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2009 - Year projects large digital archiving market
Crisis Year in Romania is, paradoxically, also the year of some of the largest IT projects in the local market. At least in the digital archive sector, where there are many large projects started which are growing the value of the total market. An increase that will succeed,but only partially,to offset losses in the private sector, where the crisis has imposed drastic restrictions on IT budgets.
After years of digital archiving the solutions market has not been registering spectacular results, the main projects being accomplished in the private sector, 2009 promises to be a year of major projects in this sector in terms of their value. This fact mainly due to the increasing interest shown by the public sector across the benefits of digital repositories and using electronic documents.
Thus, the latest announcement in this regard is the Transfond (electronic payment system operator - SEP), which implemented the IBM Content Manager platform to achieve electronic archiving service e-Archive@ (electronic archiving offering automatic electronic archiving manually customized electronic document archiving, storage, search and retrieve emails of secure electronic mail system).
However, it is the only large project. National Agency for Cadastre and Land Registration has also expressed its intention to acquire digitization services to 1.731 million land cards (stored in a digital archive), the contract value to approximately euros 6.6 million. Also the National Integrity Agency (ANI) announced its intention to hold again in early October, an auction to purchase a computer system for the management and electronic archiving of the documents. The contract value is approximately euros 3.57 million. Electrica, the electrical utilities supplier is interested also by the benefits of electronic archiving, the company launching a tender for the purchase of electronic services which include archival and computer services. (The contract, which is worth euros 9.84 million, also provides for purchase of processing services and data storage, development and software configuration and application recovery in case of accident information.
These are just some of the projects that make, in terms of value of projects started (or completed - see Transfond case), 2009 to be one of the fast years, in terms of total value of projects for the digital archiving solutions local market. However, to access the status of electronic archiving service provider, there are several stages to go through.
What the Law Says
The Law for archiving electronic documents (Law no. 135 / 15.05.2007) and technical and methodological regulations issued by MCSI, which came into force on June 24 2009 provides a clear set of requirements for entities wishing to provide electronic archiving services. In other words, the mere storage of electronic documents is not archiving in accordance with the law. A significant difference, but not very clearly specified in the providers offer of electronic archiving applications.
Thus, by law, electronic archiving service provider may be any natural or legal person, accredited to provide services related to electronic archiving. Accreditation, according to the order MCSI 493/2009 requires a set of rules regarding the conditions to be satisfied by the archive manager, management and operating procedures, the computer system used, etc. In addition, storing data in electronic archives must be made in data centers, which should be also authorized by MCSI, which obviously must meet a number of conditions.
All these elements make very few holders of an electronic archive, either public or private companies, have or want "legalizing" it. The advantages of such an approach would be the posibility to use electronic documents (authenticated by electronic extended signature and possibly by the time stamp) in commercial transactions, exchange of information between different institutions, auditing and control processes, etc. The disadvantage is visible - the cost it would impose the "legalization". (Only the security requirements stipulated by law would mean a considerable effort, especially in the current economic context). That is, at present, most companies and public institutions that have practical uses an electronic archive for internal use, they need to maintain a physical archive, on paper, to meet the legal requirements.
Even so, the electronic archiving is still a solution with a high efficiency level for companies and institutions running large volumes of documents in physical format. Basically, by creating a single physical archive and otherwise use the documents in electronic format removes many of the current problems faced by most companies such as loss and damage of documents, cutting out the time for access and search information, etc.
Hope of better
Despite the disadvantages posed by costs, the existence of an authority to regulate in the area, according to a legal framework, has a beneficial role. Clearly stipulate the conditions of operation, administration, eliminates potential problems that may arise, for example, in an audit process or in court. And, moreover, creates a coherent framework for achieving the electronic archives, which is a particularly important element in the public sector, facilitating interaction between institutions that have electronic archives.
This is a not insignificant element of the scale of the projects that MCSI has started in order to integrate e-government services in the National Electronic System (SEN). And the projects already started, such as Transfond, ANI, Electrica, National Agency for Cadastre and Land Registration or National House of Pensions and Other Social Insurance Rights (which since 2006 had announced its intention to conduct an electronic archive of work Carnets ), can generate an avalanche effect, which lead to a large part of private environment, thus accelerating the adoption of working with documents in electronic format.
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