Theoretical Study in building an Electronic Archiving System (Essay Sample)

Theoretical Study in building an Electronic Archiving System
Background:
The Diwan of Royal Court of the very important government agencies in the Sultanate of Oman is the link between leadership and government ministries. The mechanism of the work based on receiving and sending a huge amount of correspondence daily, and takes action immediately. Currently the staff archives incoming and outgoing correspondence manually. This system of manual archiving has been attributed to the persistent backlog in processing important documents leading to high levels of inefficiency. There have been numerous issues raised by the public and other stakeholders in regards to the transparency of the current manual archiving system. This is notwithstanding the fact that numerous important documents have been lost in unclear circumstances, thus denting the integrity of the system. It is with these facts at hand that this study aims at exploring the most suitable objective study that will create an efficient electronic archiving system. The system is expected to be based on a platform of international accredited standards (Douglas, 2005).
Methodology:
Literature Review-In order to devise the most appropriate model for the best archiving system, there is a need to review numerous literature journals and reports. This will enable the research team to form a concrete opinion on the success rate of previous objective-based studies that have been carried out in the past (Karla, 2001). A candid knowledge of past studies gives researchers the idea of the best approach to take in order to arrive at the desired model. It is also important as it will give them an opportunity to decide the most important information and documents that should take priority in the electronic archiving system.
Questioners- The use of open-ended and closed questionnaires is a useful research tool in this objective study. The success rate of the proposed electronic model system will depend upon the participation of all stakeholders within and outside the Royal Court. It is important to use the questionnaires in order to collect the views and contributions of all participants whose contribution will direct the scope of the research.
Aims:
This research aims to establish an electronic archive system that will effectively replace the existing paper-based archive, and create a work environment that utilizes electronic records-keeping. This is expected to reduce bureaucracy issues and facilitate routine duties in administrative work. The proposed model is also expected to be repeated, in that it can be installed in all branches of the Royal Court throughout the country. The new electronic archiving system will allow the Diwan of Royal Court to meet the necessary set requirements and policies by maintaining a secure and a reliable document processing system. The new system is also expected to provide a flexible information management policy that will enable the users to make into law legal holds and set pure and retention policies (Dennis and Shirley, 2012).
Objectives:
1 Create a work culture among employees-This means the incorporation of electronic mail instead of manual communication. This will go a long way in eliminating the existing use of paper correspondence.
2 Document preservation -the study is expected to address the issues of addressing the flaws in court entities. It is also expected to include a model that will save on time and to make the retrieval of stored documents easy.
3 Enable efficient monitoring of internal and external documents content-the core aim of installing the electronic archiving system is to create a system that will monitor the movement of documents within the court registry. This is aimed at eliminating issues of document negligence that damage the integrity of the current document keeping system.
4 Facilitate the creation of credible data back-up for safe keeping-the main duty of the court registry is to maintain safe and easily accessible records that can be retrieved whenever need arises. The electronic system must ensure that there is easy retrieval of documents by the relevant authorities. The system must be based on a model that does not allow the access or retrieval of information by un-authorized personnel within or outside the Court.
5 Establish a system that will allow reliable communication system and storage optimization
6 Facilitate the process of Litigation and Legal Discovery