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1. Definition and Scope
1.1 Definition
1.2 Scope

2 Actions
2.1 Government Records
2.2 National Archives

1.Definition and Scope

1.1 Definition
♦Archives: In accordance with Article 2 of the Archives Act, refers to text or non-text data and its attachment filed by government agencies after completing the management procedure.
♦Government Official Documents & Records Information Generating Flows
Government official document is an important tool and medium through which the government handles official business and communication. Responsible staffs prepare government official documents content via “government official documents editing software” and then control the routing process for hierarchical approving via the “government records official documents management system.” Through “government official documents electronic exchange mechanism” the content of the government official documents are transmitted to the recipient via the network in the form of an electronic file. Government official documents of closed cases with an agency will be included in the records management system for acceptance, filing folder assignment, cataloging, safekeeping, arrangement, inspection and application. Digitalized records content, including images, texts, pictures, voices and motion pictures will be managed through “digital content management software” for indexing and application. TOP

Fig.1: Government Official Documents & Record Information Flow

　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　
1.2 Scope

The scope of archives computerization includes:
♦Processes control computerization: To review and reconstruct various records management tasks and operational procedures and replace manual routine works with computerized operations.
♦Integration of government official documents management and records management: To integrate the content of government official documents preparation, government official documents management and record management, so related fields are automatically linked, and archivists need not to repeat data input for the same field. Those utilizing online approval routing need to integrate government official documents editing with all routing process and added comments.
♦Generation of electronic catalog of records: After the records management system completes the record management procedures, the electronic catalog of the records can be automatically generated according to the required format for submission and announcement.
♦Record content digitalization: The content of records frequently retrieved or of greater values need to be processed for digitalized storage. For example: imprint archives may be scanned into digital images, content of audio/video tapes may be migrated into electronic visual/aural files for safekeeping. Electronic records completed online approval routing need to be stored.
♦Online access to digitalized records: Digitalized records can be accessed and browsed online. There will be no need to retrieve the original record. TOP

2 Actions

2.1 Government Records
In accordance with Article 8 of the Archives Act, which requires that “all government agencies should periodically submit government record catalogs to the central archives agency,” all government agencies (institutions) shall transfer electronic record catalogs to NAA every 6 months.
♦Definition: In accordance with Article 2 of the Archives Act, government records refer to files to be managed by each government agency. Retention periods of government records according to the nature and value of the records shall be divided into permanent and temporary preservation.
♦Government records electronic catalog: Each agency is permitted to develop and design its own records management system or use the records cataloging software provided by NAA to produce electronic records catalogs.
♦Two-level structure: Archives catalogs can be divided into 2 levels: file and item. The description fields are shown in the figure below.TOP

♦Government records organized and loaded by NAA into DB may be retrieved from National Electronic Archives Retrieve (Chinese only,).
♦The government records catalogs that NAA has published so far contain over 400,000,000 pieces of data. To provide a more expedient retrieval mechanism, a professional search engine system has been set up to enhance efficiency of retrieval search services. TOP

2.2 National Archives
National Archives Administration (NAA) is the central government agency of Taiwan responsible for perfecting and promoting records management nationwide and for managing and providing national archives that have permanent preservation values.
♦Definition: In accordance with Article 2 of the Archives Act, national archives refer to records that for their permanent preservation values have been transferred to the central government agency in charge of archives management.
♦Access method: After they are received by NAA and stored in the national archives warehouse, national archives are put through whole-content image scanning, and the video/audio tapes are digitally migrated for future application. National archives electronic catalogs are placed in National ArchivesInformation for various remote services including online retrieval, online payment and online access application. The public can file access applications directly with NAA in person or retrieve national archives online through the Citizen Digital Certificate and ATM payment of the required fees.
♦Theme introduction: NAA produces the theme web of national archives and installs it in the virtual archives for online browsing to familiarize the public with the content of national archives.
♦Virtual Archives: A designated website that incorporates 3D virtual situations to establish friendly, fun-filled 3D high-tech archives display space. Through the operational method of “story telling and game playing” the information content of archives is represented via multimedia approaches such as photos, films and motion pictures.
♦DB: In order to explore and analyze large amount of text content of national archives via computerized system tools, the archives knowledge base prototype system is established with Text Mining technologies as the primary framework. At current stage, 921 Earthquake government official documents have been employed as experiment materials for extraction of the knowledge to serve as reference of the decision-supporting process. TOP