management and historical archive, are responsible for conserving the different documents according to the stage in which they are according to their life cycle.

It should be noted that the quality of the files implements correct sustainable tools of generated training, or invaluable heritage. Subsequently, the documents that make up to the archive and can be characterized as economical, simple, functional, exact and technical.

Currently, it can be recognized thanks to the great technologies, the economic factor, generating as a consequence the emergence of new values for the archivist that can be characterized with the aspects of order, responsibility, cordiality, professional stealth and concentration. Some of the elements of a file are the vertical, horizontal archivators, folderama, rotating file, electronic, shelves, rolling filters, plane library, dry hook, radical clock, files, among others.

On the other hand, there are some instruments to measure files such as the thermometer, hygroscope or hygrometer.

In conclusion, a file can be defined as a place for the storage of documents. It is a general term that encompasses many different possibilities and nuances. The archives are of great importance from the beginning of history to the present as a basis in the evolution of culture, science, education, technology, politics, religions and history of humanity to preserve documents and thus give good management toThe information, also thanks to the technology that facilitates its way to archive and search for documents 

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